Forms in InEight Document

There is no concept of “outgoing” and “incoming” with Forms. Rather, a Form uses a concept of a Form being structured in Sections and with Steps to be taken to move between the Sections. The steps can be managed via a Form Workflow. A Form typically works as follows:

  1. An Initiator creates a new Form e.g. Request for Information (RFI) or Non- Conformance Report (NCR).

  2. A reference number is assigned to the Form.

  3. The Initiator completes the initiator section of the Form. This includes the following:

    1. Details about the issue/question being raised.

    2. Reference documents.

    3. The “Requested by” person.

    4. The distribution list (Form recipients) clearly indicating who is intended to action each subsequent section of the Form (listed in the “For Action” field) and who is just receiving the Form for information (For Info field).

  4. Prior to being published, the Form is visible only to the Initiator and can be saved multiple times and remain as a draft.

  5. Once finished, the Initiator publishes the Form using the Complete Action button.

  6. Based on the type of Form the following then occurs:

    1. For Non-Workflow Forms (e.g. Hold Points): All Form participants are notified and all remaining sections of the Form enabled and completed as required. Any user in the For Action field can update and edit any Form sections except for the initiator section. Section level control can be maintained by clicking the For Action button and updating permissions for each user to each section on the Form.

    2. For Workflow Forms (e.g. RFI): the status is changed and recipient(s) responsible for the next step in the workflow are notified. The final recipient for each step chooses what the “Next Action” will be (for example to return the Form to the Initiator or send it on to additional recipients for further action). Each step has a default status, but an alternative status can also be selected when selecting Next Action.

  7. While the status of a Form remains as Outstanding, the Form can continue to be edited. When the Form status is changed to Closed Out it becomes locked and can no longer be edited. If required, an Administrator can reactivate the Form using the More button from within the Forms register.

Form participant access can be set at a Form or Section level or defined by a workflow. Default distribution groups and workflows can also be defined in advance or as required.