Staff Guide
DKForm Finder

DKForm Finder is the administrator app of the DKForm Paperless System. While DKForm Fill lives on the customer-facing device collecting forms, DKForm Finder is where you — the business owner or office staff — search completed forms, see dashboards, manage system-wide settings, and push out new or updated forms to every DKForm Fill device on your account. Think of it as the "back office" to DKForm Fill's "front counter."

1. What DKForm Finder Does

DKForm Finder connects to the same iCloud account as your DKForm Fill device(s) and gives you:

• A dashboard — at-a-glance totals and trends for completed forms.

• Search — find any completed form by name, phone number, AP number, or date, then view, download, or remove it.

• Centralized settings — change form categories, terminology, and date formats once, and every DKForm Fill device on your account picks it up automatically.

• Form distribution — upload new or updated fill-in form templates so your staff devices can sync and start using them.

• Optional deeper tools — a raw iCloud file browser and admin tools for search-index maintenance, for when you need to look under the hood.

Everything is backed by your own iCloud Drive — the same data ownership and no-lock-in principle as DKForm Fill.

2. First Launch

The first time DKForm Finder opens, it offers to upload four sample completed forms to your iCloud account so you can explore the app's features safely before real customer data is involved:

• Tap Yes, upload sample files to try Search, Dashboard, and the other tools with sample data.

• Tap No, don't upload sample files to skip straight in (recommended once you're already comfortable with the app, or if you're setting this up against a live account with real data).

This prompt only appears once.

Tabs

Tab Purpose

Dashboard Totals and trends at a glance.

Statistic (only on select accounts) Deeper custom analytics, when configured for your business.

Search Find, view, download, or delete specific completed forms.

Browse (optional) Raw folder view of everything in iCloud.

Tools (optional) Distribute forms, manage system settings, maintain the search index.

Settings Turn optional tabs on/off, set a passcode.

Support App info and contact details.

Browse, Tools, and Settings are passcode-protected out of the box (default 1234) so that if this app is ever on a shared device, casual users can't wander into settings or raw files. Change this the same way as in DKForm Fill — see Section 7.

3. Dashboard — Your Daily Overview

The Dashboard tab gives you a fast read on how things are going:

• Total Consent Forms — every completed form currently indexed.

• This Month's New Forms — how many came in during the current month.

• Monthly Trend chart — a bar chart of completed forms over the last 12 months, so you can spot busy seasons or slow periods at a glance.

Pull down or tap the refresh icon (top right) to update these numbers at any time. The "Last updated" timestamp tells you how current the data is.

At the bottom of the Dashboard is a Process Forms status card. This runs automatically in the background — it checks that every completed form uploaded from DKForm Fill has been properly counted in the search index, and quietly catches up on anything missing. You generally don't need to touch this; tap it to expand and see status details if something looks off (e.g., numbers not updating after an upload).

Note: If iCloud isn't signed in or reachable on this device, the Dashboard will tell you plainly instead of showing stale numbers — sign into iCloud in the device's Settings app and try again.

4. Search — Finding a Specific Form

This is where you'll spend most of your time day to day.

1. Go to the Search tab.

2. Type into the search box — it matches against customer name, phone number, or AP number (your business's terms for these fields may differ; see Section 6 on Display Mapping).

3. Optionally narrow by Start Date / End Date.

4. Results appear as a list, each showing the form type, customer name, phone, date, and any other identifying fields captured on that form.

5. Sort results Ascending or Descending by date using the toggle above the list.

For each result you can:

• Download — saves a copy of that completed PDF to this device's local "Downloaded Documents" folder (visible in the iOS Files app), where you can share it onward via email, AirDrop, etc.

• Delete (if enabled — see Settings) — moves the form to a TrashBin folder in iCloud rather than deleting it outright, so it isn't gone by accident. A confirmation is required before this happens.

Search stays current automatically as new forms are uploaded from DKForm Fill devices and processed by the background indexing described in Section 3.

5. Browse — Raw File Access (Optional)

If you enable File Browsing in Settings, a Browse tab appears that lets you navigate your entire iCloud Drive folder structure directly — folders, PDFs, and JSON files as they actually exist in storage.

From here you can:

• Drill into any folder.

• Preview a PDF or JSON file directly.

• Download a file to this device.

• Delete a file (moves it to a TrashBin folder first; deleting again from inside TrashBin asks you to confirm permanent removal).

This is a power-user feature — most day-to-day work should happen through Search and Tools instead. Browse is there for troubleshooting or when you need to see exactly what's stored where.

6. Tools — Distribution & System Settings (Optional)

If you enable Advance Tools in Settings, a Tools tab appears with the following:

Manage Cloud Hosting Settings

This is the single most important admin screen — changes here apply to every DKForm Fill device signed into the same Apple account, the next time each device syncs:

• Date Format — controls how dates are written on newly filled-in forms going forward. (Forms already filled in keep whatever format was active when they were created, so past records stay consistent.)

• Form Categories — the tabs your staff see on the "Pick a fill-in form" screen in DKForm Fill, letting you group forms (e.g., "Intake," "Consent," "Events"). Each category has a display name and an internal "compare token" used behind the scenes.

• Display Mapping — lets you relabel built-in system terms to match your business's own language. For example, if your business calls a customer's ID an "AP Number" internally but customers see something else, you can set the label shown in the app without touching the underlying data. A few of these mappings are required by the system and can't be deleted, but you can always customize their wording — or reset back to the default.

• Customer Code — a unique code identifier for this account/customer if you use one.

You can also export your current settings to a file (useful as a backup, or to hand to us for support) and import settings from a file — handy when replicating a setup across accounts or restoring after a mistake.

Manage DKForm Entries

This is how new or updated fill-in form templates make it out to your staff's DKForm Fill devices:

• Upload a single .dkform file, or Upload Multiple from a folder of them at once.

• Each entry can be reviewed, renamed for display purposes, or archived (retired from the "start a new form" list on staff devices, without deleting any forms already filled in from it).

• Once uploaded here, staff devices will see the new/updated form the next time they tap Sync on the "Fill In Form" screen in DKForm Fill.

(Custom .dkform templates are typically something we build for you as part of a consulting engagement — see Section 8.)

Search Index Maintenance

Three tools keep Search, Dashboard, and Statistics accurate:

• Validate Search Index — quickly compares what's actually in iCloud against the search index and reports any mismatches, without opening every file. Fast — use this first if something looks off.

• Download Search Index — force-refreshes this device's local copy of the index from iCloud. Use if Dashboard or Search results look outdated after checking with Validate.

• Build Search Index — a full rebuild that scans every PDF in iCloud from scratch. This can take a long time on a large account, so it's best run after business hours, and should rarely be needed — the background "Process Forms" step (Section 3) normally keeps things current on its own.

7. Settings

Setting What it does

Enable File Browsing Shows/hides the Browse tab.

Enable Delete on Search Shows/hides the Delete button on search results.

Enable Advance Tools Shows/hides the Tools tab.

Enable Debug Mode Surfaces extra technical detail, mainly useful when troubleshooting with support.

App Passcode Protects Browse, Tools, and Settings from casual access.

Set your own passcode here rather than leaving the default 1234 in place, especially if this device is shared or visible to staff who shouldn't be editing system-wide settings.

Note: unlike the Cloud Hosting Settings in Section 6, these toggles and the passcode are local to this specific device — they don't propagate to other devices on the account.

8. Getting Custom Forms Built

DKForm Finder ships ready to manage forms, but the actual form templates — tailored to your specific intake process, consent language, or business workflow — are typically custom-built. Reach out via the Support tab, or DKFormPaperless@outlook.com, to discuss a custom .dkform template for your business.

9. Quick Troubleshooting / FAQ

Q: Dashboard says "iCloud Required" or shows no numbers.
A: Make sure this device is signed into the same iCloud account used by your DKForm Fill device(s), and that it has an internet connection.

Q: I uploaded forms from DKForm Fill but they're not showing up in Search.
A: Give it a moment — new uploads are picked up automatically by the background "Process Forms" step on the Dashboard. If it's been a while, open the Dashboard and check the Process Forms card for errors, or run Validate Search Index from Tools.

Q: I changed a setting in "Manage Cloud Hosting Settings" but a staff device isn't showing it.
A: These settings sync to each DKForm Fill device automatically in the background, and also whenever that device opens its "Pick a fill-in form" screen. If it's urgent, have the staff member force it by tapping Sync there.

Q: A form I deleted from Search — is it really gone?
A: No — it's moved to a TrashBin folder in iCloud, not permanently deleted. You (or we) can recover it from there if needed.

Q: I don't see a Browse or Tools tab.
A: These are optional and off by default. Turn them on in Settings.