MANUAL
Forms Management System: www.formdesk.com
 
 
 

Webservice API - Control Formdesk from within an application
 
Other than working with Formdesk using our website, we offer you a second option: the webservice.

This manual explains what a webservice is and how it can be used. How to control the webservice and which features are supported is explained in the technical manual for developers.

The Formdesk webservice, also known as API (Application Programming Interface), allows a programmer to control Formdesk using a standard protocol called SOAP.

The webservice can be used to extensively automate many frequent used actions or to integrate Formdesk within your (automated) business processes. For example, you can have your bookkeeping, orderprocessing system, document processing system communicate with Formdesk. In combination with the Formdesk webhook, the webservice can provide powerful integral connection possibilities. In many cases a (simple) application will need to be developed which communicates between your system and Formdesk. This program, the connector, can be part of your system or a stand-alone application.

To be able to use the webservice, you'll need API credits. See the subject 'Pricing and Try out' for more information.


This document contains the following subjects:

Options
Pricing and Try out
Security
Pre-populated form fields
Auto login
Exchange form entries
Edit form entries
Edit form visitors
 

Options
Just as any other webservice, the Formdesk webservice consists of several functions (oftenly called methods). For example the function FormsGet provides a list of all the forms within your account. The programmer who creates your connector, can create a specific application by using a combination of functions.

This document will give you an overview of the possibilities when using the webservice. It is, however, not a complete list. If you have a specific application in mind and you would like to know if the webservice can provide a possible solution, then please contact one of our specialists.
 

Pricing and Try out
To be able to use the webservice, you need to buy API-credits. For almost all functions 1 credit is needed. Some functions do not need any credits and other functions need credits comparitive to the amount of data the functions returns. The technical manual specifies for each function the number of credits needed.

Each function returns the remaining API-credits. The connector is able to check whether the balance of credits is sufficient. Just like when reaching the quota for your account, you will be notified by email whenever you're almost out of API-credits.

If you have a Standard subscription and you're out of API-credits, then it's not possible any longer to use the webservice. For Business subscriptions, the webservice will continue to function.

You'll receive 100 API-credits to try out the webservice.

API-credits cost 50 euro per 5.000 credits. We encourage you to program your connector efficiently and to prevent unnecessarily api calls.
 

Security
Data transfer is possible over a Secure connection (SSL). The connector needs to log into Formdesk, just like you would. Not by entering your username and password, but using a special key, the API-key. This key can be found within your Formdesk supervisor account on the Account details page and at a user in the User Management section. The API-key will respect the related user rights. So if you whish to limit access of the API you can create a user with the allowed permissions and use it's API-key.
 

Pre-populated form fields
Using the Park function entries that are to be filled in automatically when opening a form, can be "parked". Formdesk will return a secure ticket number. When the form is opened using this number as URL parameter, then Formdesk will pre-populate the form fields involved.

Case:
An organisation uses several Formdesk forms for internal purposes such as a leave application form, travel expense form, request forms for new PC , telephone, access pass, etc. The URL's to these forms are placed on the intranet. Personal data of the employee is registered in Microsoft Active Directory. It is desirable that this data is already been entered on the form when the employee opens it.

The employee is logged onto the intranet and is known by 'the system' when opening the form. The organisation has developed a connector for this purpose. The URL on the intranet doesn't refer directly to the form but to the connector. The connector retrieves the personal data that is necessary for the specific form from the Active Directory and parks it at Formdesk. The connector then receives a ticket number from Formdesk and starts the form using this number. Formdesk already pre-fills the corresponding data on the form.
 

Auto login
Using the function SignOn, users who are already logged in on your system (network, intranet, etc), can automatically be logged in on Formdesk and create a so-called 'Single SignOn'. This applies to both Formdesk users and visitors of a Formdesk form (if the option user must be able to maintain own entries is used). The user must be registered within your Formdesk account. Your system doesn't need to know the Formdesk login. A unique item like the name or email address is sufficient.

Case:
An organisation uses several Formdesk forms for internal purposes such as a leave application form, travel expense form, request forms for new PC , telephone, access pass, etc. The URL's to these forms are placed on the intranet. It is desirable for the employee to have a list of earlier requests, but no need to log in each time.

The employee is logged onto the intranet and is known by 'the system' when opening the form. The organisation has developed a connector for this purpose. The URL on the intranet doesn't refer directly to the form but to the connector. When the user clicks the link the connector will log in the user using the user's email address and will then open the form.

Tip: the API also includes several functions for maintaining form visitors, like creating new visitors. This will enable you to have your system manage the entire complete of Formdesk users.

Tip: it could also be of interest for data stored within your own system to be filled-in automatically on a form (pre-population). For this purpose, use the Park function.
 

Exchange form entries
Besides manually downloading form entries from within your Formdesk account, you can also use the webservice for data exchange. For example, to have completed forms automatically included in your Bookkeeping, Order-entry system, etc. The connector that needs to be developed for this purpose, can download and process newly filled-in or edited forms at set intervals. Benefits for the user of the webservice are:

• Completely automated processing of data is possible;
• Formdesk checks which form entry has already been retrieved and which hasn't. When an entry is altered, it will be offered once again for retrieval;
• It's possible to use Filters;
• If applicable, files that were sent in together with the form can be downloaded;
• The filled-in form can be downloaded as PDF;
• After exchange, the entries can be removed if so desired.
 

Edit form entries
The webservice contains functions to add, edit and remove form entries. When adding or editing, you have the choice to start the post form submission process, such as having email messages be sent.
 

Edit form visitors
If, for a form, you use the option user must be able to maintain own entries, the users must register before they can fill in the form. The webservice contains functions for automatically adding, editing or removing registrations. For example, in combination with the function 'SignOn' a Single SignOn can be created.