There are two ways you can attach a Form as Evidence in an Action. Attaching a form that was submitted in Huddles will attach the form as a PDF in the normal Evidence section of an Action item. However, you can also now add a form to an Action Item when you are building the Action Item, allowing you to collect data in a structured way within your goals. This article explains how to add a form as Evidence, submit the form in the Action Item. For more information on optional settings for Forms in Goals, click here.
NOTE: In order to add a form to your Action Items, the Form Template must be built in the account. For more on building forms, click here.
Who is this article for?
Based on the default user settings in the Sibme platform, you should have permission to complete this task if you are one of the user levels listed below. If you do not see the screens in this article, you can ask your administrator if you have permission.
Users
Admin
Super Admin
Account Owner
For more on who can see submitted forms in Goals, click here.
Anyone who has permission to create a goal will have the option to add a form to their action items from your account.
STEPS FOR ADDING A FORM TO ACTION ITEMS
When building your Action Item, click the Add Form button to select your form.
A list of Form Templates will display, you can click the preview button to see the full form. Click the Use button to assign your form (either from the list of forms or from the preview).
If you wish for the form to be the only thing that the Goal Owner will complete in this Action Item, check “Make this a Form-Only Action Item.” A Form-Only Action Item will not have options to complete a reflection, add other evidence, or add measurement to the Action Item. All the Owner will do to complete the Action Item is submit the form.
NOTE: You can only add one form to each action item. If you wish to have the Goal Owner complete multiple forms, add each form as a separate Action Item to the Goal.
5. Continue building your Goal by adding other Action Items. Once your Goal is Complete you can choose to review and edit Optional Settings, or you can Save and/or Publish the Goal to begin working on it. For more on Optional Settings for Forms, click here.
STEPS FOR SUBMITTING A FORM IN AN ACTION ITEM
When you get to an Action Item that has had a Form embedded in it, you will be able to click on the Form to complete and submit it under “Assigned Forms.” If the Action Item is a Form-Only Action Item, then the Action Item will be the only thing visible when you click on the action item.
The Form will Auto-Save while you are working on it. So if you would like to return to complete your form later, you can simply leave the form after Auto-Save.
Once you are ready, click Action Item Done to submit the form.
NOTE: The Form Submission Data will always be assigned to the Goal Owner, even if a Collaborator with Evidence rights completes the form in the Action Item.
Once the form has been Submitted, download a PDF the form in the Assigned Forms area of the Action Item by clicking “Download.” If a Reviewer wishes for the form to be completed again, mark the Action Item Undone. This will make the Form editable again. Otherwise, the reviewer can mark the Action Item Reviewed.
NOTE: ADDING FILES TO A FORM IN AN ACTION ITEM
When your form template requests that the form assignee add files to the form, and you use the template in an Action Item, a special section will appear to the left of the form in the Action Item called “Form Evidence.” This section allows you to easily click on any files added to the form. Form Evidence will function like normal Action Item Evidence, allowing you to add timestamp or document comments, including frameworks, custom marker tags, etc. To see if Evidence has been added to a Form, click the <SCREENSHOT> icon.