Introduction
The Forms module of ACMS effectively performs a form builder function. Users with appropriate privileges can build custom forms (templates) and then allocate them to people using Audiences.
Glossary
It can be useful to think of the Form module working in much the same way as if you were creating a physical form:
Form Type - creating a template for a new form e.g. for a form to be filled out when checking for spills at depots
Form Category - putting the document in a folder with other similar forms e.g. tasks to be carried out in depots
Form Properties - defining what must be entered on the form e.g. text, list, number
Form Audience - sharing the form with people who might require the form e.g. people who carry out spill checks
Form Workbench - people who have access to the form completing it or assigning it to someone else to complete e.g. when a spill check must be carried out
Locking Forms - sending the completed form in the post to the relevant person, changes can no longer be made to the form
Audiences
Audiences must be set up to start using Forms.
The audience that is assigned to a form dictates who can actually make a form and assign someone to the form in Form Workbench.
To learn how these are set up, please refer the Audiences guide.
Creating New Forms
Form Categories
Categories are used to sort forms into groups.
Examples
- Manager Forms
- Device Forms
- Operational Standards Forms
Menu > Form > Form Category
To create a new category, go into the Form Category admin and select 'Add'. The parent category allows multiple layers of form categories/folders.
Form Type
New form templates are created in the Form Type admin.
Menu > Form > Form Type
Viewing Completed Forms
Records of candidates' completed forms are kept in the Forms tab on their Candidate Dashboard. AssessTech can also enable a report which displays all of a candidates' completed forms and is generated from the Candidate Dashboard.
The Form admin lists all completed forms on ACMS.
The filters allow users to search based on Form Type, date range, depot, name and payroll number. You can complete a number of actions by right clicking on a Form record.
- Lock - set the Form to an uneditable state.
- Unlock - set the Form to an editable state.
- View - view the content of the Form in a pop up window.
- Delete - delete the completed Form.
- Email Form - generate a PDF copy of the Form which is sent to the email address of the logged in user.
Useful Reports
- FM 01 Candidate form status count - displays a count of forms in different states.
- FM 02 Form by type and date crosstab - a crosstab report which counts the number of forms completed within a set date range for the chosen form type.
- FM 03 Candidate form - lists all completed candidate forms including name, status and date information
FAQS
What user access do candidates need to complete forms?
The security group they are assigned to must have the Form Workbench admin enabled and their candidate status must be enabled.
How do you edit a locked form?
In order to edit a completed form, the form must be in an editable 'Draft' state. It's possible to unlock a Form either through the Form Workbench or the Form admin. You can then make the necessary changes before locking the Form once more.
What should I do if there's a Form which applies to all candidates?
If an audience is not assigned to a Form then all candidates will be able to complete it through the Form Workbench.
Can I get a PDF export of a Form?
Yes, there's an 'Email Form' option in the Form admin which generates a PDF copy of the Form which is sent to the email address of the logged in user.