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Term
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Meaning
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3rd Party Integration
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3rd party integrations involve passing data between 3rd party systems and Firmstep forms/processes to create a seamless experience for end users
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Allow Save
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Allows the form filler to save the form. The form will then appear in My Requests (SELF registered users) as saved with the option to continue (useful for long/complex forms/processes)
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Amazon S3 Storage
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Cloud storage provided as part of the Firmstep Platform, for hosting/storage of stylesheets, images and other associated web based information required for delivery of Forms/Processes
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API
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Application programming interface – either allows 3rd party data to emulate a form filler – or allows data from completed forms to be transferred to 3rd party systems
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Archived forms
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Previous versions of a published forms are automatically archived, so can be reused as required
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Autolookup
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Use Special Field to query/check data in other systems, e.g. database lookups
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Button
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Use special field option to add a button to a field – useful for running lookups – e.g. address lookups/printable integrations
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Calculations
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Calculations are powerful - in addition to enabling calculations relating to date/number fields, they can also be used for validating data etc.
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| Case | A case is an instance of a process. When a customer submits a form on your Self site, or a CSA submits a form on behalf of a customer in Service, they start a new case.(Understanding cases and tasks) |
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Category
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Group of forms/processes/MyServices – used to group forms/processes together for ease of searching. Also important to categorise forms/processes in (new) Forms when wanting to publish to Self
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Checkbox
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See list/select fields
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| Compliance Console | Area where Admins can control data retention periods, add consent messages to processes and carry out various other tasks to help your authority be GDPR compliant. |
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Conditions
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Logical statements based on data can control visibility, validity etc.(Display, Validation, select, and timed conditions)
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Content field
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Allows information/content to be displayed to form filler – either as static text eg Headings/sub headings/standard text or HTML fields, allowing custom content to be created using code. Also includes line and spacers.
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| Customer Index | Available as a workspace in service as adirectory of customers where you can view and amend their details, and also see which cases they have raised etc |
| Dash | Internal transactional portal for staff which is designed to complement an intranet site in the same way that Self provides the transactional capability for a static website |
| Dash Admin | Allows configuration of Dash site |
| Dashboard | Dashboard is a powerful workflow tool which allows users to manage and complete their tasks, with tasks being presented in useful tabs based on permissions |
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Database integrations
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Database Integrations allow you to pass data from a submitted form into your own database, where the data can be retrieved either by another form, or by your own internal applications
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Database lookups
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Use a database integration to bring back data from an external source (eg. Address records) to a form to a matched criteria or to select based on criteria given
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Datadumps
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A nightly extract of the data tables (form submissions/processes/customers) to a local SQL server for reporting purposes
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Date/time field
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Three options date/time/both using built-in calendar and time selector, can be used in calculations
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Display Condition
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Display conditions are set against individual fields or subforms within a form to display/hide based on the condition defined They will evaluate across sections (i.e. fields are displayed in the page depending on answers from questions on previous sections) or in the page.
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Email integrations
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Email notification allow for bespoke email messages to be sent from forms/processes at a number of points
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FAM
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The Federated Authentication Module (FAM) provides single-sign-on with Active Directory domains
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FAQs
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Frequently asked questions used to assist service agents with answering queries raised by citizens
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File integrations
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File integrations are used to write a file to a disk. This is either as text or as a PDF, and enables the form data to be used by other system e.g. Electronic Data Records management systems.
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Form
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Created in Forms Designer, forms (as a part of processes) allow citizens to provide information through completion of an online form
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| Form Definitions | Form Definition relates to the fields in the form, their values and the type of data. For example number field, value, integer. |
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Form functions
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See calculations
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| Form Integrations | Firmstep supports a wide range of integrations, including database email, printed, web service, HTTP etc. to enable data to be passed into or out from forms/processes into/out from other systems |
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Form Reference
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Unique number assigned automatically to each form instance – prefix can be defined by form designer
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Group
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Group of users – used to define/restrict permission/access
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HTTP integrations
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HTTP Integrations are used for executing an HTTP request to a third party
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Inbox Workspace
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Allows emails and tweets to raise cases against customers automatically
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Integrations Manager
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Area of the Firmstep platform where Admins can create, edit and manage integrations as well as view integration logs
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JSON
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Forms/processes can be imported/exported in JSON format and shared or copied into another form/process
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Languages
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Allows for other languages to be set for translation of forms
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LIM
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Local Integration Module (LIM) can be installed on your network. This is a small web application which acts as a proxy for the Firmstep Platform on a secure local network to run integration actions such as database queries and web service lookups
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List/select fields
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Allows data options to be selected from a list/radio buttons or check box (lists data can be static or based on lookups)
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Live URL
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yourselfsite.com/service/your_form_name provides short URL to a published form
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Location field
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See Map field
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Login Modal
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Login screen for users to authenticate within SELF
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Lookups
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Use Special Field to query/check data in other systems, e.g. database lookups
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Mandatory/Conditional
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When designing a form, fields will automatically be made mandatory, this can be switched off or a field made conditionally mandatory based on criteria defined by the form designer.
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Map field
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Allows a map to be added to a form, either providing a single point or multiple points for capturing spatial information
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| Mobile/Offline | Allows processes to be used offline where there is poor/no network connectivity. Submissions being synchronised at a later time when connectivity restored. |
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MyAccounts
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Functionality within Self that allows citizens to quickly and securely view their account information, e.g. Council Tax or Benefit
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| MyRequests | MyRequests is a Self or Dash 'App' which allows users to see and track the service requests they have made within the Firmstep Platform. |
| MyServices | A suite of out of the box forms/processes built and managed centrally by Firmstep to meet a common need. They are easy to adopt, built according to best practice, and can be configured to meet local requirements. |
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Number Field
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Number fields only allow number inputs, can be used in calculations
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| Offline/Mobile | Allows processes to be used offline where there is poor/no network connectivity. Submissions being synchronised at a later time when connectivity restored. |
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Page Builder
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Pagebuilder is a CMS used alongside SELF/My Accounts to provided bespoke content especially for authenticated users
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| Payments Admin | Area where Admins can view and reconcile abandoned payments, where payment was made but the form was not submitted |
| Permission Group | Group of users sharing the same permissions |
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Permission integrations
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Useful to assign the next stage of a process using a select field in a form
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| Permission Manager | Area where Admins can view all registered users and create and manager permissions user groups. |
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Platform
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The suite comprising Forms/Processes/Self/Service/Dash all hosted on multi-tenancy platform using Amazon Web Services (AWS) infrastructure within the EU
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Printable integrations
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Allow summary or bespoke PDFs to be created
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Process
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Workflow consisting of a series of forms and stages which are created using Forms Designer.
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| Profile | The user record including UCRN (unique customer record number) created when the user added to the platform |
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Profile integrations
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Allows CSA to update customer record from an anonymous submission
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Publish
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Publishing a form/process makes it available publicly to relevant group e.g. citizens using Self
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Quick call module
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Enables a case to be logged in background for a customer
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Radio Buttons
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See list/select fields
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Return URL
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On submitting a form/process the return URL defines the web address the form will return the citizen to after submission of a form, maybe the same page as the process started or another URL to provide a logical routing for the citizen experience.
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Rich Text fields
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Use special field option to add a field which includes a WYSIWYG text editor to allow formatting of the input.
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Route Condition
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Conditions defined in a process so that a stage form is only opened if the condition in the previous stage form has been submitted.
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Sandbox (Pre-Live)
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A development area using current live code – not intended to be a full copy of live environment – but allows new releases etc. to be tested for impact
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Section
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Single “page” of a form accessed by a tab, can be used with section conditions to hide or validate content on that section
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Self
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A portal which allows Citizens to authenticate so they can easily complete online forms, monitor cases and check account information
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| Self Account | A self Service account set up by users to facilitate their online experience when making requests/application via on line Self Portal/ |
| Self Admin | Admin area to configure Self screens, Applications, Navigation, Myservices and language |
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Service (AchieveService)
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A focused Customer Records Management (CRM) replacement system which allows cases to be created and monitored using Forms/processes
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| Services/Service List | List of publish processes (and external applications) listed on the services section of the Self Portal - to display online services in a central place for users. |
| Shared Digital Workspace (SDW) | A separate portal which allows multi-agency services to be delivered without the need for communications via print/post/email - secure and real time sharing of case information. |
| Solutions Database | A separate database for each customer prepopulated with relevant tables, procedures and functions for the Firmstep Product, specifically used for MyServices |
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Special Fields
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See Buttons/Upload/Subform/Rich text/Autolookup
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Stage form
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Separate form used within a process
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Static Field
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See Content Field
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Subform
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Form within a form – allows for reusability of commonly used form information e.g. address records, and for adding repeatable information to a form e.g. residents at a property.
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Submission message
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Configurable message that can be displayed to form filler on submission
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Tags
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Meta data which will be used by search engines to locate form
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| Task | A task is an instance of a stage. Each case can have multiple tasks, just as each process can have multiple stages. Usually, a case will have a number of closed tasks and one open task.(Understanding cases and tasks) |
| Task Manager | Admin interface which allow the reassignment of open cases/tasks and removal or Task locks. |
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Test URL
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e.g mysite-self.achieveservice.com/testurlhere This can be useful when wanting to test your form on your Self site without having to publish it
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Text/Text Area Field
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Allow input of single/multiple line of text to be input
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Timed conditions/escalations
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Timed conditions/escalations are used to escalate a stage or change user when the set time is exceeded. Both can only be used inside a process.
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Token
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Field/data name used to unique reference a data item, always defined by {} Can be form specific or related to the platform
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UPRN
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Unique property reference number - an attribute of a Basic Land and Property Unit (BLPU that links information together and is used to cross-reference associated data. UPRNs are integers (numbers) that can be up to 12 digits in length
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| User (Permission) Group |
Permissions Groups do two key things in the platform: Manage User Access/Manage Task Assignment
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User upload
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Use special field option to enable form filler to upload files, e.g. images/pdf etc., useful for collecting evidence to support data submitted within form
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USRN
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Unique Street Reference Number - a definitive identification of all streets
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Validations
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Fields can have a number of different validations to ensure the correct information is filled in by the customer
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Webservice integrations
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Web Service Integrations allow you to pass data from a submitted form to a web service, which can then initiate further processing of the data
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| Workspace | A range of configurable workspace templates are provided to assist CSA with logging cases/visits etc as required |
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Workspace Manager
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Allows configuration of the workspace area within service for different teams/groups
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