System Set-up

In addition to digitizing your form, system set-up needs to occur to digitize the form distribution process.

STEP 2: System Set-up

This page contains technical information that is best reviewed by your technical support. Please visit our Glossary for an explanation of terms you are not familiar with.

Receiving form data
The eForms Solution sends submitted form data as a R4 FHIR bundle in JSON, containing a base64 encoded PDF of the submitted form. In order for this data to be displayed and interpreted on your receiving end, you will need to set up a receiving system.

See the 'Hands On' section of the Form Building page for more information on PDF outputs of completed forms.

Ways to receive form data

 The eForms Solution supports various options for receiving form data:

 

The eForms team recommends building a REST service (web service) that acts as the receiver of the FHIR bundle. The sole requirement is the ability to HTTP POST to the web service. The receiver will need a viewer if the receiving system does not have one. 


Benefits of using a REST service to receive form data include:

  • Ability to redirect submissions if there are any changes or new endpoints
  • The eForms Solution can provide a delivery acknowledgement message upon successful/unsuccessful receipt of form data by your receiving system

Instructions for connection with your REST service

In order for form data to pass from the eForms Solution system to your REST service, the endpoints need to be set up. 

Please exchange the following information with the eForms team to connect each environment:
  • Name/purpose (e.g., DEV for Development environment)
  • IP (Internet Protocol) address (e.g., 192.158.1.38)
  • Port
  • Protocol (e.g., REST, TCP/IP)
  • Which eForms environment you want data to be received from (UAT or PROD)

Steps for connecting each environment:

  1. Exchange set-up information (noted above)
  2. Configure firewalls
  3. Test connectivity

Note that the PHSA network acts as a pass-through for data, so the the connections are not direct from server to server.

 

‎The eForms Solution can send submitted form data to your network drive.


Instructions for connection with your network drive

Please provide the eForms team with the following information:
  • Directory and connection details for where you would like submission messages to be deposited
  • Your preferred file format for receiving data. Currently, the eForms Solution supports:
    • PDF
    • R4 FHIR bundle in JSON format
    • Submission data extract in CSV file
  • Your preferred cadence for the deposit of submission messages (i.e., automatic or at a specified interval)

Once you have provided this information, the eForms team will perform the set-up including the appropriate firewall changes where required.

 
The eForms Solution can send submitted form data to an SFTP server. 

Instructions for connection with an STFP server

Please provide the eForms team with the following information:
  • Your preferred SFTP server for receiving submission messages from the eForms Solution.
    Currently, eForms is ONLY supporting the PHSA SFTP server. If you plan to use the SFTP server within your organization, an extra firewall setting is required.
  • Your preferred file format for receiving data. Currently, the eForms Solution supports submission storage in the SFTP server as:
    • PDF
    • R4 FHIR bundle in JSON format
    • Submission data extract in CSV file
  • Your preferred file naming convention. A standard eForms Solution submission file name format is: "FormName_DateTime_ eFormReferenceNumber"
    e.g. MRI REQUEST_202201091230_xxxx-xxx-xxxxx-xxxxx.pdf‎
  • Your preferred cadence for the file drop (i.e., automatic or at a specified interval)
  • List of user accounts requiring access to the SFTP server
Once you have provided this information, the eForms team will perform the set-up.

If the above options for receiving form data do not meet your needs, please contact us for more information.


Submission acknowledgement
The eForms Solution can support the following types of acknowledgement messages to be received by the form filler upon submission of a completed form within the eForms Solution:

1) Standard submission acknowledgement

The standard submission acknowledgement messages let users know if the form data was submitted or not. These messages will be seen by form users regardless of the receiving system type.

Standard message upon successful submission

'Ref.no xxxx-xxxx-xxxxx-xxx'

Standard message upon unsuccessful submission (i.e. when receiving system is not accessible)

'Ref. no.: xxxx-xxx-xxxxx-xxxx - Your Request was received by eForms, but there was an error sending it to the downstream system. We have put your request in a queue for re-submission.'


2) Custom submission acknowledgement

You have the option to display customized messages by submitting your desired wording to your main contact on the eForms team.

3) Custom acknowledgement of receipt from downstream system

The eForms team can work with you to provide a message from your downstream system to acknowledge receipt of completed forms. This option is only available if your team chooses a REST service to receive form data from the eForms Solution system. 


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