Web Forms Desktop Information Technology /Records Management

ESE Guide 

to the Web IEP 

LiquidOffice 

Web Forms Desktop 

i


Information Technology /Records Management 

Table of Contents 

1 Login to LiquidOffice..................................................................................................................... 1-1 

1.1 Access from Work ................................................................................................................. 1-1 

1.2 Access from Home ................................................................................................................ 1-2 

1.3 Sign Off ................................................................................................................................. 1-2 

1.4 Time Out Feature .................................................................................................................. 1-2 

1.5 Save For Later ...................................................................................................................... 1-2 

2 Overview of the LiquidOffice Desktop ........................................................................................... 2-1 

3 Customize Desktop Profile ........................................................................................................... 3-1 

4 Find the IEP in LiquidOffice Folders.............................................................................................. 4-1 

4.1 Open the IEP ........................................................................................................................ 4-1 

5 Fill and Submit an IEP .................................................................................................................. 5-1 

5.1 Retrieving previously entered student data. ........................................................................... 5-1 

5.2 Fields and Form Functions .................................................................................................... 5-1 

5.2.1 Date Picker .................................................................................................................... 5-1 

5.2.2 Radio Buttons (single choice option) .............................................................................. 5-2 

5.2.3 Check Boxes (multiple choice options) ........................................................................... 5-2 

5.2.4 Buttons .......................................................................................................................... 5-2 

5.2.5 Drop-Down Menu (single choice) ................................................................................... 5-2 

5.2.6 Drop-Down Menu (multiple choice selections) ................................................................ 5-2 

5.2.7 Required Fields ............................................................................................................. 5-2 

5.2.8 Text Blocks .................................................................................................................... 5-3 

5.2.9 Print Button.................................................................................................................... 5-3 

5.2.10 Page Numbers............................................................................................................... 5-3 

5.2.11 Go Button ...................................................................................................................... 5-3 

6 Complete the IEP ......................................................................................................................... 6-1 

6.1 Send the Form to Another ESE Employee ............................................................................. 6-1 

6.2 Finalize the Form at the End of an IEP Meeting ..................................................................... 6-3 

7 Receiving IEP in Your LiquidOffice Inbox ...................................................................................... 7-1 

7.1 Inbox Columns Defined ......................................................................................................... 7-1 

7.2 Inbox Buttons Defined ........................................................................................................... 7-3 

7.3 Search .................................................................................................................................. 7-3 

8 Attachments ................................................................................................................................. 8-1 

8.1 Convert a File to PDF ............................................................................................................ 8-1 

8.2 Add an Attachment ................................................................................................................ 8-2 

8.3 View or add an Attachment .................................................................................................... 8-2 

8.4 Managing Attachments .......................................................................................................... 8-3 

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9 Sent Items.................................................................................................................................... 9-1 

9.1 Viewing Sent Items................................................................................................................ 9-1 

10 Saved Items ............................................................................................................................... 10-1 

10.1 Viewing Your Saved Items................................................................................................... 10-1 

10.2 Delete Saved Items ............................................................................................................. 10-1 

11 Deleted Items ............................................................................................................................. 11-1 

11.1 Accessing Your Deleted Items Folder .................................................................................. 11-1 

12 Other Training ............................................................................................................................ 12-1 

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1 Login to LiquidOffice 

You may access the IEP located in the LiquidOffice Desktop from: 

A District computer 

A remote location such as home 

If you encounter problems sign-in into the LiquidOffice Desktop call the IT Service Desk at 242-4100 

or PX 44100, press 2 and tell the service desk staff you have an LiquidOffice IEP problem/question. 

1.1 Access from Work 

1. Open the District web page 

2. Click Forms 

3. Click Web Forms Desktop (ESE personnel are LiquidOffice licensed 

users and have permission to access the LiquidOffice Desktop.) 

4. Enter user name and password. (The same user 

name and password you use to login to your 

computer.) 

NOTE: If you receive the following notice, 

click close 

call the IT Service Desk at 242-4100 or PX 44100 

press 2 

tell the service desk staff you are an ESE employee 

an cannot access the LiquidOffice IEP 

1-1



1.2 Access from Home 

Click the Web Forms Desktop Icon 

The District network login window will open 

Enter ADMIN\ before you enter your user name (Ex: 

ADMIN\seastman) 

Enter your normal District network password. (The same 

password that allows you to login to your computer at 

work.) 

Enter your user name and Password in the LiquidOffice 

Sign in window 

1.3 Sign Off 

To exit LiquidOffice Desktop 

Click the Sign Off tab in the upper left corner of the 

desktop. 

You will be directed to the sign-in window. 

Click file in the menu bar and click exit, or click the X in 

the upper right hand corner of the screen. 

1.4 Time Out Feature 

Similar to TERMS and your computer security settings, LiquidOffice Desktop times-out or disconnects 

from the LiquidOffice Server after 2 hours of non-use. To reconnect click the Sign-Off tab above your 

name and reenter your name and password. 

If the desktop times-out while you are working on a form, you will not be able to submit the form until you 

log back into the desktop. Minimize the form you are working on and sign back into the desktop. 

Maximize the form and submit. 

1.5 Save For Later 

If you need to stop working on an IEP form and would like to continue later you may save the IEP web 

page as a draft in your LiquidOffice desktop. Choose Save for Later in the drop down menu of the Go 

button at the end of the form. 

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A draft of the form will be saved in your LiquidOffice Desktop Inbox. You may open the daft and 

continue working on the form at any time. 

For assistance with the Save For Later 

feature, 

Click on the Video Training icon 

on the Records Management 

screen. 

Select the Save For Later video. 

1-3



2 Overview of the LiquidOffice Desktop 

Your name appears in the upper right corner of the screen. Only you can view your desktop. 

The LiquidOffice Desktop provides an intuitive interface for using, routing, approving, tracking and 

processing online forms. It consists of folders and links that allow you to manage and view forms. The 

desktop is organized by the following tabs: 

Folders 

Inbox 

Sent Items 

Saved Items 

In the upper right corner of the desktop window, under your name, the following icons are located: 

About describes the LiquidOffice Program 

Help ? provides help specific to the folder you are currently viewing 

Deleted Items contains all deleted items up to 14 days after deletion 

Page number toggles are located below the icons. 

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3 Customize Desktop Profile 

The Customize screen provides additional actions that can modify the desktop. 

Notification – If this function is 

checked any forms sent to your 

LiquidOffice inbox will active a 

notice to your Outlook e-mail 

account 

Automatic Forwarding - Use 

this function to forward forms 

sent to your inbox to another 

user. 

Start Up - You may change 

what LiquidOffice folder first 

appears when you open your 

web desktop. The default start 

up is the Folders Tab. 

Appearance – Use this function 

to change the number of forms 

visible in your windows and the 

color of your desktop. 

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4 Find the IEP in LiquidOffice Folders 

You access the IEP web pages from the Folders tab of the LiquidOffice Desktop 

Each folder may contain 

multiple forms or 

documents. The total 

number is listed in the 

second column under the 

Documents heading. 

4.1 Open the IEP 

1. Click the Folder tab if it is not active 

2. Find the ESE folder 

3. Click the folder to open it 

4. Click the “Individual Education 

Plan PBSD 0659” form name. This 

will open the web form. 

This icon 

opens the PDF version of the IEP. 

Everything you enter in the web form will 

also appear in the PDF version. 

NOTE: The web IEP is the form you will complete and route. The PDF file is available for the convenience 

of saving and e-mailing the IEP or for obtaining a full page printable copy of the IEP. 

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5 Fill and Submit an IEP 

This guide provides information on how to complete the web IEP form, 

such as how to enter data in fields and how to submit and route the form. 

This guide Does Not supply information on what should be entered into the 

fields. 

5.1 Retrieving previously entered student data. 

At the end of an IEP meeting the ESE Contact finalizes (chooses routing completed in the routing 

window) to send the data to the ESE’s centralized data base. This data can be retrieved into a blank IEP 

by completing the steps outlined below. Only ESE personnel may retrieve IEP data. 

1. Type the student number in the ID # field 

2. A window appears indicating data is being sent to 

the server. The form is looking for information 

concerning this student in the current data base. 

3. Click OK. If data is available some or all fields will 

automatically fill depending on what data was previously entered. 

5.2 Fields and Form Functions 

The following pages contain information concerning the different types of fields you will encounter in 

the IEP. This section provides a quick reference to each of the fields. 

5.2.1 Date Picker 

Most date fields are formatted as “Date-Picker” fields. These fields provide a calendar in which to 

choose the correct date. You may use the calendar or type the date in manually. However, you must 

type the date in the correct format MM/DD/YYYY. 

Click the calendar icon that appears when you 

enter the date field to activate the date-picker. 

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5.2.2 Radio Buttons (single choice option) 

To activate click Circle 

Once the group is activated you cannot deactivate it 

5.2.3 Check Boxes (multiple choice options) 

To activate click check box 

Check box again to deactivate 

5.2.4 Buttons 

Directed be directed to a message, video, form or 

other item click button 

5.2.5 Drop-Down Menu (single choice) 

Click down arrow located on the right side of field 

to view the drop-down menu 

To choose item click item in list 

If available, click other and fill in the field 

5.2.6 Drop-Down Menu (multiple choice selections) 

To pick items in a row 

1. Click the item first item drop-down menu 

2. Hold the Shift key 

3. Click the last item 

Sample of drop-down multiple choice menu 

To pick items that are not consecutive 

Hold Control key down (Ctrl) 

Click each item 

5.2.7 Required Fields 

Required fields are outlined in red. You will not be permitted to submit 

the form without completing these fields. 

5-2



5.2.8 Text Blocks 

All text blocks are controlled in the 

number of characters that can be 

entered. Single line text boxes should be 

limited to the visible space available. Any 

text longer than the visible space will be 

truncated when the form is printed. 

Text blocks that permit additional 

lines must be limited to 255 

characters. If a longer text is input, 

a message appears and requires 

the user to reduce the length of 

text to the appropriate length. 

5.2.9 Print Button 

All completed IEPs MUST BE PRINTED AND 

PLACED IN THE STUDENT’S ESE FOLDER. 

Print before you click the submit or “Go” button 

A print button is provided on all IEP pages 

except the IEP main web page 

5.2.10 Page Numbers 

Page number fields must be completed manually. Because each IEP 

is unique and may contain multiple pages, the page numbers on 

5.2.11 Go Button 

each web page cannot automatically fill. 

After completing the IEP web page, select one of the available Submit Action options from the droplist 

on the form and click GO. 

Submit: This action will permit you 

to send the form to another 

licensed user OR finalize the form. 

Save For Later: Saves 

changes made on a form and 

places a draft in your Web Forms Desktop Inbox for later completion. 

Reset: Clears all of the information previously entered on the form. You lose all information 

entered. 

Cancel: Closes the form. You lose all information entered. 

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The options for the Go Button change once a form has been initially submitted. If the IEP has been 

sent to you from another user your “Go” options are: 

Approve: Only users in the Approver role can approve forms. 

Reject: Rejecting the form sends the form back to the last person (licensed user) who submitted 

the form to you. 

Note: If the form was sent to you from a General Ed Teacher not an ESE Employee you CANNOT 

use the reject function in LiquidOffice 

o 

o 

You will be prompted to 

decide if you are sure you 

want to reject the form. 

Always write a note in the 

note field explaining why you 

are rejecting the form. 

Transfer: Allows you to choose another user to send the form to. 

Save For Later: Saves changes you made to a form and stores it in your Inbox as a draft. 

Reset: Clears all of the information previously entered on the form. 

5-4



6 Complete the IEP 

The “Routing for Form” window 

(below) will appear after you choose 

Submit and click Go. 

It is made up of three sections: 

Send To 

Notes 

Copy Final Document 

6.1 Send the Form to Another ESE Employee 

At this point you may choose one of two actions: 

Send the form to another Licensed user (ESE personnel only) 

Finalize the form at the end of an IEP meeting 

1. Click user 

2. Chose the user from a drop-list (previous recipients are displayed) 

6-1



If the name does not appear in the drop-down list search for a user name using the following steps: 

Click the Search button 

In the “Search For” field type 

name 

In the next field chose Everywhere 

In the next field chose from the 

drop down menu “contains” 

because it is a safer search. 

“Exact match” would restrict the search to a very limited range of values. You may then select the proper entry 

from the list that is displayed. 

Click Search 

 

Check the circle next to the name 

Click OK (located in the right corner of the 

screen) 

The search window will close and the 

employees name will appear in the user field. 

You can only direct the form to one employee 

at a time. 

If the name does not appear after you initiate a search you may receive the following message. 

Check the employee name for spelling 

errors 

Try a different spelling such as James 

for Jim 

NOTE: All ESE personnel are licensed users and should show up in the LiquidOffice license list when 

initiating a search. If the person you are trying to send a form to is an ESE staff member and is not 

showing up in the LO License list, call IT Service Desk at PX 44100. 

3, Rename the subject line. (What you enter will appear in the user’s inbox subject line.) 

4, Type notes in notes box. Notes are archived with the form. 

Notes are located below subject line of each form in the user’s inbox and can also be accessed by 

clicking on notes icon (located in the notes columns of the Inbox, Sent Items, or Saved Items of 

the web desktop). 

5. Click Send 

6-2



6.2 Finalize the Form at the End of an IEP Meeting 

This action will: 

Finalizes the IEP (becomes a read only copy and cannot be edited) 

Enters data in data base 

IMPORTANT NOTE 

After finalizing (routing completed) the forms 

you CANNOT send or change the IEP. 

To make changes to a finalized IEP such as an interim or modified IEP 

you must retrieve the data from the finalized IEP into a blank form. 

Make certain your change the current date before resubmitting the 

modified IEP. 

Sends a read only copy of IEP to your LiquidOffice Desktop Inbox 


If you forgot to print the IEP click the Back Button to go back to the 

form. 

1. Click “Routing Completed” 

2. Change subject line 

3, Add Notes 

6-3



4. The IEP will always send a final copy to the “Originator” and the ESE Central Administrative account “ 

AAA LO ESE Admin”. If your name is not already listed in the Copy Final Document list you may wish to 

add your name to the list. 

5. To add your name to the recipients click the search button and follow the search instruction. 

6. Click Send 

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7 Receiving IEP in Your LiquidOffice Inbox 

You will receive an e-mail message such as the 

example when an IEP is sent to your 

LiquidOffice inbox. 

Click the LiquidOffice Inbox link to sign-in to 

your LiquidOffice desktop. Click the Inbox tab 

and the submitted IEP will be visible. Click the 

form to open. 

NOTE: Your inbox holds active and final copies 

of forms. Forms disappear from your inbox when they are sent to another user or are saved in Saved 

Items. Only final copies (forms that are no longer active) can be saved in the Saved Items. 

7.1 Inbox Columns Defined 

An IEP that is sent to you will arrive in your 

LiquidOffice Inbox. 

Definitions of the Inbox properties are listed 

below (left to right) 

Select Use the check box to select 

items to save, reject/delete or transfer. 

Importance – Function not available at this 

time. 

Trace Route Allows you to view the 

trace route of the IEP. When you click the 

icon the window shown below appears. 

Listed in this window is a complete 

summary, including names, dates, and 

times, of the routing history of the IEP. An 

IEP web page that is sent to you from a 

General Education Teacher or non ESE 

staff member (non-licensed user) will indicate the form was received from an anonymous user. 

7-1



Status – The status 

of the IEP is defined 

by the icon displayed 

in the status column: 

The status icon most 

likely to appear in 

your Inbox will be the 

final copy icon 

no icon at all. 

or 

Notes If this icon appears the IEP web page has notes 

associated with it. Click the icon to view the notes. 

Attachments If a paper clip icon appears the IEP web page has an attachment associated with it. A 

green plus sign in this column indicates you may attach items to this IEP web page (see 8.0 page 22) 

Form – The form icon represents the form type PDF or HTML (Web or e-form) generally you will 

use the web icon. 

Name/Subject – You can toggle back and forth between the form Name and Subject. The subject 

changes when you retype the subject line during the sending process (Page 17 # 3). Otherwise the name 

and subject will be the generic IEP web page name. 

Originator – Name of the person who 

submitted the IEP web page to you for 

approval or initiated the process. The IEP 

web pages available to teachers are 

published for anonymous use (general 

education teacher or non ESE personnel) 

and the originator will not be named. 

Sender – Name of the person who sent the 

IEP web page to your in box. The IEP web 

pages available to teachers are published 

for anonymous use (general education 

teacher or non ESE personnel) and the 

sender will be named anonymous. 

Received – Date and time the form was received. 

7-2



7.2 Inbox Buttons Defined 

Several buttons in the upper right side of the inbox become active when you select a form by clicking the 

select box 

to the left of a specific form. 

The Save button allows you to archive final copy forms to your Save Items 

folder. Final copy forms are those forms that are read only copies. A form 

becomes a final copy when the routing has been completed and the data is entered into the data base.) 

The Reject/Delete button rejects routable forms back to the user that sent the form 

to you or deletes forms that are ready only copies. You cannot reject an IEP web 

page sent to you from an anonymous user (general education teacher or non-ESE staff) 

The Transfer button transfers selected forms to another licensed user. 

7.3 Search 

The Search function permits you to quickly locate 

entries in the tab that is open. To find an IEP for a 

specific student, 

Select the Inbox 

Select the advanced search + 

Select Field Name 

Select contains 

Enter the student ID 

Click on Search. 

7-3



8 Attachments 

You may wish to add attachments to the IEP such as conference notes or evaluations. If you are 

attaching a completed OmniForm Filler form, convert the file to a PDF before you attach the file to the 

IEP. Do not attach OFM files. 

8.1 Convert a File to PDF 

In the example, a PBSD 1813 was selected to be attached to 

the IEP. The form can be saved for later or it may have 

been submitted and ready for attachment. 

The result is that the form will now be identified in 

the Inbox. . 

Select PDF to open the form. 

Save the PDF to a location within your PC. In the 

example, a new folder was created and labeled IEP. 

This method facilitates the ease of locating the form 

to be attached. 

The file should also be renamed to include the 

Student ID and a brief description of the form. 

The figure to the right depicts the result of a 

Browse to locate the required form. Note 

that it was saved in the IEP folder and 

named using the student ID and the form 

information. 

8-1



8.2 Add an Attachment 

1. Go to the last page and click the Attachment button. 

2. Chose file in the Type field 

3. Click the Browse button to search for the 

file. 

4. Locate the file and click Open. You will 

return to the Add Attachment window. 

a. The path to the file will appear in 

the Address field 

b. The name of the file will appear in 

the Title field 

5. Click the Add button (This action places 

the file in the attachment list) 

6. To delete the file check the box to the left of the file name and click the Delete button 

7. Click the Finish button 


DO NOT close the window with the window control button (X) in the upper right 

corner. This action will CLOSE THE FORM. 

8.3 View or add an Attachment 

If the IEP web page permits attachments a paper clip icon or green plus sign icon appears 

beside the IEP web page in the Inbox, 

To view attachments already associated with a form: 

Click on the paper clip icon 

in the form row. The Attachments page appears. 

Click on the title of the attachment , or the attachment icon 

to view the attachment 

8-2



8.4 Managing Attachments 

The purpose of LiquidOffice to provide an electronic traceable routing method for completed forms. 

LiquidOffice provides a method to attach files to accompany these forms. However, the application was 

never meant to be used as a long-term storage facility for your forms and attachments. 

If a form is submitted to your LO Inbox Folder and contains an attachment please consider the following: 

Do I need to route this on to someone else? 

o 

o 

If so do your need to route the attachment? 

Should I save the attachments to my computer and delete form LO? 

If this is a final copy, do I need to keep it? 

o 

o 

If you are not the person required to keep the “copy of record” you may not need to keep 

the form. 

Call Records Management if you are unsure. 

How long do I need to keep it? 

o 

If longer than 3 years you should save the PDF file and attachments to your hard drive, a 

USB drive m a CD etc. 

If I need to keep the form for three years do I need to keep the attachments with it? 

o Attachments take up space on the server 

o If you don’t need to keep the files with the form, save and delete the attachments before 

you save the form. 

8-3



9 Sent Items 

The Sent Items tab allows you to view the IEPs you participated in or originated. This tab displays the 

following: 

Form Name (or the Subject), 

Location 

Sent To 

Date Sent 

Originator 

o 

If the form was sent to you from a general education teacher or non-ESE staff member 

the originator will display as anonymous. 

Origination Date 

9.1 Viewing Sent Items 

Only form events originated by 

you have check boxes that are 

enabled. All other check boxes 

are disabled. 

1. Click Sent Items 

folder 

2. To view a form (readonly, 

can not be 

changed), click the 

form icon . 

3. To withdraw or redirect a form, select the check box beside the form and click one of the 

following buttons: 

a. Click Withdraw button to remove the form from the approval process. 

b. Click Redirect button to remove the form from the current Approver's Inbox and route 

the form to another Approver. 

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10 Saved Items 

When the IEP web page is finalized you will receive a final copy or read only copy in your Inbox. You may 

save this file in your Saved Items folder. 


If you select Save For Later in the Submit Action List of a form, 

the form will remain in your Inbox; it will NOT appear in your Save 

Items folder. 

10.1 Viewing Your Saved Items 

1. Click the form icon to view a read-only version of the form. 

2. Click the Saved Items folder. 

10.2 Delete Saved Items 

1. Select the check box beside the form you want to delete. 

2. Click the Delete button and the form will be deleted or moved to your Deleted Items. 

10-1



11 Deleted Items 

When you delete a form from your Inbox or Saved Items it will appear in your Deleted Items . 

Items are removed from the folder and archived every 14 days. 

11.1 Accessing Your Deleted Items Folder 

1. Click the Deleted Items icon in the top-right corner of the page. 

2. Deleted items are automatically removed from this folder after a set period of time. 

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12 Other Training 

Training videos are available at 

http://www.palmbeach.k12.fl.us/Records/FormSearch.asp 

Training classes are available in Course Registration at 

http://courseregistration.palmbeach.k12.fl.us/ 

Class title is “LiquidOffice Web-Based (E-Forms) Desktop Training 

9 in-service points 

SUPPORT FOR LIQUID OFFICE DESKTOP 

IT Customer Support Service Desk at 242-4100 or PX 44100 

Press 2 and tell the Service Desk staff you have a LiquidOffice IEP issue. 

12-1

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