How to Create a Form Template

Before you can create forms, you need to create the form template. This guide shows you how to create and publish a Form Template so it can be selected by Administrators when creating a form.

Viewing Existing Form Templates

If you have the access to create Form Templates you will find will be displayed as a link in the System section.

Clicking on the link above will display any existing Form Templates.

Create a New Form Template

From the Form Templates area, you can create a new Form Template by clicking on the New Template button.


A window will be displayed asking you to fill in the Template Name box and assign a Code. The code is a mandatory field and must be unique. An alert will show if you insert a code that is already in use. Now click OK .


You will be taken to the Details tab of the form template. You will see that the Name and Code boxes have been pre-populated with the information you completed within the popup window and that the Version is currently set to DRAFT. Add a Description of the form to help administrators identify the correct form template to use when creating a new form.

Workflow Options

Underneath the Name, Code, Version and Description, you will see that there are various Workflow Options.


Clicking on the Workflow drop-down menu will give you 5 options to choose from:

The workflow dictates the journey you wish the form to take between user and manager, including who you wish to initiate the form and who to will complete it. Choose the appropriate option from the list:
  1. Manager Complete - managers initiate the form edit it and mark it as complete. The user is not included in this workflow.
  2. Manager > User > Manager > Complete - managers initiate the form, enters the required details then submits it to the user. The user completes the sections relevant to them then submits it back to the manager for final review and to sign it off as complete. Should the manager amend the form in the review stage, it will pass back to the user before returning to the manager again and will continue in this workflow until there are no further updates and the Manager marks it as complete.
  3. User > Manager > User (review) > Manager > Complete - this workflow starts with the user who enters into the form first and then submits to the manager for his/her input. The manager then submits it back to the user for review. If the user agrees with the managers comments they submit it back to the manager who signs off the form as complete.
  4. User > Manager > Complete - users initiate and enter into the form first before submitting to the manager who marks it as complete
  5. User > Complete - users submit the form and mark it as complete themselves. The manager is not included in this workflow.

You will now be able to add other parameters to the way the form works by checking/un-checking the boxes underneath the Options area.


Choose the options you want using the following guidelines:
Form will be marked by manager This option is available to select when using any workflow except for ‘User > Complete’. When selected, a pass/fail status may be selected when the manager reviews the form. Entry of this will occur in the manager’s sign-off section and will be visible when rolled up to pathways which contain the form.<
Prevent user from viewing the submitted form This option is available for every workflow. When selected the form will be locked once sign-off has been completed and, although the form will appear as a completed activity within a user’s training plan, the will not have access to read or print the completed form.
Enable form change history This option is available for every workflow. Enabling this option will log changes made at each step as the form moves through its workflow, a marker will appear against the sections of the form which have changed when moving between user and manager.
Unrestricted access This option is available for every workflow. Whilst deselected, only the User, Line Manager, Senior Line Manager (see additional workflow below) and users with All Forms permission can access the form. When selected the restrictions do not apply and anyone who has the user within their reporting scope can view the form.
Senior Manager Sign-off This option only becomes available when using the 'Manager > User > Manager > Complete' workflow. When selected the workflow is adjusted to become 'Manager > User > Manager > Complete > Senior Manager'.
Allow delegated access This option is available for every workflow. When selected, users who have been setup as delegates for line managers will be able to access the form and fulfil the line manager role.


Email Options

When selecting a workflow that involves both the User and Manager, the ability to set the Email Options becomes available. By default all available emails are selected to be used, emails will be sent at each stage of a workflow including when the form has been signed-off and completed.

Once you have selected the options you want, click on the Save button at the bottom of the screen.

Sections

Click on the Sections tab on the left-hand side.

If you click on the Sections dropdown menu, you will see that the Standard Section and Sign-off Section have been automatically added. The Sign-off Section is mandatory for any Form Template. You will also note that the items are numbered so 1 will show first, 2 second and so on.


To amend the Standard Section (or any other section you wish to work on), click on the Edit button while the correct section is showing in the Sections dropdown menu.


Rename the Section using the Section Name box and add an Overview of this section to help the user understand what this section is for. You can also choose whether to make it printable using the Printable check box at the bottom.


Click on the Save button when you have finished editing this section.


Click on the Add Section button to add another Section to the form.


You will presented with a window where you can select from the alternative Sections types that can be added to the form. Next to each Section type is a description for what it is used for. There is also additional information regarding the Sections on the Sections on Form Templates guide. Choose the most appropriate Section for your needs and click OK.


Rename the Section Name and add an Overview of this section, as you did before. Choose whether it should be printable and click on Save .

Click on the Add Item button at the bottom of the page.

A popup window will be displayed presenting you with various options for how the form will look. For example, if you want to add a free text section allowing the user to enter their own information, such as key highlights since their last one-to-one, you would select the Text input - Multiple Lines option.

A brief description of the Items is detailed below however if you would like further information and see what they look like, please see the Items on the Standard Section of a Form guide.

Read-only Text Used to add instructional text to a form page, the text cannot be edited by those using the form.
Text Input – Single Line Creates a single line text box to capture information.
Text Input – Multiple Lines Creates a large text box to capture information, the text box will enlarge as required when entering text.
Date Input Allows a date to be selected from a small calendar.
Single selection – Dropdown Create a dropdown list of desired options. When in use a single option from the list can be selected.
Single selection – Radio buttons Create a list of options. When in use each option will be displayed adjacent to a radio button, one of which can be selected.
Multiple selection – List Create a list of options. When in use the options are displayed as a list with scroll bars where necessary. Any number of options can be selected.
Multiple selection – Checkboxes Create a list of options. When in use each option is displayed next to a checkbox. Any number of options can be selected.
Tabular Data Create a table by naming as many columns and rows as required.
Objectives Despite the name of this item it can be used for a variety of similar items. For example, to create an area to capture objectives, development needs or action plans. Multiple fields can be added as well as ratings and comment areas. The information input into this item can also be pulled through to other forms as long as the item name, fields and settings are the same.

Click on the radio button next to the Item you want to add and click on OK at the bottom of the window (just off-screen in the below screenshot).

Depending on the Item that you choose, you may have further options available. These will appear below the item you've added. For example, with the Multiple Lines Text Input field example, we can now rename it and choose other options, such as making its completion Mandatory.

Don't forget to keep saving your changes using the Save button next to the section you have edited as you go.

Once you are happy with your Form Template, click on the Preview button.

A separate window will open to show you how the Form will look to the user. You can go through it using the Next button or Sections tabs on the left-hand side.

Close the window when you have finished previewing it. If you noticed while previewing that there was a spelling error or you had forgotten to save one of your changes, for example, you can click on the Edit button within the Section/Item that you need to amend.

If you are unhappy with the order in which your Sections appeared while previewing, you can click on the Change Order button.

You will be able to reorder the Sections by clicking on the arrows, as in the example below.


Publishing a Form Template

Once you have created your Form Template and are happy with how it looks, you will need to Publish it so it can be used to create forms in Content Manager. You will not be able to find the Form Template while it is in DRAFT mode

Click on the Details tab.

Click on the Publish button at the bottom of the screen.

Click on Confirm in the popup window.

The Form Template will now be published and available for use.


Version Control

When a Template is first created it will be as a Draft version. However, once it is published, it will become Version 1.

If the Template requires editing in the future, a new version is created and a sequential number is provided for each new version of the template going forward. To create a new Version, simply click onto the Template you would like to amend in the Form Templates area and click on the New Version button at the bottom of the screen.

Each different version of the Template can be viewed by using the Versions tab on the left-hand side of the Form Template area, accessible once you have clicked on the Form Template's link.

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