{"id":21391,"date":"2022-04-11T13:48:05","date_gmt":"2022-04-11T11:48:05","guid":{"rendered":"https:\/\/help.openbee.com\/open-bee-eform\/administrators-guide\/"},"modified":"2026-04-17T14:50:04","modified_gmt":"2026-04-17T12:50:04","slug":"administrators-guide","status":"publish","type":"page","link":"https:\/\/help.openbee.com\/en\/open-bee-eform\/administrators-guide\/","title":{"rendered":"Administrator&#8217;s Guide"},"content":{"rendered":"\n<ul class=\"wp-block-list\">\n<li><a href=\"#Guideadministrateur-Usages\">Uses<\/a><\/li>\n\n\n\n<li><a href=\"#Guideadministrateur-Int%C3%A9gration%C3%A0l'environnementtrue\">Integration with the Open Bee\u2122 Portal environment<\/a><\/li>\n\n\n\n<li><a href=\"#Guideadministrateur-Acc%C3%A9deraumoduletrue\">Access the Open Bee\u2122 eForm module<\/a><\/li>\n\n\n\n<li><a href=\"#Guideadministrateur-Cr\u00e9erunformulaire\">Cr\u00e9er un formulaire<\/a>\n<ul class=\"wp-block-list\">\n<li><a href=\"#Guideadministrateur-Ajouterun%C3%A9l%C3%A9ment\">Add an item<\/a><\/li>\n\n\n\n<li><a href=\"#Guideadministrateur-D%C3%A9placerun%C3%A9l%C3%A9ment\">Move an item<\/a><\/li>\n\n\n\n<li><a href=\"#Guideadministrateur-Supprimerun%C3%A9l%C3%A9ment\">Delete an item<\/a><\/li>\n\n\n\n<li><a href=\"#Guideadministrateur-Permissiondel'%C3%A9l%C3%A9ment\">Item Permission<\/a><\/li>\n\n\n\n<li><a href=\"#Guideadministrateur-Motcl%C3%A9del'%C3%A9l%C3%A9ment\">Item Keyword<\/a><\/li>\n\n\n\n<li><a href=\"#Guideadministrateur-Nomduformulaire\">Form Name<\/a><\/li>\n\n\n\n<li><a href=\"#Guideadministrateur-R%C3%A8gledeclassement\">Ranking Rule<\/a><\/li>\n\n\n\n<li><a href=\"#Guideadministrateur-Formatdeclassement\">Ranking Format<\/a><\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><a href=\"#Guideadministrateur-Modifierunformulaire\">Edit a form<\/a>\n<ul class=\"wp-block-list\">\n<li><a href=\"#Guideadministrateur-Miseenpage\">Layout<\/a><\/li>\n\n\n\n<li><a href=\"#Guideadministrateur-Permissions\">Permissions<\/a>\n<ul class=\"wp-block-list\">\n<li><a href=\"#Guideadministrateur-Utilisateurshabilit%C3%A9s%C3%A0modifierleformulaire\">Users who can edit the form<\/a><\/li>\n\n\n\n<li><a href=\"#Guideadministrateur-Utilisateurshabilit%C3%A9s%C3%A0compl%C3%A9terleformulaire\">Users authorized to complete the form<\/a><\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><a href=\"#Guideadministrateur-Listedes%C3%A9l%C3%A9ments\">List of Items<\/a><\/li>\n\n\n\n<li><a href=\"#Guideadministrateur-Calculd'un\u00e9l\u00e9ment\">Calcul d&#8217;un \u00e9l\u00e9ment<\/a>\n<ul class=\"wp-block-list\">\n<li><a href=\"#Guideadministrateur-Listedesop%C3%A9rations\">List of operations<\/a><\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><a href=\"#Guideadministrateur-Requ%C3%AAteSQL\">SQL Query<\/a><\/li>\n\n\n\n<li><a href=\"#Guideadministrateur-Importerunformulaire\">Import a form<\/a><\/li>\n\n\n\n<li><a href=\"#Guideadministrateur-Exporterunformulaire\">Export a form<\/a><\/li>\n\n\n\n<li><a href=\"#Guideadministrateur-Cl%C3%A9d'APIGoogleMaps\">Google Maps API Key<\/a><\/li>\n\n\n\n<li><a href=\"#publicform-intro\" data-type=\"URL\">Public Forms<\/a>\n<ul class=\"wp-block-list\">\n<li><a href=\"#publicform-list\" data-type=\"internal\" data-id=\"#publicform-list\">Consult the list of public forms<\/a><\/li>\n\n\n\n<li><a href=\"#publicform-config\">Configure the Public Forms feature<\/a><\/li>\n\n\n\n<li><a href=\"#publicform-create\">Create a public form<\/a><\/li>\n<\/ul>\n<\/li>\n\n\n\n<li><a href=\"#registration-intro\">Registration Procedures<\/a>\n<ul class=\"wp-block-list\">\n<li><a href=\"#registration-list\">Consult the list of registration procedures<\/a><\/li>\n\n\n\n<li><a href=\"#registration-config\">Configure the Enrollment Procedures feature<\/a><\/li>\n\n\n\n<li><a href=\"#registration-create\">Create a registration procedure<\/a><\/li>\n<\/ul>\n<\/li>\n<\/ul>\n\n\n\n<h1 class=\"wp-block-heading\" id=\"Guideadministrateur-Usages\">Uses<\/h1>\n\n\n\n<p>The Open BeeTM eForm module offers you the possibility to create forms.<br>These forms allow users to interact with a document through questions.<\/p>\n\n\n\n<p>There are many use cases, for example:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Contact form<\/li>\n\n\n\n<li>Intervention Sheet<\/li>\n\n\n\n<li>Meeting Minutes<\/li>\n\n\n\n<li>Satisfaction Questionnaire<\/li>\n\n\n\n<li>Checklist<\/li>\n\n\n\n<li>Audit<\/li>\n\n\n\n<li>Contract<\/li>\n<\/ul>\n\n\n\n<h1 class=\"wp-block-heading\" id=\"Guideadministrateur-Int\u00e9gration\u00e0l'environnementtrue\">Integration with the Open Bee\u2122 Portal environment<\/h1>\n\n\n\n<p>The Open Bee\u2122 eForm module is fully integrated into the Open Bee\u2122 Portal environment.<\/p>\n\n\n\n<p>When a form is completed by a user, a document is created, filed and archived in Open Bee\u2122 Portal.<\/p>\n\n\n\n<p>A form is equivalent to a Ranking Rule:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Elements in a form are metadata<\/li>\n\n\n\n<li>Responses to a form item correspond to metadata values<\/li>\n<\/ul>\n\n\n\n<h1 class=\"wp-block-heading\" id=\"Guideadministrateur-Acc\u00e9deraumoduletrue\">Access the Open Bee\u2122 eForm module<\/h1>\n\n\n\n<p>The Open BeeTM Portal roles that are used by the Open BeeTM eForm are:<br>Forms Administration: Forms.<br>Fill in a form: Answer a form.<\/p>\n\n\n\n<p>To access the Open Bee\u2122 eForm module, click on Form in the left-hand menu.<\/p>\n\n\n\n<figure class=\"wp-block-image size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"242\" height=\"605\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/04\/273908056-translated-2.png\" alt=\"\" class=\"wp-image-29466\" srcset=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/04\/273908056-translated-2.png 242w, https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/04\/273908056-translated-2-120x300.png 120w\" sizes=\"auto, (max-width: 242px) 100vw, 242px\" \/><\/figure>\n\n\n\n<p>A list of existing forms is displayed. You can create a new form or edit an existing form.<\/p>\n\n\n\n<h1 class=\"wp-block-heading\" id=\"Guideadministrateur-Cr\u00e9erunformulaire\">Create a form<\/h1>\n\n\n\n<p>To create a new form, click on &#8220;<strong>Create Form<\/strong>&#8220;.<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"440\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/04\/273908057-translated-2-1024x440.jpg\" alt=\"\" class=\"wp-image-29470\" srcset=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/04\/273908057-translated-2-1024x440.jpg 1024w, https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/04\/273908057-translated-2-300x129.jpg 300w, https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/04\/273908057-translated-2-768x330.jpg 768w, https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/04\/273908057-translated-2.jpg 1519w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<p>A form consists of at least one element.<\/p>\n\n\n\n<p>There are 2 types of elements:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Layout elements: These are used to structure the form, such as a title, description, or section. These elements do not allow the user to enter an answer.<\/li>\n\n\n\n<li>Questions: These are composed of a label that corresponds to the name of the question and a &#8220;<strong>Required<\/strong>&#8221; box to define whether the user must fill in this field when completing the form.<\/li>\n<\/ul>\n\n\n\n<p>You can add or remove these elements from your form as needed. See the list of available items.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"Guideadministrateur-Ajouterun\u00e9l\u00e9ment\">Add an item<\/h2>\n\n\n\n<p>To add an element to the form, drag it from the menu on the left to the body of the form.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"Guideadministrateur-D\u00e9placerun\u00e9l\u00e9ment\">Move an item<\/h2>\n\n\n\n<p>You can change the order of the elements that make up your form by long-clicking on an element and moving it up or down. Icon<\/p>\n\n\n\n<blockquote class=\"wp-block-quote is-layout-flow wp-block-quote-is-layout-flow\">\n<p>If you\u2019re using a Table element, you can change the order of the elements within that table.<br>You can\u2019t insert an element from the form into the table. The element must be inserted directly into the table.<br>Similarly, you can\u2019t remove an element from the table; in that case, you have to delete the element from the table. <\/p>\n<\/blockquote>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"Guideadministrateur-Supprimerun\u00e9l\u00e9ment\">Delete an item<\/h2>\n\n\n\n<p>To remove an item from the form, click the cross at the top right of the item <img decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2022\/04\/273908058.jpg\" width=\"25\">.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"Guideadministrateur-Permissiondel'\u00e9l\u00e9ment\">Item Permission<\/h2>\n\n\n\n<p>By clicking on the padlock at the top right <img decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2022\/04\/255066117.png\">, you can define which users or groups of users will be able to complete this element.<\/p>\n\n\n\n<p>A field appears to enter one or more users or groups of users.<\/p>\n\n\n\n<p>For example, a Time Off Request form contains 2 Signature elements, one for the person who completes the form and another for a manager who will validate the request.<\/p>\n\n\n\n<p>We don&#8217;t want the user who completes the form to be able to sign in the Manager Signature element.<\/p>\n\n\n\n<p>For the Manager Signature element, click on the padlock and enter the user or group of users who will be able to complete this signature.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"Guideadministrateur-Motcl\u00e9del'\u00e9l\u00e9ment\">Item Keyword<\/h2>\n\n\n\n<p>This value is generated by default and used in the DOCX template to customize the layout of a form response.<br>See Layout.<\/p>\n\n\n\n<p>The keywords correspond to the answers that the user will enter in the form, they are surrounded by [ ].<br>You can edit the keyword to make it easier to read and use in the DOCX template.<\/p>\n\n\n\n<blockquote class=\"wp-block-quote is-layout-flow wp-block-quote-is-layout-flow\">\n<p>Verify that the keyword you use is unique on the form.<br>If the keyword is not unique in the response template, all occurrences that match the keyword will be overwritten.<\/p>\n<\/blockquote>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"Guideadministrateur-Nomduformulaire\">Form Name<\/h2>\n\n\n\n<p>In the Form Settings column on the right, add a name to your form to make it easier to identify and find.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"Guideadministrateur-R\u00e8gledeclassement\">Ranking Rule<\/h2>\n\n\n\n<p>To categorize the responses to this form, you can specify a folder.<\/p>\n\n\n\n<p>For subfolders, you can use elements that make up your form.<\/p>\n\n\n\n<p>You can also choose how the form&#8217;s answer files will be named. Here, too, you can use elements.  <\/p>\n\n\n\n<blockquote class=\"wp-block-quote is-layout-flow wp-block-quote-is-layout-flow\">\n<p>Please note that in order to use the elements in the naming of the subfolder and responses of the form, you must first Validate the form.<\/p>\n<\/blockquote>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"Guideadministrateur-Formatdeclassement\">Ranking Format<\/h2>\n\n\n\n<p>By default, a form&#8217;s response file is saved in DOCX format. You can choose to convert this file to PDF by checking the box.<\/p>\n\n\n\n<p>Then, you can choose between Create a new version or Replace the current version.<\/p>\n\n\n\n<p>If you select &#8220;<strong>Create New Version<\/strong>&#8220;, a DOCX version and a PDF version are generated.<\/p>\n\n\n\n<p>If you select &#8220;<strong>Replace current version<\/strong>&#8220;, there will only be a PDF file generated.<\/p>\n\n\n\n<p>To finish creating the form, click on &#8220;<strong>Validate<\/strong>&#8220;.<\/p>\n\n\n\n<p>Your form is visible in the list of forms.<\/p>\n\n\n\n<p>You can now <a href=\"https:\/\/help.openbee.com\/en\/open-bee-eform\/user-guide\/\">Fill out a form<\/a>.<\/p>\n\n\n\n<h1 class=\"wp-block-heading\" id=\"Guideadministrateur-Modifierunformulaire\">Edit a form<\/h1>\n\n\n\n<p>You can edit a form in 2 ways.<\/p>\n\n\n\n<p>In the list of forms, click on the &#8220;<strong>Actions<\/strong>&#8221; icon and then on &#8220;<strong>Edit<\/strong>&#8220;, or click on a form to view it and then click on the pen icon at the top right.<\/p>\n\n\n\n<p>By editing a form, you can change the existing elements, rename them, change the order, add new elements, or delete new elements.<\/p>\n\n\n\n<p>In the form settings, new Layout and Permissions categories are available.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"Guideadministrateur-Miseenpage\">Layout<\/h2>\n\n\n\n<p>In order to layout the answer files, you can use a template in DOCX format.<\/p>\n\n\n\n<p>To download the generated template, click on &#8220;<strong>Click here to edit template<\/strong>&#8220;.  <\/p>\n\n\n\n<blockquote class=\"wp-block-quote is-layout-flow wp-block-quote-is-layout-flow\">\n<p>The generated template contains only the fields that have been saved. Validate your form before uploading and working on your template.<\/p>\n<\/blockquote>\n\n\n\n<p>In the DOCX file (usable with Word, version higher than 2007), you can change the layout and move the keywords.<\/p>\n\n\n\n<p>By default, keywords are already inserted into the DOCX file, [value_system_date], [footer] and [page].<\/p>\n\n\n\n<p>Once you&#8217;re done with the changes, save your DOCX file. Icon<\/p>\n\n\n\n<blockquote class=\"wp-block-quote is-layout-flow wp-block-quote-is-layout-flow\">\n<p>To make it easier to replace keywords in the template with user-entered values, you can change the keywords and remove the [ ].<\/p>\n\n\n\n<p>This is because Word can interpret the [ ] as separate words and replacing keywords with values doesn&#8217;t work.<\/p>\n\n\n\n<p>For example: you have a field called Company Name in the form, you can put as a keyword rai_soc rather than [rai_soc].<\/p>\n<\/blockquote>\n\n\n\n<p>Next, you need to associate the template with the form, click on &#8220;<strong>Browse<\/strong>&#8221; and choose your modified template.<\/p>\n\n\n\n<p>As soon as a user completes the form, the response file will use the custom template to make the layout of the answers.  <\/p>\n\n\n\n<blockquote class=\"wp-block-quote is-layout-flow wp-block-quote-is-layout-flow\">\n<p>Please note that if you add or remove fields from your form, you will need to update your custom DOCX file used for the response layout.<\/p>\n<\/blockquote>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"Guideadministrateur-Permissions\">Permissions<\/h2>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"Guideadministrateur-Utilisateurshabilit\u00e9s\u00e0modifierleformulaire\">Users who can edit the form<\/h3>\n\n\n\n<p>Allows you to define the groups of users or users who can administer, i.e. modify this form.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"Guideadministrateur-Utilisateurshabilit\u00e9s\u00e0compl\u00e9terleformulaire\">Users authorized to complete the form<\/h3>\n\n\n\n<p>Allows you to define the groups of users or users who can complete this form.<\/p>\n\n\n\n<p>Save the changes by clicking on &#8220;<strong>Submit<\/strong>&#8220;.<\/p>\n\n\n\n<h1 class=\"wp-block-heading\" id=\"Guideadministrateur-Listedes\u00e9l\u00e9ments\">List of Items<\/h1>\n\n\n\n<p>Here is the list of items that are currently available:<\/p>\n\n\n\n<figure class=\"wp-block-table\"><table><tbody><tr><th>Name<\/th><th>Description<\/th><th>Obligatory<\/th><th>Multiple Responses<\/th><\/tr><tr><td>Title<\/td><td>To enter a title in the form.<br>This is a field used by the administrator to structure the form; the user will not be able to complete it.<\/td><td>\/<\/td><td>\/<\/td><\/tr><tr><td>Description<\/td><td>Pour \u00e9crire une description du formulaire ou pour faire des sections dans le formulaire.<br>C&#8217;est un champ utilis\u00e9 par l&#8217;administrateur pour structurer le formulaire, l&#8217;utilisateur ne pourra pas le remplir.<\/td><td>\/<\/td><td>\/<\/td><\/tr><tr><td>Section<\/td><td>Allows you to create sections when the user completes the form. This is a field used by the administrator to structure the form, the user will not be able to fill it out.<br>When the form is created, items below a section are automatically included in the section. The section is presented by its title in a banner that occupies the entire width of the screen.<br>By clicking on the banner, the elements included in the section are hidden.<br>By clicking again on the section, the elements are displayed.<\/td><td>\/<\/td><td>\/<\/td><\/tr><tr><td>Short text<\/td><td>Enter text on a single line.<br>The Multiple Answers box is available to enter several values that will be displayed as &#8220;chips&#8221;. <img decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2022\/04\/252280860.png\"><\/td><td>Yes\/No<\/td><td>Yes\/No<\/td><\/tr><tr><td>Long text<\/td><td>Enter text on multiple lines.<br>The maximum number of characters is 2048.<\/td><td>Yes\/No<\/td><td>\/<\/td><\/tr><tr><td>Username<\/td><td>Automatically populate this element with the name of the logged-in user.<br>The &#8220;Allow value to be edited&#8221; checkbox allows the user to change the pre-filled value.<\/td><td>Yes\/No<\/td><td>\/<\/td><\/tr><tr><td>Email<\/td><td>Enter an email address.<\/td><td>Yes\/No<\/td><td>\/<\/td><\/tr><tr><td>Address<\/td><td>Enter an address on a single line.<br>To display the Google Maps map and benefit from auto-completion when entering,<br>You must first set up the <a>Google Maps API key<\/a>. If the map is displayed when entering the response, a screenshot of the map is saved in the response file.<br>If the card is hidden during the response, only the text value of the address will be retained.<\/td><td>Yes\/No<\/td><td>\/<\/td><\/tr><tr><td>Table<\/td><td>To define an array of other elements.<br>Each element corresponds to a table column. You can drag and drop the elements inside this table.<br>When the user completes the form, he can fill in several rows of the table. <\/td><td>Yes\/No<\/td><td>\/<\/td><\/tr><tr><td>Integer<\/td><td>Enter a whole number.<\/td><td>Yes\/No<\/td><td>\/<\/td><\/tr><tr><td>Auto Increment<\/td><td>This element will be pre-filled and not editable with an auto-incremented numeric value.<br>As soon as a new response to this form is made, the number will be automatically incremented.<br>You can customize the initial value of the auto-increment.<br>The label corresponds to the formatting of the auto-incremented number. The keyword [NAI] must be used to insert the auto-incremented value.<br>For example, if you want to display BL-001, then BL-002, you will need to enter in the Label field: BL-[NAI]<br>The number of digits is used to define the number of characters used to display the value of the auto-increment.<br>If you want to display 001, the number of digits to use is 3.  To display 0001, the number of digits will be 4.<\/td><td>\/<\/td><td>\/<\/td><\/tr><tr><td>Decimal<\/td><td>Enter a decimal number.<\/td><td>Yes\/No<\/td><td>\/<\/td><\/tr><tr><td>Date<\/td><td>Choose a date.<br>If the System Date checkbox is selected, the item will be pre-filled with the current date and not editable.<\/td><td>Yes\/No<\/td><td>\/<\/td><\/tr><tr><td>Hour<\/td><td>Choose the time.<br>If the System Date checkbox is selected, the item will be pre-populated with the current time and not editable.<\/td><td>Yes\/No<\/td><td>\/<\/td><\/tr><tr><td>Date &amp; Time<\/td><td>Choose the date and time.<br>If the System Date checkbox is selected, the item will be pre-populated with the current date and time and not editable.<\/td><td>Yes\/No<\/td><td>\/<\/td><\/tr><tr><td>Yes\/No<\/td><td>Display a switch to choose a value between Yes and No.<br>Yes and No labels are customizable.<\/td><td>Yes\/No<\/td><td>\/<\/td><\/tr><tr><td>Cursor<\/td><td>Choose a value from those proposed on a horizontal axis.<br>For numeric values you can choose the minimum, maximum and increment value. The &#8220;Use a list&#8221; checkbox allows you to choose values from an existing Open BeeTM Portal list or create a new one.<br>In this case, the minimum value is the first value in the list and the maximum value is the last value in the list.<br>The increment value is forced to 1. <\/td><td>Yes\/No<\/td><td>\/<\/td><\/tr><tr><td>List<\/td><td>Choose one or more values from a list.<br>You can use the existing lists of Open BeeTM Portal or create a new one.<br>The &#8220;Multiple answers&#8221; box allows the user to choose several values.<\/td><td>Yes\/No<\/td><td>Yes\/No<\/td><\/tr><tr><td>Multiple Choice<\/td><td>Choose one or more values from a text list, image list, or text and image list.<br>To change the order of the values, you must first have saved the form.<br>The &#8220;Multiple answers&#8221; box allows the user to choose several values. Please note that lists of images and text and images are not manageable in Administration.<\/td><td>Yes\/No<\/td><td>Yes\/No<\/td><\/tr><tr><td>Annotation<\/td><td>Annotate an existing image imposed by the administrator.<br>Or let the user annotate an image of his choice.<br>Annotation allows you to create lines, arrows, squares, rectangles and circles and also to enter text.<\/td><td>Yes\/No<\/td><td>\/<\/td><\/tr><tr><td>Photo<\/td><td>Send an image.<\/td><td>Yes\/No<\/td><td>\/<\/td><\/tr><tr><td>File<\/td><td>Send a file.<\/td><td>Yes\/No<\/td><td>\/<\/td><\/tr><tr><td>Signature<\/td><td>Draw a cursive signature or send an image.<\/td><td>Yes\/No<\/td><td>\/<\/td><\/tr><\/tbody><\/table><\/figure>\n\n\n\n<h1 class=\"wp-block-heading\" id=\"Guideadministrateur-Calculd'un\u00e9l\u00e9ment\">Calculating an Item<\/h1>\n\n\n\n<p>Item calculation is available for the following items:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Integer<\/li>\n\n\n\n<li>Decimal<\/li>\n\n\n\n<li>Date<\/li>\n\n\n\n<li>Hour<\/li>\n<\/ul>\n\n\n\n<p>To add a calculation on an element, the element must be present in the form and it must have been saved.<\/p>\n\n\n\n<p>Then, by clicking on the <strong>Calculate this element<\/strong> button, you can configure the calculation.<\/p>\n\n\n\n<figure class=\"wp-block-image size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"694\" height=\"150\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/04\/284819459-translated.png\" alt=\"\" class=\"wp-image-29476\" srcset=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/04\/284819459-translated.png 694w, https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/04\/284819459-translated-300x65.png 300w\" sizes=\"auto, (max-width: 694px) 100vw, 694px\" \/><\/figure>\n\n\n\n<p>A window will open prompting you to select a metadata or operation.<\/p>\n\n\n\n<figure class=\"wp-block-image size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"877\" height=\"317\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/04\/284819457-translated.png\" alt=\"\" class=\"wp-image-29479\" srcset=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/04\/284819457-translated.png 877w, https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/04\/284819457-translated-300x108.png 300w, https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/04\/284819457-translated-768x278.png 768w\" sizes=\"auto, (max-width: 877px) 100vw, 877px\" \/><\/figure>\n\n\n\n<p>The objective is to build the calculation rule by selecting a metadata, then an operation and clicking on Add to add this selection to the calculation rule.<br>So the operation is built up as it goes along.<\/p>\n\n\n\n<figure class=\"wp-block-image size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"878\" height=\"318\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/04\/284819458-translated.png\" alt=\"\" class=\"wp-image-29482\" srcset=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/04\/284819458-translated.png 878w, https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/04\/284819458-translated-300x109.png 300w, https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/04\/284819458-translated-768x278.png 768w\" sizes=\"auto, (max-width: 878px) 100vw, 878px\" \/><\/figure>\n\n\n\n<p>To correct the result of the operation, you can use the <strong>Backspace<\/strong> button, so the last part will be deleted every time.<\/p>\n\n\n\n<p>When you have finished building your expression, you need to save by clicking on <strong>Validate<\/strong>.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"Guideadministrateur-Listedesop\u00e9rations\">List of operations<\/h3>\n\n\n\n<p>The list of operations can be separated into several categories:<\/p>\n\n\n\n<p>Classical arithmetic operations:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Addition<\/li>\n\n\n\n<li>Subtraction<\/li>\n\n\n\n<li>Multiplication<\/li>\n\n\n\n<li>Division<\/li>\n<\/ul>\n\n\n\n<p>Functions:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Average<\/li>\n\n\n\n<li>Percentage<\/li>\n\n\n\n<li>Add a percentage<\/li>\n\n\n\n<li>Subtract a percentage<\/li>\n<\/ul>\n\n\n\n<p>Array-specific functions:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Minimum of one column in the table<\/li>\n\n\n\n<li>Maximum of one column in the table<\/li>\n\n\n\n<li>Sum of a column in the table<\/li>\n\n\n\n<li>Average of a column in the table<\/li>\n\n\n\n<li>Number of rows<\/li>\n<\/ul>\n\n\n\n<p>Date-related functions:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Date Range<\/li>\n\n\n\n<li>Add to Time<\/li>\n<\/ul>\n\n\n\n<p>Functions related to hours:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Hour Interval<\/li>\n\n\n\n<li>Add to Time<\/li>\n<\/ul>\n\n\n\n<p>Operators to manage priorities in the result:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Opening bracket<\/li>\n\n\n\n<li>Closing bracket<\/li>\n<\/ul>\n\n\n\n<h1 class=\"wp-block-heading\" id=\"Guideadministrateur-Requ\u00eateSQL\">SQL Query<\/h1>\n\n\n\n<blockquote class=\"wp-block-quote is-layout-flow wp-block-quote-is-layout-flow\">\n<p>As of version 6.11.0 of Open Bee\u2122 eForm, this function has been moved to Open Bee\u2122 Portal.<\/p>\n<\/blockquote>\n\n\n\n<p>Please refer to the <a href=\"https:\/\/help.openbee.com\/en\/open-bee-portal\/administrators-guide\/sql-connectivity-module\/\">documentation for the SQL connectivity module <\/a>of Open Bee\u2122 Portal.<\/p>\n\n\n\n<h1 class=\"wp-block-heading\" id=\"Guideadministrateur-Importerunformulaire\">Import a form<\/h1>\n\n\n\n<p>To import a form, click on &#8220;<strong>Import<\/strong>&#8220;.<\/p>\n\n\n\n<p>Choose the . JSON that corresponds to the form you want to import.<\/p>\n\n\n\n<p>A dialog box prompts you to enter the name of the form. Icon<\/p>\n\n\n\n<blockquote class=\"wp-block-quote is-layout-flow wp-block-quote-is-layout-flow\">\n<p>  You cannot have 2 forms with the same name.<\/p>\n<\/blockquote>\n\n\n\n<p>Click on &#8220;<strong>Validate<\/strong>&#8221; to confirm the name and import of the form.<\/p>\n\n\n\n<p>The interface for editing the form is displayed.<\/p>\n\n\n\n<h1 class=\"wp-block-heading\" id=\"Guideadministrateur-Exporterunformulaire\">Export a form<\/h1>\n\n\n\n<p>To export a form, click on &#8220;<strong>Actions<\/strong>&#8221; and then &#8220;<strong>Export<\/strong>&#8220;.<\/p>\n\n\n\n<p>The form is then exported in . JSON.<\/p>\n\n\n\n<p>The values of the lists are also exported, as well as the images of the Multiple Choice element.<\/p>\n\n\n\n<h1 class=\"wp-block-heading\" id=\"Guideadministrateur-Cl\u00e9d'APIGoogleMaps\">Google Maps API Key<\/h1>\n\n\n\n<p>In order to use the map in the Address element, you need to set up a Google Maps API key.<\/p>\n\n\n\n<p>Click on &#8220;<strong>Setup&#8221;,<\/strong> enter the key provided by Google, and then click on Validate.<\/p>\n\n\n\n<p>The creation of this API key is free, you must first have created a Google account.<\/p>\n\n\n\n<p>Please check with Google for usage limits on the API key. Icon<\/p>\n\n\n\n<p>Here are the 4 APIs that need to be enabled for the Address element to be functional:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Google Places API Web Service<\/li>\n\n\n\n<li>Google Maps JavaScript API<\/li>\n\n\n\n<li>Google Maps Geolocation API<\/li>\n\n\n\n<li>Google Static Maps API<\/li>\n<\/ul>\n\n\n\n<h1 class=\"wp-block-heading\" id=\"publicform-intro\">Public Forms<\/h1>\n\n\n\n<p>The <strong>Public Forms<\/strong> feature allows you to create forms that can be accessed via a link and completed without the need for an Open Bee\u2122 Portal user account.<\/p>\n\n\n\n<p>This feature is included in the Open Bee\u2122 eForm module starting with version 6.14.4 of Open Bee\u2122 Portal.<\/p>\n\n\n\n<p>This gateway to your Open Bee\u2122 Portal EDM system, coupled with the workflow system, offers you many use cases:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>After-sales service<\/li>\n\n\n\n<li>Customer Support<\/li>\n\n\n\n<li>Quotations &amp; orders<\/li>\n\n\n\n<li>Anonymous Survey<\/li>\n\n\n\n<li>Satisfaction survey<\/li>\n\n\n\n<li>etc.<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"publicform-list\">Consult the list of public forms<\/h2>\n\n\n\n<p>To access the list of public forms, click on the &#8220;Public Forms&#8221; tab of the Open Bee\u2122 eForm module.<\/p>\n\n\n\n<figure class=\"wp-block-image size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"971\" height=\"401\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/04\/image-6-translated.png\" alt=\"\" class=\"wp-image-29485\" srcset=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/04\/image-6-translated.png 971w, https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/04\/image-6-translated-300x124.png 300w, https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/04\/image-6-translated-768x317.png 768w\" sizes=\"auto, (max-width: 971px) 100vw, 971px\" \/><\/figure>\n\n\n\n<p>This tab allows you to:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Configure the public form feature (1)<\/li>\n\n\n\n<li>create a new public form (2)<\/li>\n\n\n\n<li>view the list of public forms created and their status (active or inactive) (3)<\/li>\n\n\n\n<li>Edit or delete an existing public form<\/li>\n<\/ul>\n\n\n\n<figure class=\"wp-block-image size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"436\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/04\/image-4-1024x436-translated.png\" alt=\"\" class=\"wp-image-29488\" srcset=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/04\/image-4-1024x436-translated.png 1024w, https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/04\/image-4-1024x436-translated-300x128.png 300w, https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/04\/image-4-1024x436-translated-768x327.png 768w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<p>Each row in the table represents a public form. It contains the following information and actions:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Public Form Name<\/li>\n\n\n\n<li>Status: <em>Enabled <\/em>or <em>Disabled<\/em><\/li>\n\n\n\n<li>Access link to the public form: this url, next to the url of the Open Bee\u2122 Portal EDM, allows access to the completion of the form.<\/li>\n\n\n\n<li>A button to copy the access link:  <img loading=\"lazy\" decoding=\"async\" width=\"150\" height=\"81\" class=\"wp-image-15784\" style=\"width: 150px;\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2023\/09\/publicform_copy.png\" alt=\"\"><\/li>\n\n\n\n<li>A button to see the actions on the form:  <img loading=\"lazy\" decoding=\"async\" width=\"150\" height=\"124\" class=\"wp-image-15783\" style=\"width: 150px;\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2023\/09\/publicform_actions.png\" alt=\"\"><\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"publicform-config\">Configure the Public Forms feature<\/h2>\n\n\n\n<p>To configure the feature, click the button <img loading=\"lazy\" decoding=\"async\" width=\"25\" height=\"24\" class=\"wp-image-15776\" style=\"width: 25px;\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2023\/09\/image-5.png\" alt=\"\">.<\/p>\n\n\n\n<p>The <strong>Public Forms<\/strong> feature is based on the Open Bee\u2122 eForm module. In fact, each completed form generates a document in the Open Bee\u2122 Portal EDM: a user is required to generate this document.  <\/p>\n\n\n\n<p>The configuration of the feature allows you to choose this user.<\/p>\n\n\n\n<figure class=\"wp-block-image size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"669\" height=\"279\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/04\/image-7-translated.png\" alt=\"\" class=\"wp-image-29492\" srcset=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/04\/image-7-translated.png 669w, https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/04\/image-7-translated-300x125.png 300w\" sizes=\"auto, (max-width: 669px) 100vw, 669px\" \/><\/figure>\n\n\n\n<p><img loading=\"lazy\" decoding=\"async\" width=\"16\" height=\"16\" class=\"wp-image-8828\" style=\"width: 16px;\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2022\/04\/information-3.png\" alt=\"\">  We recommend that you choose a system user (administrator).<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"publicform-create\">Create a public form<\/h2>\n\n\n\n<p>To create a new public form, click the button <img loading=\"lazy\" decoding=\"async\" width=\"150\" height=\"29\" class=\"wp-image-15785\" style=\"width: 150px;\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2023\/09\/publicform_create.png\" alt=\"\">.<\/p>\n\n\n\n<p>The creation of the public form is done in two steps:<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Creating the &#8220;Public Form&#8221; object<\/li>\n\n\n\n<li>Configuring the &#8220;Form&#8221; object associated with the public form<\/li>\n<\/ol>\n\n\n\n<p><strong>Step 1.1<\/strong> &#8211; Entering General Information:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>The name of the public form as it appears in the list of public forms<\/li>\n\n\n\n<li>The link to access the completion of the public form<\/li>\n\n\n\n<li>The title and home description of the public form: this information is displayed when the public form is completed<\/li>\n<\/ul>\n\n\n\n<figure class=\"wp-block-image size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"646\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/04\/image-8-1024x646-translated.png\" alt=\"\" class=\"wp-image-29495\" srcset=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/04\/image-8-1024x646-translated.png 1024w, https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/04\/image-8-1024x646-translated-300x189.png 300w, https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/04\/image-8-1024x646-translated-768x485.png 768w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<p><strong>Step 1.2<\/strong> &#8211; Configure the confirmation message:<\/p>\n\n\n\n<p>The confirmation message is a message that appears in a popup when a user submits the form.<\/p>\n\n\n\n<p>The confirmation message is static when the public form is created:<\/p>\n\n\n\n<figure class=\"wp-block-image size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"646\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/04\/image-9-1024x646-translated.png\" alt=\"\" class=\"wp-image-29499\" srcset=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/04\/image-9-1024x646-translated.png 1024w, https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/04\/image-9-1024x646-translated-300x189.png 300w, https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/04\/image-9-1024x646-translated-768x485.png 768w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<p>However, once the associated form is set up correctly, this confirmation message can be dynamic using the insertion of the values of the form fields entered by the user during completion:  <\/p>\n\n\n\n<figure class=\"wp-block-image size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"642\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/04\/image-10-1024x642-translated.png\" alt=\"\" class=\"wp-image-29502\" srcset=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/04\/image-10-1024x642-translated.png 1024w, https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/04\/image-10-1024x642-translated-300x188.png 300w, https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/04\/image-10-1024x642-translated-768x482.png 768w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<p>Each field in the form generates an associated variable (e.g. above: <strong>%nom_complet%<\/strong>), which you can use to customize the confirmation message. A button to the right of each variable allows you to copy the variable to the clipboard.<\/p>\n\n\n\n<p>You also have the option to send a copy of this message automatically by email. The email will be sent to the value of the chosen field (which must be of type &#8220;email&#8221;).<\/p>\n\n\n\n<figure class=\"wp-block-image size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"435\" height=\"123\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/04\/image-11-translated.png\" alt=\"\" class=\"wp-image-29505\" srcset=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/04\/image-11-translated.png 435w, https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/04\/image-11-translated-300x85.png 300w\" sizes=\"auto, (max-width: 435px) 100vw, 435px\" \/><\/figure>\n\n\n\n<p><strong>Step 1.3<\/strong> &#8211; Confirm the creation of the public form:<\/p>\n\n\n\n<p>Once step 1.2 has been validated, three actions take place:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>The public form is created with the information entered<\/li>\n\n\n\n<li>A blank form is created and associated with the public form<\/li>\n\n\n\n<li>The creation wizard displays a confirmation message with a button to access the associated form configuration<\/li>\n<\/ul>\n\n\n\n<figure class=\"wp-block-image size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"603\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/04\/image-12-1024x603-translated.png\" alt=\"\" class=\"wp-image-29508\" srcset=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/04\/image-12-1024x603-translated.png 1024w, https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/04\/image-12-1024x603-translated-300x177.png 300w, https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/04\/image-12-1024x603-translated-768x452.png 768w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<p><strong>Step 2<\/strong> &#8211; Configure the form associated with the public form:<\/p>\n\n\n\n<p>The configuration of the form associated with the public form is detailed in <a href=\"#Guideadministrateur-Cr%C3%A9erunformulaire\">the Create Form section.<\/a><\/p>\n\n\n\n<figure class=\"wp-block-image size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"472\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/04\/image-14-1024x472-translated.png\" alt=\"\" class=\"wp-image-29511\" srcset=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/04\/image-14-1024x472-translated.png 1024w, https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/04\/image-14-1024x472-translated-300x138.png 300w, https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/04\/image-14-1024x472-translated-768x354.png 768w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<p>There are a few specificities to the public form to take into account:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Calculated fields are not available<\/li>\n\n\n\n<li>SQL fields are not available<\/li>\n\n\n\n<li>The &#8220;Users &amp; Groups&#8221; field can only work in &#8220;Restrict (choice) to (specified) users&#8221; mode<\/li>\n\n\n\n<li>A &#8220;Public Form Summary&#8221; section is displayed to the right of the configurator. It allows you to launch the public form editing wizard and copy the link to the public form.<\/li>\n<\/ul>\n\n\n\n<figure class=\"wp-block-image size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"451\" height=\"122\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/04\/image-15-translated.png\" alt=\"\" class=\"wp-image-29514\" srcset=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/04\/image-15-translated.png 451w, https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/04\/image-15-translated-300x81.png 300w\" sizes=\"auto, (max-width: 451px) 100vw, 451px\" \/><\/figure>\n\n\n\n<blockquote class=\"wp-block-quote is-layout-flow wp-block-quote-is-layout-flow\">\n<p>The creation and configuration of the public form is now complete and the public form is activated: anyone with the access link can now complete the form.<\/p>\n<\/blockquote>\n\n\n\n<h1 class=\"wp-block-heading\" id=\"registration-intro\">Registration Procedures<\/h1>\n\n\n\n<p>The <strong>Registration Procedures<\/strong> feature allows you to create specific public forms, intended for automated or manual user creation in your Open Bee\u2122 Portal DMS.<\/p>\n\n\n\n<p>Upon completion of the registration procedure, the data subject will be created a user account on the platform, either immediately or after manual verification by an authorized user of the Open Bee\u2122 Portal DMS.<\/p>\n\n\n\n<p>This feature is included in the Open Bee\u2122 eForm module starting with version 6.14.4 of Open Bee\u2122 Portal.<\/p>\n\n\n\n<p><img loading=\"lazy\" decoding=\"async\" width=\"16\" height=\"16\" class=\"wp-image-8653\" style=\"width: 16px;\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2022\/04\/warning-1.png\" alt=\"\">  Because this feature is similar to the public forms feature, only the differences will be discussed below. See <a href=\"#publicform-intro\">Public Forms<\/a> for more details.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"registration-list\">Consult the list of registration procedures<\/h2>\n\n\n\n<p>To access the list of registration procedures, click on the &#8220;Registration Procedures&#8221; tab of the Open Bee\u2122 eForm module.<\/p>\n\n\n\n<figure class=\"wp-block-image size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"933\" height=\"368\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/04\/image-16-translated.png\" alt=\"\" class=\"wp-image-29517\" srcset=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/04\/image-16-translated.png 933w, https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/04\/image-16-translated-300x118.png 300w, https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/04\/image-16-translated-768x303.png 768w\" sizes=\"auto, (max-width: 933px) 100vw, 933px\" \/><\/figure>\n\n\n\n<figure class=\"wp-block-image size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"425\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/04\/image-18-1024x425-translated.png\" alt=\"\" class=\"wp-image-29520\" srcset=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/04\/image-18-1024x425-translated.png 1024w, https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/04\/image-18-1024x425-translated-300x125.png 300w, https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/04\/image-18-1024x425-translated-768x319.png 768w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"registration-config\">Configure the Enrollment Procedures feature<\/h2>\n\n\n\n<p>To configure the feature, click the button <img loading=\"lazy\" decoding=\"async\" width=\"25\" height=\"24\" class=\"wp-image-15776\" style=\"width: 25px;\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2023\/09\/image-5.png\" alt=\"\">.<\/p>\n\n\n\n<figure class=\"wp-block-image size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"664\" height=\"521\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/04\/image-17-translated.png\" alt=\"\" class=\"wp-image-29523\" srcset=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/04\/image-17-translated.png 664w, https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/04\/image-17-translated-300x235.png 300w\" sizes=\"auto, (max-width: 664px) 100vw, 664px\" \/><\/figure>\n\n\n\n<p>In addition to the user that will be used to generate the enrollment form document, the setup screen allows you to enable overage notifications for users.<\/p>\n\n\n\n<p>Indeed, since the purpose of the feature is to create users, it is possible that the creation of a user will result in exceeding what is allowed by the current license.  <\/p>\n\n\n\n<p>Notifications are there to avoid this kind of situation, by allowing you to notify one or more users or groups when the number of users reaches a certain percentage of what the license allows.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"registration-create\">Create a registration procedure<\/h2>\n\n\n\n<p>To create a new registration procedure, click the button <img loading=\"lazy\" decoding=\"async\" width=\"150\" height=\"23\" class=\"wp-image-15824\" style=\"width: 150px;\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2023\/09\/registration_create.png\" alt=\"\" srcset=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2023\/09\/registration_create.png 314w, https:\/\/help.openbee.com\/wp-content\/uploads\/2023\/09\/registration_create-300x46.png 300w\" sizes=\"auto, (max-width: 150px) 100vw, 150px\" \/>.<\/p>\n\n\n\n<p>The creation of the registration procedure is done in two steps:<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li>The creation of the &#8220;Registration Procedure&#8221; object<\/li>\n\n\n\n<li>The configuration of the &#8220;Form&#8221; object associated with the registration procedure<\/li>\n<\/ol>\n\n\n\n<p><strong>Step 1.1<\/strong> &#8211; Entering General Information:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>The name of the registration procedure as it appears in the list of registration procedures<\/li>\n\n\n\n<li>The link to access the completion of the registration procedure<\/li>\n<\/ul>\n\n\n\n<figure class=\"wp-block-image size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"638\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/04\/image-19-1024x638-translated.png\" alt=\"\" class=\"wp-image-29526\" srcset=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/04\/image-19-1024x638-translated.png 1024w, https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/04\/image-19-1024x638-translated-300x187.png 300w, https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/04\/image-19-1024x638-translated-768x479.png 768w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<p><strong>Step 1.2<\/strong> &#8211; Configure the created users:<\/p>\n\n\n\n<p>This step allows you to define the characteristics of the users that will be created by the registration procedure in the Open Bee\u2122 Portal EDM:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>The role of the user created<\/li>\n\n\n\n<li>The group to which the created user will be associated<\/li>\n\n\n\n<li>The user&#8217;s splash screen created<\/li>\n<\/ul>\n\n\n\n<figure class=\"wp-block-image size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"639\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/04\/image-21-1024x639-translated.png\" alt=\"\" class=\"wp-image-29529\" srcset=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/04\/image-21-1024x639-translated.png 1024w, https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/04\/image-21-1024x639-translated-300x187.png 300w, https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/04\/image-21-1024x639-translated-768x479.png 768w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<p><strong>Step 1.3<\/strong> &#8211; Configure the validation mode of the registration procedure:<\/p>\n\n\n\n<p>There are two ways to validate the enrollment request for the enrollment process:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>In &#8220;<em>Automatic Validation<\/em>&#8221; mode, the user account is automatically created by the system at the end of the registration procedure by the person.<\/li>\n\n\n\n<li>In &#8220;<em>Manual Validation<\/em>&#8221; mode, a validation task will be created at the end of the person&#8217;s completion of the registration procedure. This task will be associated with the users and\/or groups chosen in this step.<\/li>\n<\/ul>\n\n\n\n<figure class=\"wp-block-image size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"640\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/04\/image-22-1024x640-translated.png\" alt=\"\" class=\"wp-image-29532\" srcset=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/04\/image-22-1024x640-translated.png 1024w, https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/04\/image-22-1024x640-translated-300x188.png 300w, https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/04\/image-22-1024x640-translated-768x480.png 768w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<p><strong>Step 1.4<\/strong> &#8211; Setting up the confirmation message<\/p>\n\n\n\n<p>See <a href=\"#publicform-intro\">Public Forms<\/a> for more details.<\/p>\n\n\n\n<p><strong>Step 1.5<\/strong> &#8211; Confirm the creation of the registration procedure<\/p>\n\n\n\n<p>See <a href=\"#publicform-intro\">Public Forms<\/a> for more details.<\/p>\n\n\n\n<p><strong>Step 2<\/strong> &#8211; Configure the form associated with the registration procedure:<\/p>\n\n\n\n<p>The configuration of the form associated with the registration process is detailed in the <a href=\"#Guideadministrateur-Cr%C3%A9erunformulaire\">Create Form section.<\/a><\/p>\n\n\n\n<figure class=\"wp-block-image size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"463\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/04\/image-24-1024x463-translated.png\" alt=\"\" class=\"wp-image-29535\" srcset=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/04\/image-24-1024x463-translated.png 1024w, https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/04\/image-24-1024x463-translated-300x136.png 300w, https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/04\/image-24-1024x463-translated-768x347.png 768w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/figure>\n\n\n\n<p>There are a few specificities to the registration process to take into account:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Calculated fields are not available<\/li>\n\n\n\n<li>SQL fields are not available<\/li>\n\n\n\n<li>The &#8220;Users &amp; Groups&#8221; field can only work in &#8220;Restrict (choice) to (specified) users&#8221; mode<\/li>\n\n\n\n<li>A &#8220;Short text&#8221; field and an &#8220;Email&#8221; field are present by default in the form and are not deleteable. They are used as information when the user is created.<\/li>\n\n\n\n<li>A &#8220;Procedure summary&#8221; section is displayed to the right of the configurator. It displays the information of the registration procedure and allows you to launch the wizard for editing the registration procedure.<\/li>\n<\/ul>\n\n\n\n<figure class=\"wp-block-image size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"453\" height=\"228\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/04\/image-25-translated.png\" alt=\"\" class=\"wp-image-29538\" srcset=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/04\/image-25-translated.png 453w, https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/04\/image-25-translated-300x151.png 300w\" sizes=\"auto, (max-width: 453px) 100vw, 453px\" \/><\/figure>\n\n\n\n<blockquote class=\"wp-block-quote is-layout-flow wp-block-quote-is-layout-flow\">\n<p>The creation and configuration of the registration procedure is now complete and the registration procedure is activated: anyone in possession of the access link can now complete the form.<\/p>\n<\/blockquote>\n","protected":false},"excerpt":{"rendered":"<p>Uses The Open BeeTM eForm module offers you the possibility to create forms.These forms allow users to interact with a document through questions. There are many use cases, for example: Integration with the Open Bee\u2122 Portal environment The Open Bee\u2122 eForm module is fully integrated into the Open Bee\u2122 Portal environment. When a form is [&hellip;]<\/p>\n","protected":false},"author":1,"featured_media":0,"parent":21378,"menu_order":1,"comment_status":"closed","ping_status":"closed","template":"templates\/ob-help-products.php","meta":{"footnotes":""},"class_list":["post-21391","page","type-page","status-publish","hentry"],"_links":{"self":[{"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/pages\/21391","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/users\/1"}],"replies":[{"embeddable":true,"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/comments?post=21391"}],"version-history":[{"count":9,"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/pages\/21391\/revisions"}],"predecessor-version":[{"id":29541,"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/pages\/21391\/revisions\/29541"}],"up":[{"embeddable":true,"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/pages\/21378"}],"wp:attachment":[{"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/media?parent=21391"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}