• Student Records
• Immunization Records

• Destroying Records
• Inactive Records Disposal
• Record Series Categories
• Calculating Volume
• New Schools
• Large Schools or Departments
• School Age Child Care and Summer School Records

• Student Information in E-mail Messages
  
• MS Word Files as Public Records
  
• E-mail as Public Records
  
• Online Services

• Opening and accessing the eForms Desktop
• Monitor and row visibility
• No internet access?

• Accessing web forms
• Locating forms
• Unable to open form
• Unable to change a form
• Yellow fields
• Folder location

• Routing to another user
• Routing from Sent Items folder
• Tracking a form
• Correcting and rerouting
• Redirecting form
• Recalling a form
• Cancelling a form

• E-mail notice in Outlook
• E-mail notification

• Desktop Training
• Video training

• Save Offline function
• Save a draft

• Save a form
• Save time period

• Deleting a form
• Where do deleted forms go?
• Retrieving deleted forms
• Trash can expiration

• Cursor jumping pages
• Error:"Number too large"
• Error:"Error opening form.." 
• Error:"Form may be invalid.."
• New install issues
• Icon not opening OmniForm
• Spell Check not available

• "Email Wizard" appears
• Adobe Acrobat issues

If you graduated or left the District less than three years ago, your student records will still be maintained at the last school you attended. Contact the Records Coordinator at that school to request your records.

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If you graduated or left the Palm Beach County School District before the 1991-92 school year, your immunizations records were classified as temporary records and were destroyed. In 1996, immunization records were included as permanent (Category A) student records. If you graduated or left the District during or after the 1991-92 school year, your immunization records will be maintained as permanent records.

Per current procedure, student records are maintained at the last school attended in Palm Beach County for three years before being transferred to Records Management. If you graduated or left the District less than five years ago, please contact the Records Coordinator at the last school you attended to request your records. If you graduated or left the Palm Beach County School District more than three years ago, your immunization records (Category A ) will have been transferred to Records Management at School District Headquarters. Visit our Student Records Information page to get more information on how to request the records by clicking here.

You access web forms from Form Search on the District web page:

1. Click the Forms link at the top of the main District web page.
2. Enter the form number in the form number field and click search
3. Click the blue “E” icon the web column to the right of the form name

OR, if you are a licensed eForms user

Click the Web Desktop Icon on the Forms Search web page to access your eForms Desktop.

If you have internet access at home you can access your eForms Desktop. First you must sign into the District network.
1. Open the school district web page in your internet browser
2. Click the Forms link at the top of the District main page.
3. Click the Web Forms Desktop icon

4. A network sign in window will appear.

5. Enter ADMIN\ before you enter your user name

6. Enter your normal District network password.

Once you are signed into the network a eForms sign-in window will appear (see below)

After you sign in to the eForms Desktop click the Folder tab.

If you know the department name that the form belongs, click the department folder.

If you do not know the department that owns the form, type the form number in the search field and click search.

The right-hand column indicates what folder the form is located.

The desktop has a default view of 20 lines. The folder you are looking for may be on another page. The page number toggles are located in the upper right corner of the desktop window, under About, Help and Deleted items.

Another possible reason for not seeing the department folder is that you may not have security clearance to view the forms in that department folder or the department is not yet available in the eForms Desktop. Contact the department to ascertain if the form you are looking for is web based. If it is, and you need access to the form, ask the department representative to include you in the security setting for the form. They will submit a HEAT work order to add you to the forms user list.

Yes, short training video clips on various functions of eForms are available.

1. Click Forms at the top of the District main page

2. Click Training/Resources in the left menu

3. Click Training, Forms

The routing icon allows you to track the routing process. The routing icon is a blue arrow pointing left to a blue box. It is located in the fourth column of the eForms Desktop. Click the routing icon and a window will appear that lists the form routing. This list contains the following:
• Received from
• Action Taken
• Assigned to
• Date and time

If you sent a form to someone and want to know where it is located find the copy of the sent form in your Sent Items Folder and click the routing icon.

As you tab down the page the cursor jumps to another page. Sometimes a different language page appears. Sometimes a different page other then what you requested is printed. Or you may receive a message that states the number you are trying to enter into a field is too large.

There is a conflict between one of the new OmniForm Filler functions, called "Client Profile", and forms that have hidden calculations in them. Any form that repeats data from one page to another has hidden calculations. All OmniForm Filler 5.0 users should turn off this function. To do so complete the following steps:

1. Close all forms, but leave OmniForm Filler open
2. Click on Tools in the menu bar
3. Click on Options in the drop down menu
4. Click on Filling in the Options Dialogue Window
5. Make sure there is NO check mark next to "Enable Client Profile" then click "OK"

If you continue to have problems filling the out forms complete the following steps:

1. Open the form
2. Click on Profiles in the menu bar
3. Click on Select User Profile
4. Click on None

If you receive a message asking if you wish to clear the data click YES

1. In the same drop down menu click Edit User Profiles
2. Highlight any users profile in the "User Profiles" box
3. Click Delete and close the window

You try to open a form and receive the message "Error opening form. The form has been temporarily locked by another user. Press the retry button to attempt the operation again."

You will receive this message if you are trying to open a form on the Records Management web page.

You cannot open a form that is already opened by another form user. Always save the form to your computer. Do not open the form on the web page.

XP ERROR SOLUTION: You will receive this message if you are using XP as an operating system and you open a form directly from a folder rather then the OmniForm Filler program. To avoid this message you may:

Open the OmniForm Filler program, click on the folder in the toolbar or click on File and Open in the drop down menu. In the Open Dialogue Window find the folder the form is located in, choose the form you want to open and double click on the file name or click once and choose open.

OR

Cancel message - If you click on cancel in the error message you may also access the form.

OR

Follow the directions below to change the XP settings:

1. Double-click on My Computer.
2. Click Tools > Folder Options… > File Types tab.
3. Under "Registered file types:" look for "OFM" (OmniForm Form).
4. Highlight "OFM" and click the Advanced button under "Details for 'OFM' extension".
5. Under "Actions:" highlight "open" and click the Edit button.
6. Uncheck "Use DDE" and click OK.
7. Highlight "print" and click the Edit button.
8. Uncheck "Use DDE" and click OK.
9. Click OK to close out of the "Edit File Type" dialog window.
10. Close out of the "Folder Options" dialog window.
11. Open the OmniForm File by double-clicking on it.
12. The file should now open without error.

You keep getting a message that begins with " The form may be invalid or the memory may be low..." when you try to open a form.

This is a generic error message. You do not need to remove programs or files from your computer to free up space. Your OmniForm Filler may be installed improperly or the "Client Profile" function may be turned on.

Go through all the steps to the client profile problem. If that doesn't work try reinstalling the OmniForm Filler software. First remove any previous versions of OmniForm Filler (including 5.0) before you reinstall OmniForm Filler 5.0. Make certain you remember to uninstall the short cuts as well.

You cannot open OmniForm Filler 5.0 from the icon on your desktop.

Delete the old icon on your desktop and replace it with an icon for the new OmniForm Filler version.

You have installed the new version and now you cannot find your forms.

When you first install OmniForm Filler it does not know where your forms are located. It automatically goes to a default location called Sample Forms. You have to tell the program were to find your forms.

Many people keep their forms in a folder called SDForms that is located in a folder called OmniForm which is located directly under C:> drive. Some people keep their forms in My Documents. You must know what folder your forms are located in and what is the path to those forms in order to open a form in OmniForm Filler.

Once you know the path to your forms go to TOOLS in the menu bar and click on OPTIONS in the drop down menu. Click on the FILE LOCATION tab. Click on BROWSE. In the drop down menu follow the path to your forms by clicking on each folder until you reach the folder where your forms are located. Click OK. Now when you next open OmniForm Filler and go to the Open dialogue window you will be mapped to the correct form folder.

You try to e-mail a form from OmniForm Filler and an "Email Wizard" Appears.

You do not have the correct internet option setting. Follow the directions below to change the setting:

1. Close OmniForm Filler and open Internet Explorer.
2. Click “Tools” in the menu bar and Internet Options in the drop down menu.
3. Click the Programs tab. The "e-mail" box should read Microsoft Office Outlook.
4. If it does not, click on the down arrow at the right of the email box
5. Choose Microsoft Office Outlook in the drop-down menu.
6. Click Apply and click OK.

Spell Check function is not available

If the Spell Check option is disable your computer security settings were incorrect when the OmniForm Filler was installed on your computer. In order to use the spell check function with Windows XP you must be assigned administrative rights to your computer when OmniForm Filler is installed. Contact your TC to change the security settings and re-install the software.

Microsoft Office Document Image Writer print driver is not available

To install the Microsoft Office Document Image Writer print driver so you can transform your form into a TIF for emailing to an outside agency complete the following directions:

1. Click Start in the lower left corner of your computer screen
2. Click Settings
3. Click Control Panel
4. Double click on the "Printers and Faxes" icon
5. Click on "Add Printer" in the left hand panel of the screen
6. At the "Welcome to Add Printer Wizard" window click Next.
7. Select local printer attached to this computer
8. Remove check from "Automatically detect my plug and play printer"
9. In the port option box select Document image printer writer port. Click Next
10. In Manufacture list choose "Generic" and under Printer list choose "Generic/Text Only". Click Next.
11. Choose No to "Do you want use this printer as the default printer?". Click Next.
12. Choose "Do not share this printer". Click Next.
13. Click No again and Click Next and Finish.

You will return to the Printers and Faxes screen. Right-click the generic text/only printer driver and select properties.

1. Click on ports and select "Microsoft office document imaging driver port".
2. Click on the advanced tab and change the driver to Microsoft office document image writer .
3. Click on apply and OK.

I want to save my completed PDF form but I don't have the full version of Adobe Acrobat installed on my computer. Or, I want to email a completed PDF form to someone but I don't have the full version of Adobe Acrobat installed on my computer. What do I do?

You can use the Document Image Writer print driver to save your completed form to your computer as a graphic file (TIF). (For instruction in PDF format click here.)

1. Complete the form and click on FILE in the menu bar and PRINT in the drop down menu
2. In the "Name" box at the top of the print dialogue window, click on the down arrow to the right of your printer's name and select "Microsoft Office Document Image Writer"
3. Click on the PROPERTIES button and choose TIF. Click OK
4. Click OK. At the SAVE AS window choose the folder you want to save the TIF file in.
5. Click SAVE

You can view the TIF file in the Microsoft Document Image software found under PROGRAMS/MICROSOFT OFFICE/MICROSOFT TOOLS.