Map text to multiple forms

This solution is a web based application that allows registered users to create fields of text information that can be printed off onto the corresponding areas of various documents. The text information is entered into a Master Form. The User selects the documents they want to complete. The documents have already had the various parts of it mapped to various fields. These are referred to below as Templates. The system maps the text to the fields for each Template. The user can then place blank copies of the documents into a printer and then print the various text fields onto the relevant parts of each document. The aim is to save the user time from entering the same information across various documents. ## Deliverables Overview: This solution is a web based application that allows registered users to create fields of text information that can be printed off onto the corresponding areas of various documents. The text information is entered into a Master Form. The User selects the documents they want to complete. The documents have already had the various parts of it mapped to various fields. These are referred to below as Templates. The system maps the text to the fields for each Template. The user can then place blank copies of the documents into a printer and then print the various text fields onto the relevant parts of each document. The aim is to save the user time from entering the same information across various documents. 1. Web based application 2. User interface 3. Administrator interface All of the features below relate to users, unless ‘Administrator’ is specifically mentioned 1. Scan paper forms 2. Presented with an image of the form 3. Can mark out fields on the image 4. The fields can be labelled 5. Labels can be selected from a list that is determined by administrator I. Administrator needs to be able to add manage a list of labels ??" add, remove 6. Such a image with marked out fields is called a template 7. Templates can be saved. Saving templates requires three levels of identification: I. Organisation i. Organisation List managed by Administrator II. Department i. Department list managed by Administrator III. Template name 8. Any saved Template will be available for other users to access I. Before it is made available, it must be approved by the Administrator 9. Users can enter information into a Master Form I. This Master Form is customisable for each user i. Customisation involves selecting the fields they want in the template, from the list of labels as discussed above ii. Each field has an area for free text II. Users can save their customised Master Form III. Users can have multiple Master Forms 10. Completing a Master Form: I. User opens a saved Master Form II. They enter free text as per the fields in the Master Form III. User then selects from the list of Templates i. Users can select from All Templates or Favourite Templates ii. Favourite Templates will be the default view 1. Users must be able to add templates to their Favourite Templates IV. The system will map the information in the Master Form to the fields in the Templates selected i. The user does not need to see a visual representation of this ii. The system should prompt the user if a template contains a field that is not represented in the Master Form 1. The user should be given the options to: a. “Ignore?? and the process continues and leaves such a field blank b. “Cancel?? and the user can go back and edit the Master Form by adding the required field c. check box for “don't remind me again?? i. This should be able to be controlled in a ‘Preferences’ section for the particular user V. The aim of the User is to print the information onto blank paper forms (as per point 1) VI. The User has the option of Previewing the completed fields against the Template VII. The system will tell the User what order to place the blank forms in the printer VIII. The user selects ‘print’ and the information as per the fields is printed onto each of the forms IX. The User can save the completed Master Form and the associated templates: i. This must be a Save as that requires a new file name ii. Administrator can turn this function on and off for each user 1. When off, Users cannot save completed Master Forms that have content in the free text fields 11. Users can associated fixed data for certain fields, regardless of the Master Form or Template I. This will require a user interface the user can control 12. Ideally I would like spell check functionality for the text entered into Master Forms 13. Overall the user interface must be very simple and user friendly 14. Users must create an account in order to user the website: Fields required: I. First Name II. Last Name III. Title IV. Organisation V. Department VI. Email VII. Phone VIII. User name IX. Password X. Confirm Password XI. Terms and Conditions clause: i. In order to register as a user, they must select Yes to this clause. ii. If they Select No then they should receive a message: 1. Sorry but you cannot proceed with registration as you have not accepted the Terms and Conditions required to become a user of this website?? iii. Terms and Conditions Clause: The owner of this website assumes no responsibility for the content and forms generated through the use of the functionality on the website. The website has not gone through rigorous testing and hence there is potential for non-intended outcomes for the use of this website. The owners of the website require all users to check the content and forms generated. Your details may be shared with our partner organisations only for the purpose of new ideas or products. Do you agree to these Terms and Conditions 15. Once a user is logged in they can 16. Each User has a preference section. Here they can: I. Update contact details of Organisation, Department, Email, Phone II. They can change their password which requires: i. Entering old password ii. Entering new password iii. Confirming new password III. Master Form Management i. View all their saved (blank) Master Forms ii. For each Master Form they can turn on and off the ‘Missing Field’ reminder as per point [login to view URL] as above IV. Favourite Templates Management i. Add and remove templates from the list of All Templates 17. Administrator: I. Can see a list of all users i. The list can be sorted by First Name, Organisation, Department II. The list can be exported to excel III. The list will also have a column for each user for the number of times they have used the website to print for the following time periods: i. Last day ii. Last week iii. Last month iv. Total IV. For all users I should be able to see the number of times they have used the website to print for the following time periods: i. Last day ii. Last week iii. Last month iv. Total v. The list must be sortable by Organisation and then by Department V. For each user the Administrator can turn on or off the ability to save completed Master Forms as per [login to view URL] above VI. Each user account can be ‘frozen’ and made non functional VII. Templates Manager: i. Can see all Templates 1. Can edit any template ii. New templates appear in a list 1. These can be approved, disapproved or edited 2. The user who created a new template must be identifiable 3. When a new template is created by a user, an email should be sent to the administrator notifying that it requires approval 4. When a new template is approved by administrator, and automatic email should be sent to the user who created it saying: a. Congratulations, your template <insert template name> has been approved. 18. Sections for the Website: I. About us II. Contact III. Latest News i. Administrator needs to be able to add latest news items IV. Home Page i. Simple fields that can be edited by Administrator 19. Other things: I. Google analytics II. Simple website layout and design i. Using simple colours like black, dark blue, grey