Users Guide

 

1      Logging in and out

This chapter explains how to navigate around the FLM (Varo) interface, fill in forms, submit them
and manage your inbox.

On running the FLM software, the Varo Form Manager login page opens:

 

Enter your username and password and click "Log on" to enter the FLM portal

The button "Logout" is on the right hand side of the main screen.

 

2     Completing a Form

FLM allows users to complete and submit interactive forms stored on the system.

2.1     To Open a Blank Form

On entering FLM, click on the New form + button.

 

"New Form" displays a list of form categories. To view the forms contained in each form category, click on the + button of the relevant category name to Expand the node. A list of form types will open below the category. Use the scroll bar on the right to display further  form categories or form types. To open a form for completion, click on its name or description

           

2.2     Entering Form Data

An example form is shown below:

 

 

Within each form there may be several types of fields:

1. Prepopulated Fields, which are automatically generated by the form and cannot be
changed. These are shown as greyed-out fields on the form.

2. Open Fields, into which any text can be added manually by the user.

3. Drop-Down Fields, in which the required information can only be selected from a
list defined by a drop-down menu. This is accessed by clicking on the arrow to the
right of the field.

4. The sub-form details can be hidden or made visible by clicking on the arrows.

2.3     Cancelling a form

You can cancel the form and return to the main menu by hitting "Cancel" (x) at the top-left
corner of the page

2.4     Save to Draft

At any stage, you can save the form as a draft. To do this, go to the drop-down menu to the left of the ‘Send button and select Save to draft.

Upon hitting "Submit" the form will now be stored in your "Draft Forms" box and will not be

passed on to any third party.

2.5     Submitting a Form

Once the form has been completed, you can submit it for processing by selecting submit from the drop-down menu, and then clicking "Submit"

 

3     Managing Drafts

Saved drafts can be accessed via "Draft Forms" in the tasks menu.

 

To access a draft, click on the relevant form title. This will enter the form as it was last
saved, allowing it to be modified and submitted. You can re-save a modified form to a
draft again if you wish, or "Cancel" modifications to revert to the most recently saved version
of the draft.

 

4     Managing Your Inbox

Your "Inbox" collects forms submitted by other users if you are required to authorise them.

 

4.1     Using the Inbox

To authorise or reject a submitted form, click on a form’s name, check through its content
and then go to the Approve/Reject drop down:


Select your preferred option and click ‘Send’. An approval will cause the form to be routed to the next stage of the workflow, while ‘reject’ will return it to the inbox of the submitter who will then be able to access and amend it.
 

4.2     Deleting items form the Inbox

There are several options for removing items from the Inbox.

1) Create an action called 'Terminate' (for example) that sends the form to no user

2) Create an escalation rule that runs against the status of rejected to automatically does option 1) above after a period of time

3) Run the Form Cleanup utility to delete these forms. See the Administrators Guide for more detail.
 

5     History

"My History" contains an archive of all the forms a user has initiated. You can view forms history by clicking on the My History icon. A range of filters are available as displayed below. you can select forms according to any values that can be selected from the drop-down fields or input as required. The Search button should be clicked once selection are complete. The Reset button will clear all previously selected values.

 

 

6     Templates

Templates contain a partially completed form, that can be restarted each time a user has to submit a form. The template can be filled with any 'default' or regular values, so that the user will not have to complete these values each time a new template form is initiated.

To save a template, create a new form and select Save to Template. Values saved and any additional fields on the form can be modified when the template form is opened. In the example below, Effective Date and Action Reason have been completed to save in the template.

 

 

After completing the 'default' values, Select 'Save as Template' and Send. The current date and time is added as a default description. This can be replaced by a user entered description.

     

 

Click on the Templates icon to retrieve saved templates to update with additional values before submitting the form.

 

7     Settings and Columns

7.1     Settings

Click on the Settings icon to change the row count and columns display for Inbox, Draft and Templates selection screens. 

 

7.2     Sort and Filter

Clicking on a column heading allows the contents of the column to be sorted or filtered.

7.3     Resize

Resize columns by dragging the column separators.