This article outlines the different settings you can control when creating a form. The Settings define everything from how the form is categorised, to who does it, the time frame and what happens once the form is completed. A good understanding of Form Settings will allow you to get the most from the automation available the system.
What are Form Settings?
Form Settings dictate how the Form Design will be identified in the system, who is expected to complete it and how.
Name – Each form design needs a name to make it clear what the form is about. This is visible to employees completing the form and is used across the system to help identify and retrieve completed forms.
Category – This designates what type of form design a particular one is, making it easier for you to find and manage form designs overall. A Form Design can be assigned to the appropriate category, or left as ‘uncategorised’. You can customise the list of categories to suit your business through the Settings menu.
Type – Most form designs will relate to a person’s job. Some will be training-related. You can select the type here.
Respondent Type – Defines who will be assigned the form to complete, based on the relationship to the Subject of the form.
Description – A brief note about the form design. This is not visible to respondents and is purely for your use.
These settings are optional and allow System Administrators to determine deadlines and follow-ups for a Form Design. The platform offers a number of time-based settings to help automate as much compliance-chasing behaviour as possible.
Due Timeframe – Most forms will need to be completed within a certain time frame. This may be different depending on the purpose of the form. This section specifies the number of business days before the form is due to be completed. The default due date for Form Designs is 5 working days after it was issued. You can change this to suit individual form designs and your business needs. A zero specifies that the form is due immediately after it has been created. Forms become overdue at 11:59pm on the final business day. Overdue forms are flagged in red on the respondents’ Dashboard. They are also visible in the Overdue section of the Tasks area under Compliance.
Reminder For Respondent – If the respondent has not completed the form, you can designate a date that they will be reminded via an email notification. Here you will need to specify the number of business days after the issue date of the form that a reminder will be sent to the respondent.
Reminders are sent at the same time of day that the form was originally assigned to the respondent.
Escalation Notification – If a respondent has not completed a form within a certain time frame, you may elect to have that form automatically escalated to that person’s direct manager. The manager will be notified by email. If you wish to enable this feature, specify the number of business days after the form is issued that the notification should be sent. Forms will only be escalated if they have not been completed by the deadline. Notifications are sent at the same time as the original form was assigned to the respondent.
Auto-Ignore – To help keep your task list up to date, you may wish to set a time frame for the automatic archiving of incomplete forms. If you wish to use this feature for a form design, specify the number of days after issue for this to occur. Incomplete forms will be ignored at 11:59pm on the final working day, and will be marked in the system as "System ignored - not completed on time."
Further Action Settings
To further streamline your people processes, you can cause certain events to occur after the form design is completed, such as copies of responses or the creation of new tasks.
Completion Recipients – Whenever that form is completed, you may elect for a copy of the responses to be automatically sent to one or more people.
Trigger on Complete – Whenever that form is completed, you may elect for a new form to be created and assigned in the system. This new form will behave according to its own Form Design Settings. You can link multiple form designs together with triggers.