It is possible to create digitised versions of forms within through the Forms module. Form groups are created at the highest level and individual forms are added to form groups. As an example you can create a Human Resources (HR) or Admin Group, within this group you can then create several forms, one might be for onboarding new staff whilst another might be staff leaving the organisation. Forms groups and their respective forms are created within the Edit forms tab.
1. Click on the Edit forms tab
2. Click on the ‘+ Add Group’ button
The + Add Group button is the top layer of the forms module, it is here that you can control which form relates to which area of an organisation, you are able to create groups and within each group create several forms.
3. Complete a Group short name and a Group long name
4. Click on the ‘Save’ button
Once a group has been created you are able to add a form to the group.
5. Click on the ‘Add Form’ button
6. Add in the ID for the form (usually a short, coded acronym) and a form name
7. Click on the ‘Save’ button
Once saved an Edit button is displayed under the Actions area (next to the recently created form). It is within this area that you are able to link this form to a workflow, create notifications and add created sections to your form.
*Note – After adding in the Form Group alongside the Form Number and Name the newly created form will be added within the Edit Forms tab of that subsystem, the form will not be visible though to end users at this stage (it’s still in draft or an inactive state). Once all sections of the form have been created you are able to activate the form for users. To do this ensure that there is a tick within the Active section for that form.
Once a form has been added to a group you can add pre-existing sections to it alongside creating rules or parameters regarding when this form is submitted, this is achieved through the Edit button within the Actions section.
1. Click on the ‘Edit’ button of the newly created form
The displayed area is where you can create the template foundations of your form.
Form Section:
This contains the details of the form itself, the form Number and form Name, plus the Form Group that this form sits in.
Existing Object required? – This is linked to the Registry module
Has Date – Do you want to record a date on this form
Has Time – Do you want to record a time on this form
Has Description – Do you want an area for a description to be recorded
Has Location – Do you want to record a Location
Workflow Link section:
The area where you can link this form to a workflow
Notifications To section:
Using the ‘+ Add’ button you can allow notifications to be sent to an individual, a Role, or an entire Department when this form has been submitted
Sections area:
This is where you can build different sections into your form
Clicking on the ‘Edit’ button or clicking directly onto a named section area allows you to amend the above, when the page is in edit mode all available sections that currently exist within the forms sections will be displayed, if you want to select one of these for this form click on the checkbox. If a section does not exist, you can create one and select it at a later stage.
2. Tick against the check box to include a section
3. Click on the ‘Save’ button to save your selections.