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.

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 for creating your form differs based on the options you choose in the Form Activation and Completed Form Delivery fields. The procedures below coincide with these options. 

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 may receive duplicate forms—one directed to the user and a second to the user's resource.

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.

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

  1. In the main menu, click Form then click Configure Forms. The Form Configuration page opens.

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

  3. Enter the Title and Description.

    See Form Configuration Reference for detailed field definitions.

  4. Select the Active checkbox if you want the form to be immediately available.

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

  6. In the Completed Form Delivery list, select how you want the completed form to be delivered.

  7. Click Select Notification Method then select the checkboxes for the completed form notification methods. Click Apply.

  8. Select the User may NOT dismiss form checkbox if you want form completion to be required.

  9. In the Notification Sound list, select the sound you want to play when the completed form appears in the user's queue.

    You can test the sound by clicking Play.

  10. Click Next.

  11. Depending on your selection for the Completed Form Delivery field, take one or more of these actions:

    • Click Select Users to Fill Out Form. In the window that opens, select the users responsible for completing the form and click Apply.

    • Click Select Resources to Fill Form. In the window that opens, select the resources responsible for completing the form and click Apply. 

    • Click Select Users to Receive Completed Form. In the window that opens, select the users who will receive the completed form and click Apply.

  12. Click Save. The Form Configuration page opens. Your new form appears in the list.

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

  1. In the main menu, click Form then click Configure Forms. The Form Configuration page opens.

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

  3. Enter the Title and Description.

    See Form Configuration Reference for detailed field definitions.

  4. Select the Active checkbox if you want the form to be immediately available.

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

  6. In the Completed Form Delivery list, select how you want the completed form to be delivered.

  7. Click Select Notification Method then select the checkboxes for the completed form notification methods. Click Apply.

  8. If you chose to deliver the form to individual users or individual resources, select or clear the Read Receipt checkbox, as appropriate.

  9. Select the User may NOT dismiss form checkbox if you want form completion to be required.

  10. In the Notification Sound list, select the sound you want to play when the completed form appears in the user's queue.

    You can test the sound by clicking Play.

  11. Click Next. 

  12. Depending on your selection for the Completed Form Delivery field, take one or more of these actions:

    • Select Notify All Resources or leave it unchecked and click Select Resources to Fill Form. In the window that opens, select the resources responsible for completing the form and click Apply. 

    • Select Notify All Users or leave it unchecked and click Select Users to Receive Completed Form. In the window that opens, select the users who will receive the completed form and click Apply.

    • Click Select Users to Receive Completed Form. In the window that opens, select the users who will receive the completed form and click Apply.

  13. Click Save. The Form Configuration page opens. Your new form appears in the list.

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

  1. In the main menu, click Form then click Configure Forms. The Form Configuration page opens.

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

  3. Enter the Title and Description.

    See Form Configuration Reference for detailed field definitions.

  4. Select the Active checkbox if you want the form to be immediately available.

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

  6. For Completed Form Delivery, specify Template Defined.

  7. Click Select Notification Method then select the checkboxes for the completed form notification methods. Click Apply.

  8. Select the User may NOT dismiss form checkbox if you want form completion to be required.

  9. In the Notification Sound list, select the sound you want to play when the completed form appears in the user's queue.

    You can test the sound by clicking Play.

  10. Click Next.

  11. Select the Form Activation Status Type Data Type.

  12. Select the Form Activation Status Type.

    The sub-options that appear depend on the status type you selected.

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

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

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

  14. Click Select Users to Receive Completed Form. In the window that opens, select the users who will receive the completed form and click Apply.

  15. Click Save. The Form Configuration page opens. Your new form appears in the list.

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

  1. In the main menu, click Form then click Configure Forms. The Form Configuration page opens.

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

  3. Enter the Title and Description.

    See Form Configuration Reference for detailed field definitions.

  4. Select the Active checkbox if you want the form to be immediately available.

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

  6. For Completed Form Delivery, specify Template Defined.

  7. Click Select Notification Method then select the checkboxes for the completed form notification methods. Click Apply.

  8. Select the User may NOT dismiss form checkbox if you want form completion to be required.

  9. In the Notification Sound list, select the sound you want to play when the completed form appears in the user's queue.

    You can test the sound by clicking Play.

  10. Click Next.

  11. For Shifts, select the shifts during which the form is to be delivered. Enable the Include checkbox if it should include the specified hour and minute.

    Time is in the 24-hour format. For example, for 3:30 PM, select 15 and 30.

  12. Click Select Users to Fill Out Form. In the window that opens, select the users responsible for completing the form and click Apply.

  13. Click Select Resources to Fill Form. In the window that opens, select the resources responsible for completing the form and click Apply.

  14. Click Select Users to Receive Completed Form. In the window that opens, select the users who will receive the completed form and click Apply.

  15. Click Save. The Form Configuration page opens. Your new form appears in the list.

Related Concepts

Forms