Setting Up FormFox Users








Establishing and managing FormFox users is performed by the Site Administrator. The site administrator is able to create new users, reset passwords, and assign specific user functionality. If you need assistance with user setup, or have questions about the user profile, contact FormFox Support at 1 (877) 376‐3691.




Access “System” in FormFox


From the FormFox home page log into the application with your username and password.

  • Click on “System” (located in the green box, lower left on the webpage).Click “User Setup” from the System menu.
    • You will be prompted to enter your password. This is the same password used to log into FormFox. (The system needs this password to verify your assignment as the site administrator.)
    • Click “Submit” after entering your password.

Please use the following instructions to Add New Users, or Manage Existing Users.



Add New Users


  • Click the “Search” button to display all users established at the site.TIP: Mark the “Include Inactive Users” box before searching to display all current and previous users (This will also allow access to a user placed into inactive status due to numerous failed login attempts).
  • Click the “Add New User” button to display a blank user profile window.

Example:
FFNewUser1.PNG

  • Complete User Information
    • Login Name (Must be at least 8 characters in length, lower case letters and numbers only.)
    • First Name
    • Last Name
    • Employee ID (optional)
    • Email
    • Profile
      • Select your user assignment preference from the drop‐down menu
        • Administrator (access to all features including the Billing information, System, and Reports)
        • Collector (process specimen collections and access specimen collection details.)
        • Front Desk (allows data entry of donor information at the reception area, does not allow specimen collections.)

Note: The BAT Certification fields are optional and not linked to any current functionality.


  • Assign User Site Permissions
    • Click the “Approved Site” button and designate the user to a site.
    • If there is only one facility, mark the box at the “site”, or first level.
    • If there are multiple facilities, the user can be assigned to all applicable sites.
    • Click the “Submit” button to update the record.
  • Assign user Collection Permissions (located in the box area at the upper right of the profile window).
    • Training Mode is defaulted for new users. If you prefer to have the user begin live collections, unmark the Training Mode box.
      • Select the user permissions
        • Allow POCT (Permits the user to collect, and enter results, for “instant‐tests” using screening devices.)
        • Expert Mode (Walks the user through the most efficient wizard process in FormFox. It is recommended all experienced staff use expert mode.)
        • POCT Training (Users can be placed in training mode to complete practice FormFox collections for “instant‐tests”.)
        • User Inactive/Active (Users not currently using FormFox can be marked inactive.)
        • Training Mode (Users can be placed in training mode to complete practice FormFox collections.)
  • After establishing the user information, assigning the approved site, and completing the user permissions, Click the “Submit” button located in the lower right corner of the profile window.
    • The user temporary password will display, with the option to email the user his/her password.




Manage Existing Users


  • Click the “Search” button to display all users established at the site. TIP: Mark the “Include Inactive Users” box before searching to display all current and previous users (This will also allow access to a user placed into inactive status due to numerous failed login attempts).
  • Access the user profile by clicking on the user “Login Name”.

User Profile View
sUpUser1.jpg

Note: The BAT certification fields are optional and are not linked to any current FormFox functionality.

  • Reset Passwords
    • FormFox does not allow user password retrieval. Passwords are reset, with the assignment of a temporary password, which is used by the user at his/her next login. FormFox will prompt the user to create a new password.
    • If a password reset is required, click the “Reset Password” box, then click “Submit”.
    • FormFox will display a temporary password that must be used for the next login. FormFox will prompt the user to create a new password at the next login.
    • The option to email the user his/her temporary password will display.

NOTE: If a user has a total of 5 failed login attempts, FormFox will automatically place the user into an “inactive” status. The administrator may need to remove the inactive flag, if the “FormFox Inactive” box is marked before resetting the user password.

  • User Options
    • The following fields can be updated/changed
      • Login Name
      • First Name
      • Last Name
      • Employee ID
      • Email
      • Profile
      • Assignment for site Reports, Admin, User Admin (Do not assign Advanced Batch Printing – this feature is not currently functional.)
      • Approved Site
      • Collection Permissions (located in the box area at the upper right of the profile window).
        • User Inactive/Active
        • Training Mode
        • Allow POCT
        • Expert Mode
        • POCT Training (not currently a functional feature)
  • Any changes made to the user profile must be updated. Click the “Submit” button, after making any changes, to permanently update the record.