Form Submission and Approvals

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Online Forms

This page explains what happens when a form is submitted. Including, viewing its history, amending fields, approving/declining, and printing.

Form Submission & Approval Process

Topics

Submitting a Form
Viewing a Submission

Viewing Form History

Printing a Form

Editing a Submission

Editing a Field in a Submission

Approving a Form (Workflow)

Submitting a Form

Provide users with a link to the form. Selecting this link will take the user to the form. Once all fields are completed, at the bottom of a form, the submitter will notice the Submit button. To Submit the form, all mandatory fields/ REQUIRED fields must be completed.

Pressing Submit will initiate the workflow that was set in this form, e.g. Automatic Approval, 1-step Approval, 2-step Approval with revisions.

Viewing a Submission

Once the user has submitted a form, she will be able to view this submission and its status at any time. Either by using the link on the submission confirmation page or by navigating to it from the My Forms page.

The submission page details contain a workflow summary which shows who submitted the form and when this was done. It also shows the last steps taken in the workflow and any comments made during the last step as shown below:

There are two tabs, Form, and History.

Select the History tab to display the step history of the form through the workflow and any associated comments (as shown below)
Select the Form tab to see the submitted form details. At the bottom of the form submission, there is a section which allows the form submitter and the Approver to view or process the submission to another step in the workflow. This is known as the Submission Manager and is explained further down on this page

Printing a Submission (Version 7.1+)

Once the user has submitted a form it can be printed by the submitter and any Approver. Printing can occur at any stage in the life of the form after the submission has occurred.

To print a form, scroll down to the page Footer and select Print this document:

The form will reopen on a NEW window. Confirm OK to print.

Editing a Submission

At the workflow level, editing rights can be set for a certain step which allows the user (ie. form submitter) to edit their form submission. For example, a form submitter may want to change their annual leave dates. Click here for more information on setting editing rights on a workflow

The user will be able to edit a submission except in the following situations:

the workflow is complete
workflow editing rights for the current step are set to None of the above
workflow editing rights for the current step are set to Approvers only

Editing a Field in a Submission

Editing a submission allows a user to edit/change any of the fields on the form (Note: with the exception of the header, free text, and any locked fields). A field is indicated as editable when a pencil icon is shown next to it as shown below:

Hovering over this field will provide further indication that the field can/can not be edited:

To edit the field, click on it and the edit mode for that field will be displayed:

Changes can now be made to this field and when the to submit button is clicked at the bottom of the form, the field value will be saved. To revert the changes made to the submission back to what they were previously, click the Reset link in the bottom right corner.

Approving a Form

The process of approving a form is outlined here.

The user presses Submit on her form
The form is processed by the Workflow as set by the Administrator of this form. This controls who is notified and who can process this item through the workflow. For example:

Automatic Approval
Is suitable for a Feedback form. A notification will be received that an item has been submitted and the workflow is complete; no further action required.

1-Step Approval
Is suitable for one level of manager approval. A notification will be received that an item has been submitted, then an Approver must Approve or Decline the submission.

2-Step Approval
Is suitable for a manager and executive approval process. A notification will be received by the manager, who must take an action before the executive can receive her notification. The executive must Approve or Decline the submission.

There may be other types of workflows with different Steps, this is dependent on your unique intranet build.
The selected Workflow controls the automated Emails, Activity Feed posts and Channel posts that are sent and displayed at this point. You will receive these in the following ways:

- Via an email

- Via your Activity Feed

- Via a Channel

- Or you can access all of your pending forms anytime via the Breadcrumb bar> User Manager > My Content > My Forms drop down:
Select the URL to this form from the Email, Post or the My Forms listing:
Review the form, changing details if required
At the end of the form, choose the Next Step for the Process Submission area. The options here are controlled by the Workflow as set by the Administrator.
The Workflow now controls the next person/people who are notified in line with step 3 above.

Once a form is Approved or Declined, notifications will be sent and the forming process will be complete.
From here, all form data will be locked and downloadable via.CSV for any Full Control users to this form.