A Form is a structured data collection tool that forms a functional part of a larger Activated Checklist.
Adding a Form in Way We Do enables you to capture specific, required information directly as a process is being completed. For example, if your Activated Checklist is "Onboarding a New Employee," you can embed Forms to collect "Emergency Contact Details," "Tax Information," or "Uniform Sizes."
More than one Form can be added to a single Activated Checklist as individual steps.
Adding a Form
To add a Form to a step within an Activated Checklist:
Add an Activity Step to your Activated Checklist with an appropriate title.
Select the step to open the information panel.
Click Show existing content.
Choose Click to select a sub-process, procedure, form or quiz.
In the popup modal, locate and select the relevant Form.
The Form will now show as being tagged as the content of that step.
Form Settings
Once added, settings will display for you to configure how the Form will behave:
Allow multiple records? Enables process collaborators to submit the Form multiple times within the same step.
Minimum to complete: When using the multiple records feature, you can set a minimum number of times that the Form must be submitted before the step in the Activated Checklist can be marked as complete.
Check step upon submission? Automatically marks the step in the Activated Checklist as complete once the required Form(s) have been submitted. If you switch this off, the step will need to be checked off manually by the user.
Dependencies and Roles Assigned
The ability to access and complete the Form will be influenced by standard Activated Checklist features.
Dependent on the completion of: The collaborator within the process won't be able to submit the Form until the step it is dependent on has been checked off.
Role assigned to this step: When a role is assigned, only a Collaborator with that role can access and submit the Form.
Instant Flowcharts
When you've added a Form, assigned a role, and added a dependency, a swimlane diagram automatically generates. Forms are displayed as a sub-process and are highlighted in pink.
Setting a Due Date for the Form Record submission
When you've added a Form into a step on an Activated Checklist, the Due Date feature can be used to set a deadline for the Form to be submitted by the process collaborator.
Note: This doesn't flow to the individual Form instance -- it's designed to track the completion of the Form as a required step within the overall primary process.
To turn the Due Date on, select Set a due date?
If you'd like the person(s) completing the checklist to be able to adjust the due date, you can do this by changing Can the due date be modified? to "Yes".
Your due date can either begin calculating from when the checklist is run or when another step in the process has been completed. Use the Calculate due from dropdown to choose either Start or another step.
Use the fields under Due within to enter the amount of time that you want to pass before the Form is due. If you don't require one of the time fields, leave the amount at zero. Note: A day is calculated as 24 hours. So, for example, 1 day, 12 hours, and 30 minutes would be a total of 36 hours and 30 minutes.
Completing the Form
Now, when a process collaborator needs to complete an Activated Checklist instance, they will launch the Form directly from within the checklist step.
Each time the Form is submitted, the details of that Form submission will display on the relevant step in the primary Activated Checklist instance.
When reviewing the submitted Form, clicking Close will take you back to the Activity list for that Form.
There will be a message indicating that this submission was completed as part of an Activated Checklist; select the instance title to return to the primary process.
Abandoning a Form
A Form that has been started can be abandoned without impacting the primary Activated Checklist. A record of the abandoned Form will be kept and displayed on the step.
When a primary Activated Checklist is abandoned, it will automatically abandon any active Form submissions associated with it.
