FORMS

Monitoring Forms

Users who are set as Responsible for one or more Scheduled Forms can monitor them on the web in Monitored Forms under My Responsibilities. There they will see lists of the Forms they are responsible for.

In addition, users who have been assigned to approve Forms will see them in separate lists on the same page.

The lists contain information about each Form, such as the Respondents they have been distributed to, the Organization and Period they are for, as well as their Due date and Status. In addition, there is an Actions column containing icons indicating the actions that can perform on each Form, such as Answer the form to go directly to a form to be answered, Send e-mail to create and send Reminder e-mails, and Reopen form to open the form for answering after the End date is passed.

Forms can have the following status:

Waiting for answers - you have not started to reply to the form
Answering in progress - you have started to reply to the form but it has not been submitted
Overdue - the Due date has been reached
Saved - your answer has been submitted and saved
Ready for approval - your answer has been sent to the appointed approver for validation
Approved - your answer has been approved and submitted
Rejected - your answer has not been approved, and the form has been returned for correction
Blocked from being answered - the maximum number of answers has already been reached, and no more answers will be saved
Expired - the Expiration date has been reached and no more answers will be saved

Forms Approval process

In a Forms Approval process, the Respondent enters data in the BMP, Periodic, or Scheduled form that has been made available to him/her in the usual way. The Respondent can may be able to save answers temporarily to review later or submit them immediately, as in all forms. The Respondent is also able to attach documents as proof of the data he/she enters in the form.

Form Approval

When a Respondent answers a form and clicks the Send for Approval button, the form is sent to the Approver(s) for validation and approval, and the form status changes to 'READY FOR APPROVAL'. The Approver(s) can access the form in Monitored Forms in My Responsibilities on the web. Only forms with status 'READY FOR APPROVAL' can actually be approved or rejected.

Any of the users appointed as Approver of a form on the same level can enter it when the status is 'READY FOR APPROVAL', via a link in the Notification e-mail or via the customized filtered list in Monitored Forms in My Responsibilities.

If you want to display the forms differently in Monitored Forms, the filtered lists may be reconfigured in the Pages model.

If an BMP form or a Periodic form contains a Multi Period question, the Approver's list in Monitored forms will contain one form for each period in the Multi Period question, and each period must be approved individually.

If a form is sent for approval in a different period than the response to the MPQ is for, Monitored Forms will also contain a form for approval for that period. This is because the main form answer is always expected to be for the period when the form is answered.

Known limitation : If an administrator changes the period type on a scorecard containing an BMP Form to a higher resolution (e.g. from MONTHLY to DAILY), Multi Period Questions with that resolution (i.e. DAILY) that are already answered will not be owned by the new periods (e.g. answer for Oct. 15, 2016 will still be owned by Oct. 2016). Upcoming and new periods will be handled normally. The case is not highly frequent in normal business scenarios.

W hen an Approver opens a form answer, it will look the same as the respondent saw it. The Approver checks the values the Respondent(s) entered and either accepts them and submits /forwards the form or rejects the form. The Approver will also have access to overwrite values before submitting the form , if Stay open after submit was selected in the form configuration . The Approver can also open/download any documents that the respondent(s) attached as part of the form answer.

The last page of the form contains the Approve button. When the Approver clicks the Approve button, the form answers are submitted and become a part of the node data or the form is sent on to the next approval level .

If Stay Open after Submit is checked in the form configuration, the Respondent(s) may edit values after sending the form for approval. If a Respondent wants to resubmit a form, either while the status is 'READY FOR APPROVAL' or after it has been approved (status 'APPROVED'), the Respondent will see the message, "Do you want to resubmit this form?" and resubmitting must be confirmed or cancelled.

Using Stay open after Submit in a form with Forms Approval is not recommended, since respondents will be able to change data that has already been approved.

If Stay open after submit is NOT checked, it is not possible to change the data, not even for approvers.

If you delete the Forms Approval object in a form that is active, and:

1. the form has already been sent for approval, the status changes back to 'WAITING FOR ANSWERS' and the button changes to Submit.

2. the form has already been approved, the status remains 'APPROVED' (even though there is no Forms Approval object anymore). For the following periods the form behaves as a form without a Forms Approval object. After Submit, the status becomes 'SAVED'. For the period(s) where it had the Forms Approval object, the status remains 'APPROVED'.

Form rejection

When a form has status 'READY FOR APPROVAL', the last page of the form will also contain the Reject button, which is only available for Approvers. If the form cannot be approved, the Approver clicks the Reject button and will also be able to enter a message. When the OK button is clicked, an e-mail with the message text and a link to the form answer will be sent to the Respondent(s) , if an e-mail address is registered . The form answer status is set back to 'IN PROGRESS'. The Respondent(s) should then make changes and resubmit the form. Rejection messages can be configured in Forms Approval.

The Approver may click the Cancel button to go back to the form, and no changes are made.

If a form with Method = "one" has more than one approver and has been approved or rejected by one of them, another may still see the Approve/Reject buttons, if he/she tries to enter the form without refreshing the page after the first approval. However, if the second Approver tries to approve or reject the form, a warning message is shown and no operation performed. Only forms where status is ' READY FOR APPROVAL' may be rejected or approved.