FORMS

Distribution list

When you have created and configured the questions and previewed the form to see that it looks and works as you want it to, the next step is to create a Distribution list.

Distribution lists may be created on a specific form or they may be created directly in a Category to make them reusable. Right click the Form name or the Category name in the Forms model panel and select Add -> Distribution list.

Distribution list - Scheduled Form

Users who are added to a Distribution list for a Scheduled Form will receive the form via e-mail when it is distributed. To receive a Scheduled Form they must be registered with an e-mail address.

A Distribution list is added automatically when you create a Scheduled form. You may add more and schedule each one separately if you want to send the form at different intervals, e.g. if some users are to enter data weekly and others on a monthly basis.

Right click the Form name in the Forms model panel and select Add -> Scheduled form distribution list.

To receive a Scheduled Form, users in its distribution list must register with an e-mail address.

You may also add more than one Form schedules to a each Distribution list, if you want to send the form at different intervals in different periods. You may also add different types of notifications: Distribution notification, Form owner notification, and Reminder notification.

See Starting and stopping scheduled forms for information on activating scheduled forms.

Distribution list - Periodic Form

After Corporater BMP distributes a periodic form, users in the form's distribution list can access it on Web from My Forms under MY RESPONSIBILITIES.

For information on how to activate periodic forms, see Starting and stopping periodic forms.

Distribution list - BMP Form

An BMP Form does not have a dedicated Distribution list but uses can use a Distribution list that is connected to a Periodic Form or one that is not connected to any specific Form in the Forms model. BMP Forms are available in the scorecard element under which they are created in the BMP model. Users who are added to a Distribution list for an BMP Form will have access to enter data into it.

Configuring a Distribution list

To configure a Distribution list, double click on the Distribution list element. The dialog that opens contains three tabs.

Properties

General

Name - the name "Distribution list" is generated automatically but it may be changed
Description - an optional text describing the Distribution list
Single answer per organization - mark the box, and only one answer will be saved per organization, i.e. the last answer submitted, regardless of the number of respondents

In cases where only one user has been added as respondent for an organization and a second user is added after the first has submitted a response, the second user won't share / see values that are already submitted, even if Single answer per organization was checked from the beginning. Single answer per organization will apply only for new periods after the new respondent has been added.

Audit

Modified by - the name of the last user to make changes to the object.
Last modified - the date and time when the object was last changed.
Created by - the name of the user who created the object.
Created - the date and time when the object was created.

Custom

The Custom tab is where you set up which users and groups are to receive the form. To add a user or group to a Distribution list:

Click the tab you want: Users or Groups
Choose a combination of a User/Group on the left and an Organization on the right, then click the downward arrow in the middle of the screen to add it to the Distribution list. That user's responses will be stored for the specified organization, unless the organization has been overridden on a specific question in the Form.

Instead of a specific organization, you can set the distribution list to apply to the current organization by using a this.organisation tag. Choose one or multiple users or groups from the Users and Groups tabs and select Use context organization. Then, click the downward arrow for the bottom panel.

The Use context organization option is unavailable for scheduled and periodic forms.

Users who are only related to the current organization won't be able to access the form.

If you choose a group in a Distribution list, each member of the group will receive the BMP form.

New Users or Groups can be added directly in a Distribution list by right clicking and selecting Add and User or Group respectively.

The columns in the Distribution list can be sorted by clicking the column heading.

Advanced

ID - a unique ID for the object.

By default, Corporater BMP assigns consecutive numbers to new objects.

You can change the ID to a value of choice that can include either letters or letter and number combinations.

The ID mustn't contain only numbers, include special characters such as ) ( . * } { + < > [ ], or match the name of a default object type in Corporater BMP.

Access control

Read accessors - click the Edit button () and authorize one or more users and user groups to view the object on Web.
Add accessors - click the Edit button() and authorize one or more users and user groups to add new objects to the object on Web.
Write accessors - click the Edit button() and authorize one or more users and user groups to edit the object on Web.
Delete accessors - click the Edit button() and authorize one or more users and user groups to delete the object on Web.
Ownership - click the Edit button () and grant ownership of the object to one or more users and user groups.

Users and user groups who own the object have full access rights to it.
Override access profile - select for the object's access control setting to outrank the object's corresponding access settings in profiles.

Changing a Distribution list

A Distribution list may be changed even after the form has been activated. Simply double click on the Distribution list and add, remove or change users as described above.

You can add additional users to a specific distribution for a Scheduled form by double clicking on the distribution, right clicking in the gray area, and selecting Add recipient. Then you can choose a user and organization combination as described above. That user will not be added to the distribution list, but only receive one specific form distribution. If Single answer per organization is marked, the new user's answer will be in addition to the answer submitted by the users in the distribution list.

Existing Distribution lists may be updated via a Forms list target in Transformer.