Latest News

Version 3.0 Highlights

Layout Options

In Release 3.0 we focused on giving you more control over the look and feel of your document forms. You can now easily customize all of the style attributes of form entries – font colors, sizes, and styles as well as background colors, title widths, borders, spacing, etc. – without entering HTML code. We have also given you the ability to change the page width of both document and list forms to accommodate the form contents.

You also have the option to modify your forms using our new drag-n-drop Visual Layout. With it you can drag your form entry to set its position and, best of all, place fields and labels where you want them to appear. You can combine multiple entries on one row and maximize the use of horizontal space, present side-by-side columns of test scores, or place explanatory text next to an entry. The Visual Layout displays the form entries as they will appear in the document – no need to switch back and forth between preview and editing mode.

All types of form entries can now be made conditional and multiple conditions may be set for one entry. Additional instructions can now be displayed only when the associated field is displayed. When multiple conditions are used, all must be satisfied in order for the conditional entry to be displayed. We have also added more operators to the conditional settings, similar to those used in filters.

If you prefer to work with the traditional Basic Layout, you’ll notice that it provides you with the same style settings and conditional options that are available in the Visual Layout.


We have expanded the concept of Master Field, which is used to supply one set of options for use in multiple fields, to produce user lists. If you are separately maintaining lists of counselors or principals, for example, who also have accounts in your site you can now pick that User Type as the Master Field. The field will then draw its options from your user accounts. New users will appear in the list automatically and disabled user accounts will be treated as disabled field options: not available for selection but preserved if they were previously selected.

We have also improved the process of manually defining field options. When you add a new option, the settings for Display Order and Stored Value will default to the next available number. When you modify the Display Order of an option to shift its position, the Display Orders of the entries that follow will be renumbered as necessary.
Last but not least, there is now an option to alphabetize field options. Simply check the Options Alphabetical box and any existing entries will be sorted alphabetically. The options will remain in order when you add new options or change the Displayed Option of an existing option as long as that check box is selected.

Document State

For those of you who archive documents from previous cycles online, we have added the ability to define which states are part of the current cycle by identifying those states as “Active.” Document count, which limits the number of documents a user can create, will only consider documents in active states, and our report features will only include active documents.


The new Integrity Report adds audit capability to our reporting functions. It flags as “suspect” any data entries made by users with wide-ranging permissions who wouldn’t be expected to make an entry in a particular field – in a field that only applicants should be using, for example, or in reviewer scoring. In the highest level report you can see at a glance if any data has been flagged as suspect and can then drill down to the form entry level to inspect each entry. When you enter a document from this report the suspect entries display the user name of the person who entered the data and the date and time the information was saved.


Electronic Form Solutions at NSFA Annual Conference

Electronic Form Solutions will be attending the 7th Annual National School Foundation Association Conference April 11-13 in Frisco, TX. Visit our booth in the vendor area and learn how your foundation can benefit by implementing an online application and review process. Attend the “Show Me the Data = Show Me the Money” session on April 13th to hear firsthand the experience and success of the Grand Island Education Foundation’s transition from a paper process to our scholarship solution.

We look forward to seeing our existing customers at our Customer Appreciation Reception Thursday evening and hope that you all enjoy your stay in the DFW metroplex.

Version 2.5 Highlights

New Customization Options

Electronic Form Solutions can customize the text that is displayed for the registration link on the login page and can change “Documents” (in the main menu and the title of the page) to a term that you choose. Simply send a request to

You can now define the content of Account Announce and Reset Password emails as you do with other types of notification emails. If you choose not to do so the default generated emails are sent.

Changes to Filters

Significant changes have been made to filter folders and associated user permissions. You can now create folders outside of your user folder, and you can selectively set query permissions at the folder level. Users without full folder query permission will only see filters in the folders that they can access. Simplify reviewing tasks by segregating filters used by reviewers into a folder for each group and greatly reduce the number of filters your reviewers have to choose from. See Setting User Permissions and Organizing Filters in Online Help for more information.

Two powerful new criteria types have been added: occurred before and occurred after. Now you can define filters that test the date that a document last entered a particular state, the date that a value was set, or query recent activity.

Changes to Forms

We’ve added three new settings to the definitions of list forms: Forced Filter, Default Sort Field, and Default Sort Filter.

  • Forced Filter allows you to associate a specific filter with a list form rather than applying a filter after the list is displayed.
  • Default Sort Field enables you to select a field that will determine how the list is sorted. Any field in your database can be used, not just the fields displayed in the list form.
  • Default Sort Filter can be used to automatically sort a list based on the result of the selected filter (e.g., rubric score).

Email Changes

In addition to the new email customization options mentioned above, Account Announce and Reset Password, a new Value Change trigger gives you the ability to send an email whenever the value of a particular field has changed. Refer to Using Email in Online Help for more information.

Help for Casual Users

The Getting Started section of Online Help has been enhanced with more information and instructions for applicants, contributors, and reviewers. Please feel free to incorporate any or all of this information in the guidelines that you issue to applicants and reviewers.

In order to prevent contributors from being prematurely locked out of the system, they will now be prompted to choose whether to “submit” their form or continue editing when they save a completed form. The exceptions to this new process are contributors who can change the state of a document by selecting a document action (e.g., Approve/Reject). Since saving that action will move the document into a state in which the contributor cannot edit the document, they do not have the opportunity to continue editing.

We have added Next Page and Previous Page links to the document navigation bar to facilitate stepping through the pages of a document rather than jumping to a specific page.