Actions with Required Forms

Actions with Required Forms

Introduction

The ability to attach a form within the InForm module as part of an action makes it easier to implement processes where the actionee needs to fill in a form to complete the action. The form that needs to be completed as part of the action is referred to as a Required Form.

When creating an action, if a form is required the template can be selected as part of creating the action. When the action is saved, a blank form record is created, and allocated to the actionee (the actionee becomes the respondent of the new form record). This way the actionee not only has an action that details what needs to be done, but they also have the form record that has been created for them and linked to the action, ready to be completed.

Linking a Required Form to an Action

1. Navigate to the Actions page within the required module, and click ‘Add New’ action

2. Select the actionee, enter the action description and a due due date

3. Within the required form section, select a form template as illustrated below. The ‘status’ and ‘link to form record’ fields will be displayed once the action is saved.

   Open

   

    

4. Click 'Save'

The system will now create a Form record of the selected form. The Respondent for the Form record is the same as the Actionee nominated for the Action.

Completing the Form

The form can be completed in the normal way, either through the browser or through the Lucidity App. All the normal form functionality is available, such as changing the respondent if required and attaching actions and attachments to the form. The form is available on the Lucidity App as per a normal form.

Checking the Status of the Required Form

The status of the required form for any actions that have a required form can be viewed by opening an action from the My Actions or All Actions page within any module (with the exception of the Intranet). Within the Intranet, the status is displayed on the Dashboard. The status is colour coded as indicated below.

Open	Form is Not Started or In Progress.
	Form is Complete.

The presence and status of a required form can also be included in the My Actions or All Actions page using the Column Configuration tool. This is illustrated below.

Filters are also provided on the My Actions and All Actions page to indicate whether actions have an attached form, what the status of the form is, and which specific form is required. These are indicated below.

Within the Lucidity App, if there is a required form for an action it is displayed within the action when it is opened.

Closing the Action

The action can be closed in the normal way. While there is no restriction on closing an action if the required form is not complete, the status of the form is displayed on the page within the action as a reminder. If an action is closed and the form is not complete, the form remains to be completed. Filters within the My Actions and All Actions page allow the status of actions with corresponding required forms to be reported.

Repeating Actions

Recurring actions can have a required form specified. Each time the new action recurs and is created, a corresponding form record is created.

FAQs

Can the required form be deleted ?
The required form can be deleted in the normal way by a user with appropriate permissions. When this happens, a message is put into the action saying which user and when the form was deleted.

What happens to the required form if the action is deleted ?
The form is unchanged but is no longer linked to an action. The form can still be completed in the normal manner.

Can an action be closed while the required form is still in progress ?
The action can be closed at any time. The status of the required form is displayed within the action as a reminder of its status.