Form Publication

Click 'Publish Form' to go to the Publication page. The form template is published before printing the forms, to create a place in FormReturn's database, for the captured data to be stored.

publish form window

Step 1 - Name Your Publication

Type a name for the Publication. When the forms are processed this is where the captured data will be stored.


Step 2 - Select a Source Data Table

A Source Data table is selected to connect the captured data from forms, to to a record from the data table.

step 2

In'Table Name' is a list of Source Data tables which have been created in FormReturn. Click a Table Name to select it.
Add Source Data.


Step 3 - Select Publication Type

set publication details

Select a "Publication Type" from the drop down menu.

The 'Publication type' is used by the software to reconcile the captured data from each form to a source data record.

The publication type you most often use can be set as a Publication Preference.

View a Video on Publication Types


Publication Types

The Form ID Publication Type publishes a separate, unique form, for every record added to the source data table. Unique forms can:
1.) Be Identified to a particular respondent with Identification printed on the form.
2,) Be Unidentified until the respondent's ID number is captured from a Key Field.
3.) Remain Anonymous.


A Key Field Publication Type publishes a single form, which is copied or printed into as many forms as needed.
Copied forms remain Unidentified until a unique identifier is added: 1.) Copied forms can be Identified to a particular respondent, by means of a Key field checkbox grid for capturing ID numbers.
2.) Or the forms can remain Anonymous.


Form ID Reconciles - Append Only

This 'Publication Type' will publish a unique form for every record added to the source data table. All forms, use their unique Form ID Barcode to append the captured data, to the source data record it belongs to.


1.) Identified forms use Template Variable Replacement (similar to mail merge), added to the form template as a means of identifying who each form belongs to when they are being distributed.

  • The source data table selected must have each respondent's record added.
  • Each unique form published, will have the respondent's record printed on it.
  • The captured data from each form will be stored with the corresponding record from the Source Data Table.

2.) Forms that are as yet Unidentified, because the respondents are not previously known, can have a checkbox grid, for capturing an ID number filled in by the respondent.

  • The source data table selected, has generic records, such as a form number, added for the number of respondents.
  • A form will be published for each record in the source data table.
  • The captured data from each form will connect to the source data record it belongs to.

3.) Anonymous forms, remain unidentified to the respondents.

  • The source data table selected has generic records, such as a form number. added for the number of forms needed.
  • A unique but anonymous form will be published for each record in the data table.
  • The captured data from each anonymous form will be stored against the generic record it was published to.

Key Field Reconciles - Append Only

'Append Only' means there must be a record in the source data table for every copied form to append to, or an error will occur. Publish the form template as a single form which is copied or printed. The number of copies is limited to the number of records in the source data table.

1.) Unidentified forms, when the respondents of each form are not yet known, can connect to a particular record in the source data table, by means of a __Key Field __ grid added to the segment, for capturing ID numbers or a Barcode label affixed for connecting to the respondent's record in source data.
In Multi page forms, there must be a key field on every page of the form, to identify the pages to the respondent.

  • The source data table selected, must contain the records for the ID numbers that will be captured from the forms, and the same 'captured data fieldname', which was used to set up 'Mark Area Properties' for the Key Field grid.
  • A single form is published and copied or printed into as many records as are in the source data table.
  • The captured data from each form page is reconciled to the respondent's ID record, using the captured ID from the Key Field.

Key Field Reconciles - Append or New Record

Append or New Record means, a new generic record will automatically generate in the source data table, if there isn't an existing record for every form.
All forms are identical until a Key Field is captured to identify the respondent.

Publish the form template as a single form which is copied or printed into as many unidentified / anonymous forms as needed. The number of copied forms is limitless.

1.) Unidentified forms are connected to the respondent by means of a Key Field added to the segment for capturing an ID number. In Multi page forms, there must be a key field on every page of the form, to identify the pages to the respondent.

  • The source data table selected, must contain the 'Field Name' for the ID records, that is used in the 'Mark Area Properties' for the Key Field.
  • A single form is published and copied or printed into as many forms as needed.
  • The captured data from each form page is reconciled to the respondent's ID record, using the captured ID from the Key Field.

2.) Anonymous forms which are not identified to the respondents in any way.

  • The captured data from each form page will connect to a generic record in the source data table, or a new generic record will be automatically created by the software.

Step 4 - Create the Publication

Publication step 4

Click Publish & PDF and the forms of the publication will save as a PDF file on your computer, which can be printed at any time.


Settings

Publication settings

Modify Recognition Settings.

The default Recognition settings shouldn't have to be changed unless there was a mark detection problem with Recognition Testing of the scanned template. It is advisable to 'Perform Automatic Deskew'.


Tables / Publications Panels

publications panel

Refresh - update any recent changes made in the Form Editor or Source Data that haven't yet taken effect.

Print Existing - print the selected publication. Select a Table Name from the list and then select the Publication Name from the Publications list.

Export Existing - save the selected publication to a PDF file.