Video - InEight Document Enhanced - Form Setup Essentials

TRANSCRIPT

Welcome to InEight Document.

This video has been developed to help guide form administrators through the essentials of form setup and configuration.

First, we'll look at choosing a workflow or non workflow form type.

Next, I'll show you how innate's form components relate to your established processes.

And lastly, provide an overview of how to set up and configure a workflow form using an eight document.

The first thing to work out is what kind of form do you actually need? Do you need a workflow form? In fact, do you even need a form at all? Or would mail be more appropriate.

To answer that, first consider who is going to use your form.

If you have a large number of external stakeholders who will never log in to InEight Document, it might actually be easier to configure mail types to meet your collaboration needs.

While you can still get them to participate in a form, if they are planning on remaining external contacts, Rather than InEight users, they may have a stronger preference towards using the mail module.

On the other hand, If your form participants are all InEight users and you want a single reference point for all associated attachments, comments and responses, then consider using a form rather than mail.

With a form, additional users can also be added without creating a new record.

Different statuses can also be applied and captured at different times to note progress.

Once you've decided to use a form, you need to determine if you'll be using a workflow or non-workflow form.

If the interaction involves a question with controlled responses, for example, hold points or witness points, Then we recommend using a non-workflow form.

If your form has a defined workflow or even has a recipient's checking information and sending it back for clarification.

Then it's likely you'll need to set it up as a workflow form.

Examples include non-conformance reports, and defect notices.

In this video will focus on how to set up workflow forms in the system.

For more information on non workflow forms or mail, Please watch the other videos in our video channel or check out our knowledge library.

Now, let's look at the components of a workflow.

Here is a workflow process diagram that may look familiar.

There are start and stop events, action events, and decision boxes.

It begins by identifying a non conformance and raising a report with all the details for investigation.

This is then sent to the quality manager for review.

If they need more information, they can return the form back to the initial investigator.

This process is repeated until no further information is needed.

Once an acceptable response has been received, the quality manager can send it through for resolution, then re inspection.

At any point, it can go back to the previous step for clarification.

But once no further action is needed, the workflow can be closed out.

Within in a document, the Forms module has been designed so that this workflow can be represented by creating an NCR workflow form.

With each of these workflow events represented by workflow steps.

In this case, each step also represents a section of the form to be completed.

The outcome of each step or the path the workflow will take after the step is set up in in a document by listing all possible subsequent steps as next actions.

The form may move forwards or backwards, depending on which next action is chosen.

In step two, you can see these possible actions.

It can be returned for investigation or sent for resolution.

Which looks like this within in a document.

With each possible next step also having an associated form status.

Form participants are defined using distribution groups. Once the entire workflow of steps and actions is completed.

You can grant all participants, full access, or limit visibility, or access permissions by section of the form.

Now we have looked at all the requirements for this workflow form. I'll show you how to set up an NCR workflow form type in a document.

Because of the relationship between steps, statuses, and form sections, it's important to note that each component of the form must be configured in a specific order.

First, create form status codes from the configuration table section in the admin area of in a document.

In this case, this is an NCR, so all the required statuses reflect the steps of a non conformance report.

Statuses for each step of the form must be set up first, as steps cannot be created without a status.

Once statuses are added, the form type can be created and configured from the form's register.

In most cases, This step will be completed on your behalf.

Once the form type is available, you can configure the form from here.

The first thing to do is select the status codes that will be used in this form type by clicking the edit icon.

Then clicking here.

Once you have defined all statuses to include, Click the workflow edit icon and start creating the form steps.

You need to create all steps first before configuring them, as you won't be able to define next steps until all of them have been created.

Use the plus icon here to create new steps.

We recommend labeling each one with the number dash name of step in the title.

This helps provide clarity and visibility for workflow participants and for reporting purposes.

Once sole steps in the workflow are created, you can configure each and define next actions and associated statuses for each step.

Before continuing, make sure you validate.

Once confirmed, you can then assign default form participants for that form type using distribution groups.

Before you can do that though, you'll need to make sure all the relevant users have the appropriate sister films via security groups.

Once access is confirmed and distribution group set up for each form type, your form will be available to initiate.

Well, That's an overview of the essentials for setting up forms.

For detailed instructions on each of these steps, please refer to our other form videos and content.

Thanks for watching.