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Create a Form Template

If you have the appropriate rights, you can create new form templates and questionnaires. As part of this process, you specify the users and resources that can activate the form and complete it. You also specify the users and/or resources that are to receive the completed form.

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The Form Configuration page shows the title and description of each form. It also indicates whether the form is configured and/or active.

The workflow differs based on the option you choose from each of the following fields:

  • Form Activation

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  • Completed Form Delivery

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Refer to the appropriate procedure based on the form activation option you choose.

Your next step when creating a new form template is to configure your form's questionnaire.

Note the following about form creation:

  • Refer to About Form Configuration for detailed field definitions.

  • In these procedures, when you need to specify users and/or resources who are responsible for the form, you can use the search fields toward the top of the page to search by role, resource type, and/or user ID.

  • Typically, a form is completed by a user or a resource, not both. If you specify both, the system delivers it to both. This means the user can receive duplicate forms—one directed to the user and a second to the user's resource.

To activate for another user to complete

Use this procedure to configure forms that are activated when a user initiates the form and sends it to be completed by someone else.

The workflow differs slightly depending on the option you select for Completed Form Delivery.

  1. From any page, open the Form menu and click Configure Forms. The Form Configuration page opens.

  2. Click Create New Form Template. The Create New Form Template page opens.

  3. In Title, enter the form template's title or name.

  4. In Description, enter a description of the form template.

  5. In Form Activation, select User Initiate & Other To Fill Out.

  6. In Completed Form Delivery, select how the completed form is to be delivered:

  • User To Individual Users

  • User To Individual Resources

  • User To Users and Resources

  • Template Defined

  1. Select the notification method(s) for this form (How to notify the form has been completed).

  2. From Notification Sound, select the sound you want.

Tip: To hear the sound you selected, click Play.

  1. In Mandatory, indicate whether form completion is mandatory.

  2. In Active, indicate whether this form is active.

  3. Click Next. The Users to Fill Out Form page opens.

  4. Select the user(s) who are responsible for completing the form.

  5. Click Next. The Resources to Fill Form page opens.

  6. Select the resource(s) that are responsible for completing the form.

  7. Click Next. The Form Security Settings page or Users to Receive Completed Form page opens.

  8. If you see the Form Security Settings page:

    1. Select the settings for the appropriate users: Activate Form and/or Run Report.

    2. Click Save. The Form Configuration page re-opens. Your new form appears in the list.

  9. If the page you see is Users to Receive Completed Form, :

    1. Select one or more recipients for the completed form.

    2. Click Next. The Form Security Settings page opens.

    3. Select the settings for the appropriate users: Activate Form and/or Run Report.

    4. Click Save. The Form Configuration page re-opens. Your new form appears in the list.

To activate and complete the form yourself

Use this procedure to configure forms that a single user activates and completes. With this option, the activator can choose to receive confirmation that the form was received and acknowledged (Read Receipt option).

The workflow differs depending on the option you select for Completed Form Delivery.

  1. From any page, open the Form menu and click Configure Forms. The Form Configuration page opens.

  2. Click Create New Form Template. The Create New Form Template page opens.

  3. In Title, enter the title or name of the template.

  4. In Description, enter a description of the form template.

  5. In Form Activation, select User Initiate & Fill Out Him/Herself.

  6. In Completed Form Delivery, select how the completed form is to be delivered:

  • User To Individual Users

  • User To Individual Resources

  • User To Users and Resources

  • Template Defined

  1. Select the notification method(s) for this form (How to notify the form has been completed).

  2. If you chose to deliver the form to individual users or individual resources, select or clear the Read Receipt check box, as appropriate.

  3. From Notification Sound, select the sound you want.

Tip: To hear the sound you selected, click Play.

  1. In Mandatory, indicate whether the form is mandatory.

  2. In Active, indicate whether this form is active.

  3. Click Next. Based on the page that opens, following the appropriate procedure, below.

  4. If you selected User To Individual Users in Completed Form Delivery, the Define Completed Form Delivery Choices - Users page opens.

    1. Select users by doing one of the following: select All Users or clear All Users and then select individual users.

    2. Click Next. The Form Security Settings page opens.

    3. Select the settings for the appropriate users: Activate Form and/or Run Report.

    4. Click Save. The Form Configuration page re-opens. Your new form appears in the list.

  5. If you selected User To Individual Resources in Completed Form Delivery, the Define Completed Form Delivery Choices - Resources page opens.

    1. Select resources by doing one of the following: select All Resources or clear All Resources and then select individual resources.

    2. Click Next. The Form Security Settings page opens.

    3. Select the settings for the appropriate users: Activate Form and/or Run Report.

    4. Click Save. The Form Configuration page re-opens. Your new form appears in the list.

  6. If you selected User To Users and Resources in Completed Form Delivery, the Define Completed Form Delivery Choices - Users page opens.

    1. Select users by doing one of the following: select All Users or clear All Users and then select individual users.

    2. Click Next. The Define Completed Form Delivery Choices - Resources page opens.

    3. Select resources by doing one of the following: select All Resources or clear All Resources and then select individual resources.

    4. Click Next. The Form Security Settings page opens.

    5. Select the settings for the appropriate users: Activate Form and/or Run Report.

    6. Click Save. The Form Configuration page re-opens. Your new form appears in the list.

  7. If you specified Template Defined in Completed Form Delivery, the Users to Receive Completed Form page opens.

    1. Select one or more recipients for the completed form.

    2. Click Next. The Form Security Settings page opens.

    3. Select the settings for the appropriate users: Activate Form and/or Run Report.

    4. Click Save. The Form Configuration page re-opens. Your new form appears in the list.

To make the system activate the form upon a status change

Use this procedure to configure forms that the system activates when the specified status type is changed to a particular value:

  1. From any page, open the Form menu and click Configure Forms. The Form Configuration page opens.

  2. Click Create New Form Template. The Create New Form Template page opens.

  3. In Title, enter the title or name of the template.

  4. In Description, enter a description of the form template.

  5. In Form Activation, select As Certain Status Changes.

Note: The Completed Form Delivery field shows the value Template Defined. You cannot change the value for this type of form activation.

  1. Select the notification method(s) for this form (How to notify the form has been completed).

  2. From Notification Sound, select the sound you want.

Tip: To hear the sound you selected, click Play.

  1. In Mandatory, indicate whether the form is mandatory.

  2. In Active, indicate whether this form is active.

  3. Click Next. The Form Activation Status Type page opens.

  4. Select the Status Type.

  5. Click the Select Status Type button. The Form - Status Change Setting or Set Numeric Status page opens.

Tip: The options that appear in the page depend on the status type you selected in the Form Activation Status Type page.

  1. Select one or more changes that will activate the form, such as:

  • Whenever status change (select one or more changes).

  • When to send (status is above or below a specified) value.

  1. Click Save Configuration. The Users to Receive Completed Form page opens.

  2. Select the user(s) who are to receive the completed form.

  3. Click Next. The Form Security Settings page opens.

  4. Select the Run Report setting for the appropriate users.

  5. Click Save. The Form Configuration page re-opens. Your new form appears in the list.

To make the system activate the form automatically at specified times

Use this procedure to configure forms that activate at specific times of the day or during specific shifts:

  1. From any page, open the Form menu and click Configure Forms. The Form Configuration page opens.

  2. Click Create New Form Template. The Create New Form Template page opens.

  3. In Title, enter the title or name of the template.

  4. In Description, enter a description of the form template.

  5. In Form Activation, select Pre-defined Shifts.

Note: The Completed Form Delivery field shows the value Template Defined. You cannot change the value for this type of form activation.

  1. Select the notification method(s) for this form (How to notify the form has been completed).

  2. From Notification Sound, select the sound you want.

Tip: To hear the sound you selected, click Play.

  1. In Mandatory, indicate whether the form is mandatory.

  2. In Active, indicate whether this form is active.

  3. Click Next. The Form Shift Delivery Options page opens.

  4. Select the shifts during which the form is to be delivered (Template to be delivered every).

  5. Specify a time for each shift you selected.

Tip: Time is in 24-hour format. That is, for 3:30 PM, select 15 and 30 in the time fields.

  1. Click Next. The Users to Fill Out Form page opens.

  2. Select the user(s) who are responsible for completing the form.

  3. Click Next. The Resources to Fill Form page opens.

  4. Select the resource(s) that are responsible for completing the form.

  5. Click Next. The Users to Receive Completed Form page opens.

  6. Select one or more users to which the completed form will be delivered.

  7. Click Next. The Form Security Settings page opens.

  8. Select the Run Report setting for the appropriate users.

  9. Click Save. The Form Configuration page re-opens. Your new form appears in the list.

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Last modified
14:51, 9 Jun 2017

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