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Report forms

The forms you ask people to fill in: who is asked, how often, who reads what comes back, and how each round stands.

Start a new form

  1. Press New form at the top of Forms.
  2. Type its Title, and what it is for under What it is for if you like.
  3. Choose the unit under Asked by, and check Ask everyone beneath that unit too to reach the units below it.
  4. Under Who is asked, check the roles to ask, or leave them all unchecked to ask everybody with a seat. The line below says how many it would ask.
  5. Choose How often, the day it is due, and when to Remind them.
  6. Choose who reads it under Read by, and check Sign off up the tree if each level above should sign it.
  7. Press Create and add questions.

Then: The form opens on its own page as a draft, ready for its questions. Nobody is asked anything until it is published there.

Rather not? Press Cancel to leave without making it.

Daniel coordinates a region of 9 centers. They make Monthly field report, asked by the region, with everyone beneath it and only Unit leads checked; the line says it would ask 9 people. It is due on the 5th with a reminder 2 days before, read by the nearest reader and signed off up to the region.

Start from a form in the library

  1. Find Forms from the library, below the forms.
  2. Choose the unit asking under Asked by beside the form you want.
  3. Press Copy.

Then: It says the form is copied as a draft: change anything, then publish it. A copy is your organization's own, and a later change to the library never reaches it.

Find a form and see how its round stands

  1. Type part of its title, its unit or who it asks in Search forms.
  2. Press Live, Drafts or Stopped to see only those, or All.
  3. Read its line: who it asks, how often, This round with how many have sent it in and when it is due, and How it travels.
  4. Press it to open the form.

Then: The tiles above count the live forms, the people they ask, the next due day and how many have sent this round in. Coming up lists every live form's next due day, the soonest first.

Set how every new form starts

  1. Find Report settings below the forms, and press Change the report settings.
  2. Under A new form's sign-off, choose Asks for sign-off up the tree, once a report is read or Stops at the first reader.
  3. Type the days in Tell a unit's report readers when a report is: how many days overdue a report is before the people who read that unit's reports are told.
  4. Press Save the report settings.

Then: It says Saved. The sign-off choice is where every new form starts, and each form can still be set its own way. People who owe a report are reminded from its due day either way.

Who: Only the Owner and Admins, who hold both Change organization settings and Build report forms across the organization, see and change these: whether a report goes up the tree for sign-off is sign-off's own control, so the IT admin does not change it.

You see the forms you could open: those asked by a unit where you build report forms or read work reports, and, for a form asked of the units beneath it, those where you read work reports at one of them, always at a unit you can see. The page opens for whoever holds Build report forms or Read work reports somewhere; anybody else who types its address, an IT admin included, is told report forms are written by whoever asks for reports, and pointed to My report. An IT admin holds Change organization settings and neither of the others, so Report forms is not on their Settings menu. To let somebody build report forms, an Owner or an Admin makes a role that holds Build report forms under Settings › Access and security › Roles and access and gives it to them, or gives them a role that already holds it, such as Unit coordinator. New form works and the library is offered only where you may build report forms, and Report settings only to the Owner and Admins; somebody who reads the forms' reports and asks no unit for any sees them under a notice at the top saying those who ask units for reports change them, and New form not working. On the menu this page is Settings › Forms › Report forms, for whoever builds report forms or reads work reports; a reader also opens it from Open the form on Staff reports. It needs Staff reports & forms in your organization's plan.