|Shana Informed Filler User Guide
For help with Shana installation and
setup, go to the Shana Informed Filler Setup Guide.
Shana Informed Filler will allow you to fill-in forms online, save the form on your
local PC or LAN, e-mail the form, digitally sign an electronic signature, and route the
form through several recipients. Many of the forms can do extensive calculations or have
extensive edits, choice lists, remember previously used values, and other handy
time-saving features. Later versions of a form may submit the data to a database.
Here are some hints:
Names of things
|Informed Filler is the program you open on your PC to work with
Shana forms. For short, we generally refer to the forms as Shana forms.
the company that created the software. However, in April 2003, Shana was bought by
Launching Shana Informed Filler forms:
|There are a couple ways to start up a Shana form.
- From the web. One way is to use the forms index and simply click on the
hyperlink. Informed Filler will open with the form in it.
Note: with Informed Filler version 2.7.1, when you launch a 2nd form from the web,
you will get an error message.
Close the form already open in Informed Filler
- From within Informed Filler. The other, and perhaps more common way for
regular users, is to open the form from within Informed Filler. First use Start, Programs,
Informed, Informed Filler to open program and then do a File, New Document. Then select a
form from the ones stored locally on your PC (note they will update automatically to
current versions) or select Services and browse either the public or internal Shana forms
- Like any other document. Lastly, if you ever double click on a saved
Shana eform, Informed Filler will open, much the same as Word or Acrobat open for their
respective file types.
Template version updates:
|When you open or start a new form, there is a check to see if
there are any new versions of the template. If there is, the template can be updated
automatically. Please click the "Update" button if you get prompted with a
message like "A new revision of the template is available. Would you like to
update your copy now...?".
Server Host Names for use with Shana
UPDATE AS OF AUG 6, 2014
new IMAP Host name is now E3PCAS.BCGOV
(likely only needed for users who have undergone the Exchange migration,
some users may still need the E7CAS.BCGOV mentioned below)
Host name for electronic signatures on Shana forms has changed. It is no
longer quiver.idir.bcgov but now must be entered as E7CAS.BCGOV or
E3PCAS.BCGOV . Once you double click the signature field and the
log-in prompt appears, click the setup button and enter E7CAS.BCGOV or
in the IMAP Host field. User name should be IDIR\
followed by your IDIR ID. If you have different alias in the GAL than
the IDIR ID, it needs to be included as a following \alias name after
the IDIR ID.
If a user is having issues accessing the forms,
confirm that they have Shana InformedFiller 3.5.3 FLNRO PO installed on
their machine. Can be downloaded from the Self Serve Software Centre
https://selfservecentre.gov.bc.ca/ if the person has a refreshed
UPDATE AS OF SEPT 2011
Up until September, 2011 a
server named quiver.idir.bcgov
was used to direct Shana signatures to the server of each user (it was
like a wild card). This has now been replaced by a server named
If you are having
trouble signing a Shana form, please do the following:
Click on the signature field of a Shana form.
Click Setup from the signature prompt and look at the IMAP host. As
mentioned above, the default is
quiver.idir.bcgov (although it may have
been set to something else). Change this to say
E7CAS.BCGOV and select
OK. Fill in your password and see if it works. This will only have to be
done once for all Shana forms.
For signatures, we in the ministry use the same userid/password and Exchange email
server we use everyday.
To sign a form,
- Double click on the signature field to sign.
- If given a choice, choose I-Sign (IMAP). Note: you can use Edit, Preferences, Security
and set your preference to this so it no longer prompts for a choice.
- If this is your
- Overtype the
???? portion of the default fsmaster/???? with
- Overtype the
fsmaster portion with your domain (these
days its most likely idir).
- And make sure its a
forward slash between them
- For example,
will remember this so you only have to do it once.
- Enter your usual password and click OK.
If not ok (if it does not work)
- Password correct? Make sure you entered your password correctly.
Passwords are case sensitive, so enter the correct uppers and lowers as
- Password contains special characters?
We have an intermittent problem where a user cannot sign in
Informed Filler because their IDIR password includes special
characters (i.e.: #, ?, $). The solution is to change your
password to something that only includes letters (upper and lower)
and numbers (i.e.: Pumpkin34). To change your password, select Control+Alt+Delete. Next select Change Password.
- Domain correct? If your domain is not fsmaster, overtype that with your
correct domain, e.g.., idir/fbeinhau.
- Forward slash? Like idir/fbeinhau
- Is your alias different? if your email alias and userid are not the
same, then you need to add your alias, i.e., enter
your Exchange alias, pretend you are sending an email to yourself, double-click
on your email id to see the properties of your email account, then use the value you find
there for Alias. As an example, idir/kblakem2/kblakemo.
- IMAP host? Click Setup from the signature prompt and look at the IMAP
host. It should be set to
E7CAS.BCGOV If it isn't, you
will have to change it (ministry staff
click here for
- Expired? Make sure you password hasn't
For Industry/External Users
Filling in fields:
|Move from field to field with tab key or place cursor with
mouse. Fields may have a "pop-up" choice selection. One trick, you can type into
a number field values like =5+2+3 and it will compute the total, i.e., 10.
Edits and calculations
|Many fields may have time saving features and already be set
up as date fields, numeric fields, or check boxes. Other fields may provide you with
choice lists to make completing a form easier. Many fields may also be display only
and calculated for you, for example, totals, taxes, and other calculations, so you no
longer have to manually calculate these.
|To "remember" the contents of the form field for
automatically filling the next time the form is opened, press "Control L" (or,
from menu select Cell, Memorize).
Saving form data:
- By default, form data is saved to a default location on your PC (c:\Informed\Data)
however, you can save it anywhere, much like a Word document.
- If you email a form, like any email attachment, it is saved with your sent items.
- There is a find function (Data, Find) that can search for data in one or more forms in
your opened file.
- Annotation can be added with a "sticky note" under Edit/Place Note function
Exporting & importing data:
You can export data from Shana forms to a coma or tab
delimited text file (with version 3, also to XML/Xforms). This is useful if you want to
use the data in another application such as Word, Excel, or Access. Conversely, you can
import data from tab delimited text files, dbase, or XML/Xform (version 3) to get data
into a Shana form from another application.
For more info on
this and an example MailMerge click here.
|You can send the form from within the Filler. Use File, Send.
In many cases there are default "routes" you can choose. These create
pre-formatted email messages for you, saving some time. The email is sent, received, and
managed like any other email message. Form only, data only or both can be e-mailed with
any number of attachments. The user has a choice of e-mail systems in a "pop-up"
Routing a form:
|Use File, Send to email a form. Some forms may have default
routing you can choose. To edit your email preferences, choose Edit, Preferences, Mail to
change your default email service. Or use same to add or amend suggested routes.
|Many of the Shana forms generate a unique instance number by
calling the web server to get a number. In cases when you are not attached to the network
this number will be blank. To fill it in later, one trick is, when network attached, to
use Database Duplicate to generate a record with a number then delete the record that
hasn't the number.
Creating an archive of forms:
|If you generate many of a particular form, you may find it
useful to make one file (use a name of your choosing) and always use it. Then for new
forms, you can use either Database Add or Database Duplicate (especially useful for
re-using the data and saving re-keying). Or if you are on the receiving end, you may find
it useful to create an archive all in one Shana file. To do this, save the first form with
a filename of your choosing, and then for subsequent forms, open this and either (a) drag
Shana forms from your email, to your desktop, then on top of Shana (doesn't drag
directly), or, (b) use Import and import the Shana eform into your archive.
More Help Using Shana Forms
More help is available from within the Shana Informed Filler client installed on your
PC. From the Informed Filler menu, select Help, Contents.
Also, many Shana forms will have help files linked from the forms index that will guide
you in their use. Or the Shana form may have hyperlinks to procedures and other guides.
Electronic Signatures using Informed Filler
When you sign a Shana eform, it adds your identification, a timestamp, then locks the
fields you have entered and creates a "hash" or fingerprint that can be used
later to determine that the data in the form is in fact original (it has not be altered).
Shana supports a number of signature choices. With Shanas I-Sign, you can use
your email userid and password as a signature. Also supported are Entrust certificates and
CryptoAPI based certificates such as Verisign.
To sign, you double-click on a signature field then select the signature choice you
wish to use. You then enter your password. If you have signed something within the last 5
minutes, you will not be prompted for your password.
Initial Setup for Electronic Signatures (for ministry or industry/external users)
Here is a summary on how to first set them up:
For more information, contact the ministry Forms Office
using this Feedback link.
Revised: August 06, 2014, js