All completed forms are stored on the profile of the employee that the form was about (the Subject). Depending on who the form was completed by, it will either be stored in the employee feedback section, or the manager's log. Access to each of these sections is controlled by the organisation's permission settings.
When a Form Instance is completed by an employee, a range of further actions can be created. From an employee perspective, the two key actions are Completion Receipts and Triggers. A completion receipt is an email copy of the form responses sent back to the employee, a supervisor or other specified people, that may be stored outside of the feedback section on an employee's profile. A trigger is a follow up action sent at the back of completing a task. These can either be completed by the employee, their supervisor or the training supervisor, depending on the requirements of the follow up task.
Completion Recipients are a useful setting for sharing completed forms with people who need the information for their job. When enabled on a form design, a copy of the responses is automatically sent to the designated person or people. Recipients are selected based on their reporting relationship to the respondent.
A copy of responses can be sent to:
- People - select any individual that has a profile on the platform. More than one specified person can be selected.
If Completion Recipients are enabled in the form design, a copy of the responses will be sent to one or more people based on the options selected.
A completion receipt can be enabled for the employee themselves (subject), their supervisor or the training coordinator. A copy of the completed form is also sent to the system inbox.
Do Permissions affect who can view a copy of responses to a Form?
Copies of completed forms are delivered directly to the completion recipient(s) via email notification. As the link can be followed without being logged into the platform, normal access permissions will not restrict what a person with that link can see.
For example, an employee will not typically be able to see completed forms stored under the Manager’s Log section of their own profile, but your people processes may involve some supervisor feedback being shared with employees. A manager can complete the shared feedback form, to be stored confidentially on the employee’s file, with a copy sent to the employee for their own records.
Triggers are another option within a form design, allowing tasks to be linked together in a chain reaction. When a person completes a form, a trigger will automatically cause a new form instance to be created and the task issued to the appropriate person to complete. The way that new form looks and behaves will depend on the settings for that form design. There is no limit to the number of related form designs you can link with triggers.
Triggers can be used to create more responsive, employee-driven processes. They are useful if you have a wide span of control or there are multiple steps in a process.
Wide Span of Control: If a manager has many direct reports, it may be helpful to use triggers to space out regular forms they complete regarding the people they manage.
Multiple Steps in a Process: If your process involves multiple people completing different forms in a sequence, you can use triggers to link each one to the next. This will mean that as one step in the process is completed.