This article provides Company Administrators with information on how to configure a form to have an expiry so the user can recomplete the form when required.
This article covers the following topics:
What does Form Specified Expiry mean in forms?
By enabling Form Specified Expiry within the form setup, this will allow the user that is completing the document to determine when the form will expire i.e. Driver's License Details, Working With Children Check form.
To allow for this setting to be applied to your form, you will need to have a form field type "Expiry Date" within the form template.
What does Periodic Expiry mean in forms?
The purpose of the "Periodic Expiry" option is to trigger an expiry notification to the user. The administrator determines how long after the form is completed that it will expire. Once the form has expired, the status of that form will change to "Recompletion Required"
The employee will need to open the form for recompletion. This button is located at the bottom of the expired form.
Editing the Periodic Expiry After a Form Is Assigned
All changes made to the Periodic Expiry setting are automatically applied to the completed form assignments, thereby saving the company admin valuable time when managing forms. The status in the form assignment page is updated to reflect the “Recompletion required” status immediately if the Periodic Expiry value set expires the assigned completed form.
When a form without a periodic expiry is updated to include periodic expiry, the form must be saved, published and the update form instances button must be selected for the assigned completed forms to have the up to date status of "Recompletion Required" and the valid expiry date (value based on the periodic expiry value set in the form) beside the "Expired" field.
Example: The following Employee Feedback form has been assigned to a user without Periodic Expiry enabled. This user has successfully completed the form and the status is set to Complete as expected.
If the Company Admin updates this to have "Periodic Expiry" set to 1 day, the assigned form's status will change from Completed to Recompletion Required. In addition to this, the user will see an updated expiry date beside the "Expired" field when they access to form to recomplete again.
⚠️ | Important Notes: 1) Changes will only push through to assigned forms if the form setup page is saved, published and the update form instances button is pressed. 2) Enabling Periodic Expiry for a document with no approval setup for already completed assignments for the Document will be based on the Submitted date. 3) Enabling Periodic Expiry for a document with approval setup for already completed assignments for the Document will be based on the Approved date. |