eXFORMA Administration

In this chapter we will discuss various topics relating to the administration of eXFORMA. This chapter is meant largely for system administrators as a reference for controlling settings, permissions, access and roles within the application. Although meant for administrators it can also be a very useful tool to form designers helping them to understand how eXFORMA manages users and access to various resources. It is quite frequent that form designers are given the rights to grant permissions to various users and groups to access different forms, workflows, documents and schedules within eXFORMA.

Access Accounts

It is important to note that there are (3) distinct areas within the eXFORMA application, the Administrative Area (Root Area), the End-User Area (Custom Area) and a Public Area. Each area has its own purpose and role. The Administrative/Root area is where users design and build forms, manage workflows, scheduling and all of the other properties and options of eXFORMA. Users require a completely separate special administrative user account in order to access this area. It is in this area that administrators can also manage groups, users, roles and permissions. The End-User/Custom area is where users ‘use’ the application. It provides an authenticated interface where users can view and complete forms and tasks. It is completely devoid of any administrative functions but provides a secure area for data collection, reporting and managing processes. The Public Area is similar to the End-User area in that it provides an interface for users to complete forms and view calendar schedules. However this is a completely open ‘unauthenticated’ access point. Forms are ‘Published/Unpublished’ to and from this view where anyone can fill them out regardless of whether or not they have a user account within the system. Mobile MobiTask supports both types of user accounts; administrative and end-user but does not allow for unauthenticated public access. As long as the user account has the appropriate permissions to access the categories and forms requested, MobiTask can be used by either type of account.

 Accessing and Logging into eXFORMA

eXFORMA can be accessed by using the appropriate account type by anyone with sufficient network privileges using only a web browser. Each of the area’s within eXFORMA have their own access point. Administrators can access the systems back-end through the eXFORMA Administrator login screen. The login screen is pictured below and presents two options; enter an administrative username and password or clicking on one of the navigation links to proceed to a different login interface (Public Area or Customer Area links pictured) or site.

eXFORMA Administrator Login

eXFORMA Administrator Login

Entering a valid administrator username and password on the administrator login screen will take you into eXFORMA. If you enter a valid End-user username and password your login attempt will be rejected.   If you only have an eXFORMA end-user account, then you cannot login to this section. You should select the End-user Area Link (“Custom Area” in the image above, but the name is a customizable property), which will direct you to the eXFORMA end-user login screen as shown on the next page.

End-User Login Screen

End-User Login Screen

This manual will discuss very little with the ‘End-User’ area except to provide context around administrative functions which directly relate to the end-user experience. Please refer to the eXFORMA end-user guide for more specific information on the how to use the eXFORMA end-user area. Main Screen Upon logging in, you will be presented with the eXFORMA administrative console which is divided into a series of tabs. The tab displayed to the user when they log in is the default tab set for the user’s group. In most cases this will be the e-Forms tab, for the case of the ‘root’ administrator the view will be the Admin tab. The active view is highlighted with a bold text and in the case below in figure 3-3 the user is viewing ‘Groups’ under the ‘Admin’ tab. The Admin tab has five sub-sections, listed right underneath the tabs. These include: Groups, Users, Roles, System and Map.

The Admin Tab

The Admin Tab


The groups sub-section allows you to create, edit, and manage user groups. Take note that the Administrators group is always present in eXFORMA and cannot be edited or deleted. This screen is broken into seven columns; Group Name, Description, Edit, Permissions, Delete, Mobile and Date. Clicking the name of a group under Group Name on this list will take you to the User Administration screen, and displays the users who are members of the selected group. The description is in an optional field and may sometimes be empty, but is used by administrators to provide additional information about the group. Edit provides the ability to modify the basic group structure as when it was created. The Permissions link allows administrators to assign permissions to the group as a whole. To delete a group, simply select the Delete link corresponding to the group from the ‘Delete’ column, which will take you to a ‘Delete Group’ confirmation page. The Settings link opens an interface to allow administrators to set the MobiTask settings for the group. There is also a ‘Date’ column which holds the creation date of the group. To create a new group, simply type in the group name and description and click the ‘Create new group button.  ch3_p4

Group Edit

To edit a group’s information, simply click the Edit button under the Edit Column. This is also the same screen that appears the first time a group is created. It allows the administrator to set the properties for the group. From this ‘Edit Group’ screen, you can change a group’s name, description, default tab, or custom area. The group’s name and description is simply the information you see under the ‘Group Administration’ list. ch3_p5 The group’s default tab allows you to define what a user from this specified group will see when they first login. Available options include: –          e-Forms – for the e-forms tab –          e-Workflow – for the e-workflow tab –          Profile – for the user’s profile page –          Admin – for the admin tab –          Publishing – for internal publishing –          Navigation – for the navigation tab –          e-Docs – for the e-docs tab –          Custom – for the end-user area –          e-Schedule – for the e-schedule tab The most common tabs are e-Forms and Custom.  Selecting the other default tabs will simply allow users to login to the Administrator section and be taken directly to the corresponding tab (the exception being Publishing which takes the user to the eXFORMA Internal Publishing Area, which is an internal version of the End-User area). The group’s Custom Area is only important if your organization is running more than one end-user area (also called Custom area). If you are running more than one, then you can specify which one the group will log into.

Group Permissions

The eXFORMA permissions system works the same way for both groups and users. Setting permissions for a group will give all users of that group the same permissions unless you specifically change a user’s permissions to do something else (user’s permissions overwrite group’s permissions if there is a conflict). The Edit Group Permissions screen displays a navigational view on the left side to allow you to select which category to give permissions for and the permission settings on the right. The categories can be form categories (internal or public), document categories, schedule categories, workflows, or datasources. Once a category is selected, the right side of the screen will allow you to select what specific permissions the category already has and allow you to give/restrict access to the group/user for that chosen category. ch3_p6 The permission signs are as follows: By selecting allow or deny you are simply giving or removing permissions for that category function. Leaving a permission as not defined is only useful when setting user permissions, since it tells eXFORMA to take that user’s group permission and set it as the user’s permission. Doing this eases the creation of new users since the default permission set is not defined, and all new users will get their group’s permissions by default.  So for administrative ease it is best to set permissions at the group level first using a set of common permissions that all of the users in the group will share. The table below identifies the sections and permissions you can set for both groups and users:



  • Form/Category
Active only for form category permissions
  • Admin
move, copy, or delete the category or forms within it
  • View
view the category and associated forms
  • Modify
edit the category and forms within it
  • Create
create sub-categories or new forms/templates in the category
  • Execute
initiate workflow from a form associated with category
  • Publish
Publish/un-publish forms to and from this category to public area
  • Submission/Document/Schedule
Active only for form category permissions
  • View
view users own form submissions in the category
  • ViewAll
view all form submissions in category
  • ViewGroup
view only the form submissions created by users in the same group in the category
  • Create
submit a form/create a submission
  • Execute
initiate workflow associated with forms submission in this category
  • Modify
editing of submissions in category
  • Report
Active only for form category permissions
  • View
view own reports in category
  • ViewAll
 view all reports in category
  • Create
create reports in category
  • Execute
run reports in category
  • Modify
edit reports in category
  • Workflow
Active only for workflow category permissions
  • View
view workflow
  • Modify
modify workflow
  • Execute
initiate workflow
  • Activate
make workflow active/inactive
  • Datasources
Active only for datasource category permissions
  • Admin
add/remove and connect/disconnect a datasource
  • Select
run select statements for selected datasource
  • Insert
run insert statements for selected datasource
  • Update
run update statements for selected datasource
  • Delete
run delete statements for selected datasource


The ‘Users’ sub-section allows you to create, edit, and manage users in eXFORMA. This sub-section has very similar functionality and a very similar look to the Groups sub-section. Take note that the user root is always present in eXFORMA and cannot be edited or deleted. To create a new user, simply type in the user name and click the ‘Create new user button. Doing this should take you to the user creation screen, which is explained in the next section of this help manual. The user list displays the users’ User Name, Group, E-mail address, Status, Mobile Settings, and Last Login. ch3_p7 Clicking the name of a user on this list will take you to the Registration Information Update screen, and allows you to edit the users credentials and profile information for the user. To delete a user, simply select the Delete link corresponding to the user from the ‘Delete’ column, which will take you to a ‘Delete User’ confirmation page. You can modify a user’s permissions much like those of a group, simply click edit under the ‘Permissions column for the respective user. For an explanation of specific user permissions, please see the ‘Group Permissions’ section of this help manual. The permissions section of eXFORMA is the same for both users and groups.

User Creation

Creating a user in eXFORMA is very easy. Simply fill out the User Name, E-mail address, and Password fields, select a Group, Role, and Custom Area for the user, and check the User Active checkbox if the user is currently active or inactive in the system. Making auser inactive disables the user from any future logins while retaining all user information. You may also fill out the user’s profile information if you wish to do so. A user’s Group and Role are important in order to ensure that the user has access and permissions to the right parts of eXFORMA, so make sure the user you create has the proper group and role assigned to him/her. For more information of Groups and Roles, please see the appropriate section of this help manual. ch3_p8

User Edit

To edit a user’s information, simply click the user you wish to edit under the User Name column in the User Administration screen. From this ‘Registration Information Update’ screen, you can change a user’s password, group, role, status, or custom area. You may also update the user’s profile information in the profile section. The profile screen is fundamentally the same as the user creation page, the only difference being that you cannot modify the users username once it has been created.


The ‘Roles’ sub-section allows you to create, edit, and manage roles in eXFORMA. This sub-section is similar to the Groups and Users sub-section. Take note that the role Administrator is always present in eXFORMA and cannot be edited or deleted. To create a new role, simply type in the new role name and description and click the ‘Create new role button. The new role you created should appear in the role list. The role table list displays the Role Name, Description, and Creation Date. It also allows you to Delete the role or edit the permissions for that role. ch3_p9 Clicking the role on this list will take you to the Edit Role screen, and allow you to edit the role name and description. The access rights for a role can be changed by clicking Edit under the ‘Permissions column. To delete a role, simply select the Delete link corresponding to the role under the ‘Delete’ column, which will take you to a ‘Delete Role’ confirmation page.

Role Permissions

Each role property grants or restricts permissions access to an eXFORMA section/sub-section. Roles affect both administrative users and end-users, albeit slightly differently for each. For administrators the roles are quite simple, each tab and sub-section is provided as a roles access point and can be enabled or disabled from the role as needed. Users who act as form designers may need access to templates and sub-templates. They are provided access by enabling templates and sub-templates in their role. For End-Users however, roles are not as intuitive. Administrators need to understand which functions the end-user will be performing and then translate those functions to the administrative sections they represent and then provide role access to those sections. An end-user which will be completing tasks in a workflow process will likely need ‘categories’ and ‘e-forms’ enabled, as well ‘initiate’, ‘process definition’ and ‘current activity’. End-users will also require some ‘custom workspace’ roles and likely ‘users’ under the admin role. ch4_p10

System Administration

From this sub-section, you can adjust eXFORMA’s system settings. The settings are divided into 9 management sections as pictured below. ch3_p11

License Key Management

When you first install eXFORMA, you will be provided with a license key which will allow for a certain number of users, forms, submissions, documents, schedules, and workflows. The license will also usually contain an expiry date when it will have to be replaced. The usage status of your license is found in this License Information page, and will detail your license information and presently used information. You may also update or replace your license here by browsing to it on your system using the Browse button and uploading it.


View Online Users

You can view the administrative users who are currently logged in to eXFORMA from this page. The user information listed includes their Host (IP address), Session ID, Username, Session Start date, and Last Request date. Note this interface does not include those users logged in publically or through the end-user area or on MobiTask. It contains only the list of users with active administrative sessions. ch3_p13

System Monitoring

You can view the database and driver information associated with eXFORMA from this page. ch3_p14 eXFORMA also provides the ability to cache user credentials to improve the performance of authentication and authorization for instances where there are thousands of users or high usage.  If the user management cache is enabled in the System Preferences, then the cache can be refreshed here.

Database Lookup Settings

From this page you can add, delete, edit, and connect/disconnect data sources. Connecting to a database from here is necessary before you start reading from it or writing to it using eXFORMA. ch3_p15 To connect to a new data source, simply provide a name for the data source in the textbox provided and click Add Data Source. This will take you to the Data Source Administration page, where you will have to input all the information in order to connect to the data source. Make sure you enter the proper information and that the Database Type pull-down on the right-hand side is correctly identifying the kind of database that you are adding. ch3_p16 The Data Source Administration screen is also where administrators can connect eXFORMA to LDAP or AD.

Custom Area Management

You can customize many facets of the end-user custom area from here including the custom area colour scheme, links, images, and certain functionality. There is an option here for ‘view tab preferences’ which allows administrators to generate and manage tabs for the end-user area.

Custom Area Management Settings

Custom Area Management Settings

Custom logo files can be uploaded here as well for display on the end-user login page and on the banner inside the end-user area. The system will accept jpg, gif, bmp and png files. File names must contain no spaces or special characters. The maximum recommended images sizes are as follows:

Login Screen: 300px high x 400px wide

 System Preferences

Administrators can adjust mail settings from within the ‘System Preferences’ screen. The first four fields are for configuring eXFORMA to use a specific SMTP server, port number, and account from which to send generic notifications. The admin email is where help requests will be sent to as well as all system notifications for ‘administrators’. The field for notification delay can be set to accommodate specific processes. By default, eXFORMA will send all notifications instantly upon submission. However, this may not work effectively if the system needs to generate a PDF file or something to attach to the notification. In these instances it may be appropriate to delay the sending of the email by a few seconds to give the application time to generate the attachments or write/retrieve information from another system. The delay value is entered in ms where 1000ms = 1 second. GroveWare recommends settings a delay of 1 minute for non-timing critical notifications.

From the System Preferences you can also set your pagination settings and maximum upload size for anything coming into eXFORMA.

For Digital Signatures or User Management Cache, simply select the enabled radio button to activate it.


Password Preferences

The password preferences are defined as follows:

Minimum and Maximum Length: Numeric values indicating the acceptable character limits for the length of the password. The fields accept only numeric values and the maximum value must be more than the minimum length.

Use Alpha Characters, Use Numeric Characters and Use Special Characters: Administrators have three options for each of these. The default choice is ‘Optional’ and it means the user can use any of these in their password at their own discretion, but they are not mandatory. Setting the value to required enforces that there must be at minimum 1 character in the password string that meets the criteria. Setting the property to not allowed would prevent the user from using those types of characters in their password.

Where the use of Alpha characters is Required, administrators can enforce that there is at minimum an upper and lower case character by selecting the ‘Enforce’ checkbox.


Barcode Settings

You can set barcode types and upload a file with alphanumerical IDs for barcode generation.


The barcode type must be chosen according to the format of the alphanumerical IDs in the uploaded file, otherwise they will not work properly.

The table below will aid you in selecting the correct settings.

Barcode type

PNG graphic

Message format

Interleaved 2 of 5 Valid characters are 0-9.
Code 39 Valid characters are 0-9, A-Z and the characters: – . $ / + % SPACE.
The character ‘*’ is only used as start and stop character and may not be used in the message.
The implementation currently doesn’t support the extended character set.
Code 128 Valid characters: The full 7 bit ASCII (US-ASCII) character set is supported.
Codabar Valid characters are 0-9, the characters: – $ : / . +
Start and stop characters are: a b c d e * n t
UPC-A Valid characters are 0-9
Message length must be 11 or 12 characters depending on the checksum mode.
UPC-E Valid characters are 0-9.
Message length must be 7 or 8 characters depending on the checksum mode.
The first character (number system) must be 0 or 1.
EAN-13 Valid characters are 0-9.
Message length must be 12 or 13 characters depending on the checksum mode.
EAN-8 Valid characters are 0-9.
Message length must be 7 or 8 characters depending on the checksum mode.
POSTNET Valid characters are 0-9.

Index Database

If you would like to index or re-index your database, simply click the Index Database button and wait for the indexing to complete. This process takes time, and nobody should submit or alter the database in anyway while the indexing is taking place. It is quite common to need to index the database after upgrades which may change or alter database tables and/or records.



e-Workflow Studio

If you wish to download the eXFORMA e-Workflow Studio to create your own processes and workflows, simply download the jgpd.jar file from the link provided on this page. Running the .jar file as a java application will open up the workflow studio. For more information on the studio, please see the Workflow section in this manual.


SQL Workshop

Built into the administrative section of eXFORMA is a general SQL editor.


Log Viewer

To view system logs online.




This is the map feature. And it does this. Here is the screenshot.



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