InForm Team Review & Sign Off

Team Review & Sign Off Forms

Introduction

Having a workforce review and sign off on documents is an everyday task that can be hard to manage with a large workforce.
The 'Team Review and Sign Off Workflow' in InForm makes it quick and easy to create and share form records with your workforce and track that they’ve all reviewed the form and signed off.

Note: If you also need to include risks from your Lucidity Risk Register see details her on enabling InForm to connect to the risk register and add risks into forms.

For example if you are conducting high risk construction work and need to share a pre start risk assessment and associated SWMS/RAMS with your workforce and have them sign off on the work then this new functionality digitises the process and makes both the administration and the review process for the workforce far simpler to manage. 

Overview of the Team Review and Workflow Steps

1. Add, or edit a form template and enable “Team Review and Sign Off”.

2. Add a form record using the template created in step 1.

3. The form owner (Respondent) fills in and all the required fields in the form.

4. The form owner (Respondent) saves the form and shares it with the workforce for review and sign off.
   Once saved for review and sign off the form contents become read only so it cannot be changed after people have reviewed and signed it.
   Note: If you accidentally do this and need to edit the form see details on how to clone existing forms .

5. Share the form with the team
   The form can be shared using a link, QR code, or by assigning actions to one or more people that are required to complete the review and sign off process.

6. The form is now in “Review” status and anyone it’s shared with will be able to view the form and read only details and sign it using the following methods:

   1. The form can be viewed by users without signing into Lucidity where they can enter their full name and digitally sign it.

   2. For users with the Lucidity mobile app they can open the form record, review and sign it by:

      1. Scanning the QR code to open the form will directly in app .

      2. If they’ve been assigned an action they can tap ‘Open Actions” on the 'Dashboard’, then tap the “Review and Sign Off” action to open the form from within that action.

7. At any time the form owner can see all the people who have signed the form. Simply open the form record in the Desktop application and scroll to the bottom of the form to see the list of signatories.

8. Complete the Review Process
   Is the review process complete? Once you’re satisfied that all the team memebers have completed the review and sign off process the form owner via the Inform desktop web application can click “Complete Review Process” which will prevent anyone else from signing the form. This is important as it prevents people signing a form retrospectively after work has been completed.

Step 1 - How to add, or edit a form template and enable “Team Review and Sign Off”

• When creating a new form template, or editing an existing one you can enable “Team Review and Sign Off” by going to “Admin Details” in the left navigation and checking the box “Team Review and Sign Off Workflow Enabled”.

• Then complete editing your form template and ‘Save’ and 'Publish' the changes.

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Step 2 - Adding a form record using the template created in Step 1

• To create a new form record that utilises the Team Review and Sign off Workflow simply go to ‘Forms’ and press the ‘Add’ button .

• Then select the form template from step 1 as shown below.

• Select the person who should complete the form. “The ‘Respondent’, fill in remaining fields as needed and click ‘Save and Next’.

Step 3 - The 'Respondent' fills in all the required fields in the form

• Once the ’Respondent' has been assigned the form, just as they would for any other InForm form record they open it and fill in all the required form fields.

• Once filled in the respondent is able to click ‘Save for Review and Sign Off’ as shown below.

• InForm will ask whether you’re sure sure you want to continue. this is because once the form has been ‘Saved for Review and Sign Off’ the form fields become read only and cannot be edited.

• If you’re ready to share it click ‘yes’ to continue.

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Step 4 - The form owner (Respondent) saves the form and shares it with the workforce for review and sign off.

• After step 3 is complete InForm will display a screen with a QR code and link.

Note the form is now in read only format and it’s ready to share and be signed.
Any one regardless of whether they are a Lucidity user, or not will be able to view the form and sign off.

• You have three options for sharing with your workforce.

• Simply copy the QR code that InForm displays and send it to your workforce

  1. Or copy the link and send it to your workforce.

  2. Assign an InForm “Review and Sign Off” action to one or more people including pre-defined groups.

Step 5 - The form owner (Respondent) checks everyone has signed

At any time the form owner ( Respondent) or form admin can view the form in read only format and see the name, signature and the date of all the people who signed the form.

Step 6 - Complete Review Process

• Once everyone required has reviewed and signed the form open it and click the ‘Complete Review Process’ button.

• This will prevent anyone from signing on and adding additional signatures.