E-lomake

Purpose of use

With the E-lomake software, you can create surveys, manage registrations, and organize electronic recruitment flexibly, securely, and in an easy-to-use way. The program includes functions for sorting and processing responses, and you can browse the data within E-lomake or transfer it to spreadsheet and statistical software.

E-lomake is also a platform for electronic services. Review and approval stages can be created for processing submissions, through which responses received via the form can be circulated within the organization between handlers and stages.

Web address

http://elomake.metropolia.fi/

Access rights

Metropolia staff have access rights to the E-lomake system, and login is done with a Metropolia username/password.

NOTE! In order to grant access rights to another person, the selected person must have logged in to E-lomake once, because the user is created as an E-lomake user at the time of login.

E-lomake is also available to Metropolia students:

  • use is freely permitted for study-related tasks
  • commercial use is not permitted
  • if the survey/survey study is directed at parties outside Metropolia, the survey form must be approved by the supervising teacher, whose contact details must be attached visibly to the form.

Guides

E-lomake 4 user instructions

Advice and support:

  • Students are primarily guided and advised by the teacher of the course related to the form, or in the case of a thesis, by the thesis supervisor.
  • At Metropolia, the thesis supervisor is also primarily responsible for guidance on data protection matters related to the thesis.
  • Staff can request peer support for using E-lomake on Metropolia Teams' Digiclinic in the 11_More information about form tools channel.
  • In E-lomake error situations, everyone should contact the Helpdesk at helpdesk@metropolia.fi or https://hd.metropolia.fi.

Frequently asked questions

Where can I find the E-lomake instructions?

  • The instructions can be found in the top menu of E-lomake under the name instructions. Direct link to the instructions: instructions

Where can I get advice and support for using E-lomake and for problems?

Why am I unable to edit my form with the form editor?

  • If the form is public, field properties cannot be edited
  • If there are responses on the form report, properties cannot be edited, because this would break the integrity of data already saved in the report
  • Remove the public status and empty the report. If the report contains information that must be retained, it should be saved from the report view for yourself, for example in an Excel spreadsheet.

Who has the right to create forms?

  • No separate rights are required for E-lomake; all Metropolia users automatically have the right to create forms there (users with partner and external accounts also have the right)
  • If you need access to a form created by someone else, you must ask the administrator of that form to grant those rights.

Why can't I find people in the sections related to my form's access rights?

  • A user is created in E-lomake users on their first login.
  • On forms, access rights are granted by "selecting" the user into different levels of access rights fields.
  • If the person to be selected has never logged in at http://elomake.metropolia.fi, then the user cannot be found. Ask that person to log in to E-lomake.

How do I add validity checks to text fields (e.g. personal identity code)?

  • If the response in a text field must follow a specific format, select the desired validation method from the Validation drop-down menu, for example personal identity code, integer, digits, postal code, etc.
  • Especially for the personal identity code field, this validation "Personal identity code" must be selected because it prevents the personal identity code from being printed in messages sent from the system. The personal identity code is replaced by the system with the characters.

How do I make a message be sent automatically to the respondent and edit the content of the message?

  • The form must contain a required text field, in whose Functions field "Recipient of email response" is selected and as validation "Email address" (validates that the entered value is in the format of an email address).
  • By default, after this setting the recipient receives all responses of the entire form in their email.
  • Editing the message content so that the automatic default message is replaced with the desired message
    • In the form editor, go to Form > Feedback, field "Email message to respondent".
    • You can write free text and use the Pick responses function to select response fields into the content of the text.

Why does it say an attachment is required when responding to my form, even though the attachment has been saved?

  • If the Attachments field is used on the form, enabling attachment upload in the Files and saving section must not be made possible, and vice versa.
  • The old attachment adding section in Files and saving is a function from the old version and has been left there only because of old forms. The system supplier is developing the functionality so that in the future one option will disable the other option.

Why do the fields of my published form not adapt to different screen sizes and the texts do not adapt to the view?

  • A completely new style has been made for the latest version of E-lomake. The style can be changed in the form editor in the Form section under Appearance, where Metropolia 2020 is selected from the Style drop-down menu.

What is the size limit for attachments?

  • The maximum total size of all attachment files is 300 Mb

What is the maximum number of attachments in the Attachments field?

  • The limit value ">10" on the left scale of the attachment field means that the maximum number of attachments is not limited.

Why does adding attachments incorrectly give an error saying no attachments were added, or why is the attachment otherwise not saved?

Some E-lomake forms have been found to have problems with saving attachments when responding. The reason turned out to be that two methods related to adding attachments had been used at the same time.

  • In E-lomake version 4, a new field type "Attachment file" was introduced in the Fields section, and it is intended to be the primary and only method for collecting attachments in the current version.
  • The old method used in version 3, i.e. the possibility to add an attachment set in the "Saving and files" section, has been left there because forms created in version 3 still use it.
  • The cross-effect of the above two methods was overlooked by the supplier when adding the new functionality, and it causes problems.
  • If the form has attachment saving problems, it is worth checking whether both methods have been enabled. If so, the form must be changed to use only the "Attachment file" field and the old attachment collection method must be turned off. This is also possible on a public form.
  • The supplier has added to its development list a function that would prevent the old method from being activated if the new attachment field is in use. However, this is not yet in our production version.

Can I copy an old form as a template for a new form?

  • If the form was created after the version change (June 2020), the form can be copied safely. Copying older forms, i.e. forms created in the old version, is not recommended. However, if you do copy an older form, remember to test its functionality carefully.

What should be taken into account before publishing a form?

  • Clarify and take care of GDPR and data protection matters. Instructions related to theses: thesis and data protection matters. More information: tietosuojavastaava@metropolia.fi
  • Always test the operation of your new form before publication
    • publish the form
    • check that responding to the form works correctly
    • check in the report that your responses are saved
    • delete your responses from the report
    • remove the public status (important, so that because of testing the response IDs in the report do not start, for example, from number two after the test responses)
    • republish at the correct time or schedule the public status immediately

How do I add values to processing stages, in the section "Handler from form value", when using a multi-level hierarchical drop-down menu?

  • If you are using a multi-level hierarchical drop-down menu, the marking of the hierarchical menu values must be taken into account in the processing stages if the handler is selected from the value of that field. For example, in a two-level case the marking format for the value is "Level1;Level2".
  • Instruction text related to this will be added to the E-lomake instructions by the system supplier.

Can a privacy notice and consent be added to E-lomake?

  • In the form editor, there is a section Form > Privacy notice. After filling it in, select the checkbox "Ready for publication" at the bottom of the privacy notice editor, after which a link to the privacy notice will appear below the introductory text.
  • All response forms contain links to the accessibility statement, as well as to Metropolia's privacy notices page located at www.metropolia.fi.

The consent checkbox must be created manually and placed, for example, as the first field. Select a checkbox field, add the desired text for giving consent, and save.

How is a specification field made for a drop-down menu?

  • First create a drop-down menu with all selectable values and add as the last choice, for example, "Other, what?"
  • Then add a normal text field to the field group and name it, for example, "Specification"
  • Go back to the drop-down menu settings and select the specification to be used with the checkbox selection (in the picture), after which the Text field for specification will appear:
  • Select from the menu the "Specification" text field you created for this purpose
  • Never use the same text field as a specification for several menus or other functions! It is advisable to name the specification text field according to its purpose if there are several specification fields in the same form.

Why are respondents unable to save their responses?

  • Always test your form. If you are testing the form as an administrator before publication, it is advisable to log out or test with another browser.
  • The most common reason for a failed save is configuration errors in the form fields that are noticed only after publication.
  • Check the operation of all fields.
  • Especially the specification of a checkbox group field has caused notifications during saving that Saving is already in progress, but the saving is never completed. Make sure you are not using the same specification text field in two different checkbox fields. The specification is used, for example, in checkbox group options of the "Someone else" - "What" type.

E-lomake and data protection

E-lomake is a form and e-service system by the Finnish service provider/system supplier Eduix Oy, specialized in the needs of the higher education sector. This E-lomake runs on Metropolia University of Applied Sciences' own server. A personal data processing agreement in accordance with Article 28 of the GDPR has been drawn up between Metropolia University of Applied Sciences and Eduix Oy.

General description of the technical and organizational security measures by which personal data and registers of data subjects are protected at Metropolia:

  • The protection of the register has been agreed between the controller (Metropolia) and the system suppliers. Where necessary, responsibilities have been described with sufficient precision in appropriate agreements.
  • Employees of the controller (Metropolia) and other persons have committed themselves to observing confidentiality and to keeping secret the information they receive in connection with the processing of personal data.
  • System suppliers (processors of personal data acting on behalf of the Metropolia controller) handle the storage of the register and related data in accordance with good data processing practice and observe an absolute duty of confidentiality and non-disclosure.
  • The information security of the controller's (Metropolia's) personal data register and the confidentiality of personal data are ensured by appropriate technical and administrative measures in accordance with good data processing practice.
  • The controller (Metropolia) has restricted access rights and authorizations to information systems, tools, and other storage platforms so that the data can only be viewed and processed by persons who need to process them because of their work tasks or other role.
  • Only those employees whose work and/or other role entitles them to process personal data are authorized to use the system containing personal data. Employees receive appropriate training for their tasks.
  • Each user of a tool/system authenticates to the system with their personal credentials, which are issued when access rights are granted. The access right ends when the person leaves the tasks for which the access right was granted to them at Metropolia.
  • The data are collected in databases that are protected logically and physically.
  • The databases and their backups are located in locked premises, and the data can only be accessed by certain pre-designated persons.

Each person publishing a form in E-lomake is personally responsible for ensuring that data protection and security-related matters are taken into account as required by law and regulations. Guidance is available in OMA: GDPR and data protection matters, as well as instructions related to theses: thesis and data protection matters. More information: tietosuojavastaava@metropolia.fi


E-lomake


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