This article outlines how to create, configure and edit forms and manage the current assignments of a form.
Create a Form
To create a new form:
1. Navigate to Administration > Documents > Forms.
2. Click Create Form.
3. Within the form Settings tab configure the below sections:
Title: The title of your form.
Category: Select a document category. For information on creating categories please see the Create and Manage Document Categories.
Description: A description of what your form is used for.
Code: Enter a short reference code to identify this form.
Availability: Select which users will be able to assign this form.
6. Unique Assignment: When enabled, this form cannot be assigned to the same user more than once.
⚠️ | Unique Assignment cannot be enabled at the same time as the Create New Assignment recompletion method. |
7. Recompletion Method: This will dictate how a user can interact with a form once it has been completed and when a form required recompletion. Form more information on please see the article Recompletion Methods for Forms.
Open for recompletion: A user will be able to re open and recomplete the form using this method. The previous Form data will be overwritten after completing this.
Create New Assignment: This method will create a new form on the users profile when clicked. It enables the previous form data to be retained.
Disallow Recompletion: No option for recompletion is provided. Once submitted and approved the form cannot be re opened.
8. Due Date: The due date for a form is calculated upon assignment and indicates when a user must completed the form by. Form Due notifications setup in the notifications tab will also trigger relative to this date.
9. Periodic Expiry: Configure this if the form must expire at regular intervals.
10. Form-Specified Expiry: Select this feature if the expiry date should be set based on the Expiry date type field added to the form and filled out by the form assignee.
⚠️ | You should only select one method of calculating expiry on a form listed above. |
11. Secure Form: When this feature is enabled, access to view the contents of the completed forms is restricted to the Form Assignee, Form Approvers and Users listed under the "Share completed form with" section.
⚠️ | This restriction also applies to the ability to access the form details within the Form Status Report. |
⚠️ | Access to secure forms will not be applied retroactively. Any user that is added to the shared form or approver sections will not be able to see forms previously submitted. |
12. Add Approver Level: List the approvers that will need to approve the form once it has been submitted. The form will be sent for approval in order from the first to the last approver.
13. Share completed form with: List the users that Approved forms should be shared with. These forms will appear under Documents > Shared with me.
4. Click Save Changes.
5. Navigate to the Form Template tab.
6. Select a form template. For more information on creating form templates please see the article Create and Manage Form Templates.
7. Click Save Changes.
8. Click Publish.
9. Select Yes, publish changes.
10. Click Ok to confirm.
Add notifications to a Form
To add a notification to a form:
1. Navigate to the Notifications tab.
2. Click Add Notification.
3. Choose the Notification Trigger for your notification.
Form Approved: Triggers when a form has been approved.
Form Assigned: Triggers relative to form assignment.
Form Awaiting Approval: Triggers when a form has been submitted and is awaiting approval.
Form Due: Triggers relative to the Due date calculated on a form.
Form Expired: Triggers relative to the Expired date calculated on a form.
Form Rejected: Triggers if a form has been rejected by an Approver.
Form Shared: Triggered if a form is shared with people configured in the 'Share completed form with' section.
4. Choose the matching available Template.
5. Click Next.
6. Fill out the sections in the notification below:
Title: Title of the notification.
Description: A brief description of what this notification is for.
Send notification: When this notification will be sent out in relation to the trigger.
To: The primary recipient(s) the message will be sent to.
Cc: Other users that must be copied in on this message.
Bcc: Other users that must be copied in on this message.
Subject: The subject line of this message.
Body: The main content of this message.
Edit a Form
1. Navigate to Administration > Documents > Forms.
2. Search for the form you wish to edit.
3. Click the Actions dropdown and select Edit.
4. Make your changes in the Settings, Form Template or Notifications tabs.
5. Click Save Changes.
⚠️ | Be sure to click save changes before navigating between tabs if you are making adjustments in multiple areas. |
6. Click Publish.
7. Click Update Form Instances if changes must be applied to existing assignments or if the form is used in an onboarding workflow.
❗ | Update Form instances will not apply changes to forms that are currently completed. Changes will only be reflected if a completed form re-opens for re-completion. |
Assign a Form
There are two ways you can manually assign a form to a user:
1. Navigate to Administration > Documents > Forms.
2. Search for the form your wish to assign.
3. Click Actions and Select Assign Template.
4. Select the Checkbox next to the user(s) you wish to assign the form to.
5. Click Assign to selected users at the bottom of the page.
6. Click Confirm in the confirmation pop up that appears at the top of the page.
The second method to assign a form is through the Documents Catalogue:
1. Click on Documents in the left navigation bar.
2. Click on the Catalogue tab.
3. Search for the form you wish to assign.
4. Select Team Assignments under Assign Form.
5. Search for individual users and click Assign to Selected or Click Assign to Entire Team.
6. Select Assign in the confirmation pop up.
7. All current assignments of this form to your team will appear in a list.
Delete a Form assignment
To delete a current form assignment:
1. Navigate to Administration > Documents > Forms.
2. Search for the form your wish to delete.
3. Click Actions and Select View Assignments.
4. Search for the user assigned the form.
5. Click on the dropdown next to View and select Delete Form.
6. Click Ok to confirm in the pop up that appears.
⚠️ | Forms cannot be deleted in bulk and must be removed one at a time from the system |
The second of removing a form assignment is through the Document catalogue.
1. Click on Documents in the left navigation bar.
2. Click on the Catalogue tab.
3. Search for the form you wish to unassign.
4. Select Team Assignments under Assign Form.
5. Click Unassign next to the form assignment you wish to remove.
6. Select Unassign to confirm.
View Forms Assignment as an Admin
Go to Administration → Documents → Forms. Locate the form, click Actions, then select View Assignments to open the full assignment list.
Use the search or filters to find specific users. Review each user’s status and dates (e.g., due, expiry) in the assignment list.
To manage an assignment, use the row action (e.g., Delete) next to the user to remove the assignment if required, then confirm.
Alternatively, go to Documents → Catalogue → find the form → click Assign Form → select Team Assignments to see the Assigned Employee List for that form.
View Forms Assignment as an End User
Click Documents from the left-hand menu, then open the My Forms tab to see all forms assigned to you, including Status, Due Date, and Expiry where applicable.
Click the form title to open it. Complete and submit the form; items that require approval will display In Progress until the approver finalises the request.