Understanding Forms

InEight Forms are documents that are completed on a step by step basis with inputs and sections often completed by different parties within InEight Document. A simple example of an InEight Form is a Request for Information (RFI) where an initiating party uses an RFI Form to raise a question from party to another on a project. This question is then responded to on the same Form by one or more other parties.

A more complex Form might be a Non-Conformance Report (NCR) Form where there may be multiple steps required to be managed and recorded on the same Form from the initial raising of the issue to the final close out.

An InEight Document Form has a single reference number, a single status indicator and is managed via a separate Forms module. The Forms module also enables defining of a complex workflow driven process for the completion of a Form type, which ensures that events in relation to the Form happen in the required order.

Forms are mobile friendly and allow for offline and online completion.

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.
6. 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.

There are a number of terms used within InEight Document in relation to Forms:

Form section	Area of the form
Form steps	Logical steps connected via a workflow.
Next action	Possible outcomes a user can select after completing their first step (configured via the workflow). This outcome can also affect the form status.
Form status values	Values that are assigned to one or more steps to further assist form management.
Distribution	The distribution list for a form is separated by people receiving the form For Action and those receiving it For Info. For Action recipients can add information to the form (although workflow-based form access is restricted by workflow steps).
Complete action	Publishing the form or indicating you have completed your section, meaning the form can move to the next step.
Workflow driven forms	A workflow driven form is broken into steps related to one or more sections to be completed by recipient(s).
Non-workflow driven forms	A non-workflow form consists of two elements: the initiator section and the recipient sections.

To Access the Forms register, select Forms on the dropdown on the Dashboard

The default view will be for your Personal forms. If you have access to your Company forms you can toggle your Company view.