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Form Records

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Last updated: Aug 23, 2024 by Richie Rowe
10 min read

FORM RECORDS

The Form Record tab lists all the available form groups and individual forms that have already been assigned, partially completed or completed.

Refer to the Lucidity App user guide for more information on how to complete a form record from the app.

Video: Form Records Overview

 

From the Form Records page of Lucidity InForm, users can (permission dependant):

  • Complete assigned forms

  • View and create form records

  • Copy, edit, archive or delete form records

  • Print and email form records

  • Assign forms for completion

Form Groups

Form groups are categories for filing forms and enables forms to be restricted to specific users or user groups via Lucidity Access. Form groups are listed as grey headings on the left-hand side of screen from the Form Records tab. When selected, the form group headings will expand to show the individual forms held within that form group. This then filters the list of form records displayed to only show the form records for that particular form. 

In the example below, the Star Wars Galaxy form group is expanded and the Daily Diary - Star Wars Galaxy form is selected. As a result, only form records for the Daily Diary - Star Wars Galaxy form are displayed. 

Managing form groups is detailed in the Settings page in this user guide.

 

View Form Records

End-users will generally be able to view their personal form records as well as create new records for specific forms. Managers and admins will generally have access to additional form records.

To view form records, from the Form Records tab:

  1. Locate the form either from the List All page or via the specific form group

  2. Click 'Show Filters'

    1. Note: Filters may not be required if access to form records is limited. Skip to step 5 if this is the case

  3. Locate the form record by using filters such as 'Search' or 'Division'

  4. Click 'Filter'

     

  5. The lower half of the screen lists all form records meeting the search criteria the user has access to

Create Form Records

Video: Create Form Records

 

To create a new form record, from the form records tab (either List All page, from a specific form group, or from a specific form):

  1. Click 'Add New'

     

  2. The first page of the form will be displayed

    1. This page is always the same, regardless of the form selected

    2. Complete the fields (see table 'Definitions of Fields' below for fields that appear in all forms)

    3. Fields marked with * are mandatory

    4. Note that the home organisation details (such as division or business unit) for the user will be automatically selected (these selections can then be modified)

       

  3. Click 'Save' or 'Save and Next'

    1. Save will save the form progress and allows the user to return to the form at a later date

    2. Save and next progresses the user to the next page of the form

      1. Note if more than 1 form or 1 respondent is selected, the user will be returned to the form records page

      2. Click 'Edit' on the relevant form record to continue populating the form

  4. The specific fields relevant for the chosen form are displayed

    1. Note the fields from page 1 are also available here

    2. The 'Additional' section at the bottom of the form appears in all forms (see table 'Definitions of Fields' below)

    3. Complete the fields as required

  5. Click 'Save

     

Some users may only be able to submit the form or save as draft (permission dependant). Once submitted and complete, the form will no longer be editable to the respondent, only viewable.

 

 

 

Definitions of Fields

Form

Name of form(s) to be completed (must already be in the system)

More than 1 form can be selected by searching for and selecting the form (permissions permitting)

  • This fields will be pre-selected if accessed via a form group. Additional forms can still be selected

Respondent

Name of the person required to complete the form

The respondent will default to the logged in user

With appropriate permissions, a user can select more than 1 respondent for a form by searching for and selecting the users

Organisation Details

Fields relating to the specific system configuration's organisational structure will be displayed

Upload a File

Attachments can be added via a computer using a web browser, via a mobile device using a web browser, or via a mobile device using the Lucidity App.

Most file types such as photos, documents, spreadsheets etc are supported. Photos can be taken from a mobile device when the form is started and added them while completing the form.

To upload a file: 

  1. Click the 'Add Document' button in the additional section

  2. Select the file from your device and click 'Open'.

  3. Click 'Upload'

    1. You can add more than one document at a time

    2. Before clicking 'Upload' click 'Add Document' to select further files

  4. Update the name and description of the file if required

  5. Click 'Upload'

  6. The file can be edited or deleted from this screen at any time

Refer to the Uploading Files in Lucidity Modules user guide page for more details.

There is a limit of 50 attachments which can be added to any single form record.

Actions

Assigning an action to a user means a task will appear in their personal Actions tab. 

Refer to the Actions User Guide for more details.

 

Not Started

A form record has been saved with a respondent's name assigned, however the form record has not been started (all fields are blank)

In Progress

The form record has been started, however there are still mandatory field(s) that have not been completed

Complete

All mandatory fields within the form record have been completed

 

Edit Form Records

To edit an existing form record (and potentially alter its status), from the form records page:

  1. Locate the form either from the List All page or via the specific form group

  2. Click 'Show Filters'

  3. Apply required Filters to locate the form

  4. Click 'Edit' to the far right-hand side of the form record, or click anywhere in the row

  5. Edit the form as required

  6. Click 'Save' to save changes and return to the form records page

Not users with the SUBMIT ONLY privilege will not be able to edit forms once they are complete.

Copying Form Records

When multiple form records with similar information are required, the copy form feature can be utilised. An existing form record can be copied to create a new form record where selected information is copied from the existing record and is used to pre-populate the new record. The new record can then be completed and saved by the user to finish the process.

To create a copy of an existing form record, from the Form Records page:

  1. Locate the form either from the List All page or via the specific form group

  2. Click 'Show Filters'

  3. Apply required filters to locate the form

  4. Click 'Copy' to the far right-hand side of the form record

  5. A copy of the form record will open

    1. The new form record will only contain selected information from the source record (see table Form Field status using Copy Function below)

    2. Note that not all fields copy to the new form record i.e. signatures are deleted

  6. Complete the new form record as required

  7. Click 'Save'

Form Field Status using Copy Function

Field

Action

Field

Action

Signature

Cleared

Geo location

Cleared

Time

Cleared or updated to current time (if set to 'Default to current time')

Date

Cleared or updated to current date (if set to 'Default to current date')

Text

Copied

Paragraph

Copied

Check boxes

Copied

Radio

Copied

Drop down

Copied

Number

Copied

Table

Keep rows that have been entered, but update all fields in the rows as per the applicable rules for the individual elements (as listed above).

 

Other information associated with the copied record is treated as listed below:

 

Item

Action

Item

Action

Asset Details

Copied

Attachments

Removed

Actions

Removed

Organisation Structure

Copied

Respondent

Updated to match logged in user

 

 

Assign Forms for Completion

Assigning forms for a user to complete is generally a feature assigned to managers and administrators only.

A group of forms or a single form can be assigned for a group of users or a single user to complete. The user can access these forms from the Forms Records page, via their Lucidity Intranet Dashboard or their Lucidity InForm Dashboard. 

 

Assign more than one Form for completion

To assign more than one form to a single or group of users, from the Form Records page:

  1. Click 'Add New'

  2. In the form selector, search and locate all the forms required to be assigned to the same user(s)

    1. Note the form group filter is available to assist with locating forms

       

  3. Select the respondent(s)

    1. Note the user group filter is available to assist with locating users

       

  4. Click 'Done'

  5. Click 'Save'

Assign a single Form for completion

If a single form is to be assigned to a single user, the option is available to complete some detail on behalf of the user.  

To pre-populate some fields prior to assigning a form, from the Forms Records page:

  1. Click 'Add New'

  2. Select the form and the respondent as per instructions above

  3. Click 'Save and Next

  4. Populate any details on behalf of the user as required (refer to the Create New Form section on the Form Admin page within this user guide for more detail)

  5. Click 'Save'

  6. The form will now be saved ready for completion by the respondent

 

Reporting from the Form Record Page

A standard Excel list report is available from the Form Records page. Although different columns and data will be returned this process is the same, regardless of whether running the report from the 'List All' page or from an individual Form page.

To run a report, from the List Form Records page:

  1. Click 'Show Filters'

  2. Use filters as required to locate the relevant form record(s)

  3. Click 'Filter'

  4. The lower half of the screen lists out search result. These will be reflected in the report

  5. Click 'Excel Export'

     

  6. In the Excel report, sort and manipulate the data or merge the data with other reports as required

  7. Save the report

Archive Form Records

To archive form records no longer required to be displayed by default, from the Form Records page:

  1. Locate the form record either from the List All page or via the specific form group

  2. Click 'Show Filters'

  3. Apply required Filters to locate the form record

  4. Click 'Actions' on the far right-hand side of the form record

     

  5. Click 'Archive'

  6. Click 'Archive' in the confirmation screen

     

  7. The form record will now be archived

 

Delete Form Records

Form records should never be deleted unless an error has been made - it is important to retain historical data for user's. Once a form record is deleted, it cannot be retrieved so proceed with caution.

To delete form records from the system completely, from the Form Records page:

  1. Locate the form record either from the List All page or via the specific form group

  2. Click 'Show Filters'

  3. Apply required Filters to locate the form record

  4. Click 'Actions' on the far right-hand side of the form record

     

  5. Click 'Delete'

     

  6. Click 'Delete' in the confirmation screen

     

  7. The form record will now be deleted

 

 

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