Skip to main content
Version: Next

Online Help Configuration

Introduction​

Online help allows you to configure contextual help that displays directly in forms to guide users in their input. This tool reduces input errors, improves user autonomy, and decreases the need for support (desk-side assistance).

Prerequisites​

Prerequisites
  • Functional Administrator or System Administrator rights
  • Knowledge of your organization's forms and business processes
  • Understanding of user blocking points or areas of confusion

Tool Access​

Access path: Configuration > Online Help menu

Direct URL: Custom/EXTEND/Help/OnlineHelpConfig.aspx

Management Interface​

Online help configuration

The management table displays all configured help with the following columns:

ColumnDescriptionExample
KeyUnique technical identifier of the helpProcessus, ApsType, HeaderMessage
LabelReadable description of the help content"Creation request-Process - all steps- EN"
FormType of document on which the help displays"Creation request", "Document"
Workflow stepSpecific step or all steps (*)"Manager Validation", * (all)
LanguageHelp language for multilingual supportFR, EN, ES

Available actions:

  • Edit icon (pencil): Modify help content
  • Delete icon (cross): Delete help rule
  • + Button (Add): Create new contextual help

Understanding the Mechanism​

Help Targeting​

Contextual help can be targeted according to three criteria:

  1. By form: Help displays on a specific form type
  2. By workflow step: Help displays only at a given step
  3. By language: Help adapts to the connected user's language

Display for User​

Depending on form configuration, help can appear:

  • As a clickable help icon next to a field
  • In a collapsible side panel
  • As an information bubble on hover
  • In a help section at the top or bottom of the form

Procedure: Create Help for All Steps​

To create general help visible on all steps of a form:

  1. Access Configuration > Online Help
  2. Click the + button to add new help
  3. Fill in the fields:
    • Key: Enter a unique identifier (e.g.: Guide_Creation_Request)
    • Label: Clear description (e.g.: "Input guide - Creation request")
    • Form: Select the relevant form type
    • Workflow step: Leave empty or enter * for all steps
    • Language: Select EN (or other language)
  4. In the content editor, write your help with desired formatting
  5. Click Save

Expected result: Help displays on all steps of the selected form for English-speaking users.

Procedure: Create Step-Targeted Help​

To display specific help during a validation step:

  1. Create new help or edit existing help
  2. Fill in:
    • Form: The relevant form type
    • Workflow step: Enter the exact step name (e.g.: Manager Validation)
    • Language: EN
  3. Write step-specific content:
    • Control points for validator
    • Validation criteria
    • Expected actions
  4. Save

Expected result: Help displays only when a user accesses the form at the "Manager Validation" step.

Tip

Create targeted help for critical steps where users have the most questions: validation, signature, closure.

Procedure: Create Multilingual Help​

To provide help in multiple languages:

  1. Create first help with parameters:
    • Key: Guide_Document
    • Form: Document
    • Step: *
    • Language: EN
  2. Write content in English
  3. Save
  4. Create a second help with the same parameters except:
    • Language: FR
  5. Write content in French
  6. Save

Expected result: Users automatically see help in their connection language.

WYSIWYG Content Editor​

The rich text editor allows creating formatted and illustrated help:

Formatting Features​

  • Text styles: Bold, Italic, Underline, Strikethrough
  • Colors: Colored text and highlighting
  • Headers: H1, H2, H3 to structure help
  • Lists: Bulleted and numbered lists
  • Tables: To present structured information
  • Links: Hyperlinks to other resources
  • Images: Screenshots and illustrations

Writing Best Practices​

Recommended structure:

# Objective of this step

[Short explanation of the purpose of input or action]

## Required fields

- **Field 1**: Description and input example
- **Field 2**: Description and expected format

## Points of attention

⚠️ Check that...
⚠️ Make sure to...

## In case of problem

Contact [person/service] at [email/phone]
Screenshot Tip

Annotate your screenshots with arrows and numbers to visually guide the user.

Help Content Examples​

General Help: Creation Request​

<h2>Welcome to the creation request form</h2>

<p>This form allows you to initiate a document creation request. Fill in all fields marked with a red asterisk (*).</p>

<h3>Required information</h3>
<ul>
  <li><strong>Document type</strong>: Select the category from the dropdown list</li>
  <li><strong>Title</strong>: Enter a short and explicit title (max 100 characters)</li>
  <li><strong>Description</strong>: Describe the objective and planned content of the document</li>
</ul>

<h3>Help</h3>
<p>If in doubt, consult the <a href="/documentation/user-guide">user guide</a> or contact support at support@company.com</p>

Targeted Help: Validation Step​

<h2>Manager Validation - Control Points</h2>

<p>As a validator, you must check the following elements before approving:</p>

<table>
  <tr>
    <th>Control Point</th>
    <th>Criteria</th>
  </tr>
  <tr>
    <td>Compliance</td>
    <td>The document respects the standard template</td>
  </tr>
  <tr>
    <td>Completeness</td>
    <td>All required fields are filled in</td>
  </tr>
  <tr>
    <td>Consistency</td>
    <td>Information is consistent with the context</td>
  </tr>
</table>

<p><strong style="color: red;">⚠️ Warning</strong>: By validating, you approve document distribution.</p>

Field-Specific Help: Revision Date​

<h3>How to enter the revision date?</h3>

<p>The revision date must be:</p>
<ul>
  <li><strong>After today</strong> (minimum 1 month)</li>
  <li><strong>Consistent with document type</strong>:
    <ul>
      <li>Procedure: Annual revision (1 year)</li>
      <li>Operating procedure: Semi-annual revision (6 months)</li>
      <li>Technical sheet: Quarterly revision (3 months)</li>
    </ul>
  </li>
</ul>

<p><strong>Example</strong>: For a procedure created on 01/15/2025, enter 01/15/2026</p>

Best Practices​

Writing​

  • Conciseness: Limit to 2-3 paragraphs per help
  • Simple language: Avoid technical jargon
  • Concrete examples: Illustrate with real cases
  • Visuals: Favor annotated screenshots

Organization​

  • General help: For introduction and general form context
  • Targeted help: For complex steps or error-prone steps
  • Hierarchy: Use headers to structure long help

Maintenance​

  • Review help quarterly to verify relevance
  • Update after each form or process evolution
  • Archive obsolete help rather than deleting (history)

Common Use Cases​

Request Process​

Objective: Guide requesters in initial input

Configured help:

  • General help on all steps: Explanation of overall process
  • Help on creation step: Detail of required fields

Validation Workflow​

Objective: Remind approvers of validation criteria

Configured help:

  • Help at "N+1 Validation" step: Managerial control points
  • Help at "Quality Validation" step: ISO compliance criteria

Complex Technical Form​

Objective: Explain automatic calculations and field dependencies

Configured help:

  • Help per technical field: Expected format, units, value ranges
  • Help on business rules: Explanation of automatic controls

Troubleshooting​

Problem: Help Doesn't Display​

Possible causes:

  • Workflow step name is misspelled
  • Selected form doesn't match
  • User language doesn't match help language

Solution:

  1. Check exact spelling of step name in workflow design
  2. Test with * for all steps
  3. Create help with test user's language

Problem: Help Displays on All Steps​

Cause: Workflow step is left empty or contains *

Solution: Modify help and enter exact name of targeted step

Problem: Formatting Doesn't Apply​

Cause: CSS conflicts with application theme

Solution: Use inline styles to force display:

<p style="font-weight: bold; color: #d32f2f;">Important text</p>

Last updated: 2026-01-14 | APS version concerned: 23.0+