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Configuring Actions with Required Forms
Who is this article for?Users who would like to learn more about configuring Actions with Required Forms.
No elevated permissions are required.
Efficiently managing actions and their associated forms is essential for streamlined workflows within Lucidity Software. This guide explains how to complete, check the status of, and manage required forms, including handling repeating actions and closing actions with pending forms.
- Actions with Required Forms
- Linking a Required Form to an Action
- Completing the Form
- Checking the Status of the Required Form
- Closing the Action
- Repeating Actions
- Further reading
1. Actions with Required Forms
The "Required Forms" feature allows users to specify a form (within InForm) that needs to be completed alongside an action. When the action is created, the required form is specified, and upon saving the action, a record of the nominated form is created, ready for the actionee to complete.
Video: Introduction to Actions with Required Forms
Attaching a form within the InForm module as part of an action simplifies processes where the actionee needs to fill in a form to complete the action. The form that needs to be completed as part of the action is referred to as a "Required Form."
When creating an action, if a form is required, the template can be selected during the creation process. Upon saving the action, a blank form record is created and assigned to the actionee (who becomes the respondent of the new form record). This ensures the actionee not only has an action detailing what needs to be done but also a linked form record ready for completion.
2. Linking a Required Form to an Action
- Navigate to the Actions page within the required module and click Add New action.
- Select the actionee, enter the action description, and set a due date.
- Within the required form section, select a form template as illustrated below. The status and link to form record fields will be displayed once the action is saved.
- Click Save.
The system will now create a Form record of the selected form. The Respondent for the Form record is the same as the Actionee nominated for the Action.
3. Completing the Form
The form can be completed either through the browser or the Lucidity App, with all normal form functionality available. This includes changing the respondent if required and attaching actions and attachments to the form. The form is available on the Lucidity App like any other form.
4. Checking the Status of the Required Form
The status of the required form for any actions can be viewed by opening an action from the My Actions or All Actions page within any module (except the Intranet). In the Intranet, the status is displayed on the Dashboard. The status is colour-coded as follows:
- Orange - Form is Not Started or In Progress.
- Green - Form is Complete.
The presence and status of a required form can also be included in the My Actions or All Actions page using the Column Configuration tool. Filters on these pages indicate whether actions have an attached form, the status of the form, and which specific form is required.
To show only actions with a required form, use the ‘required form status’ filter and select all three status options (not started, in progress, and complete). This will filter out any actions without a required form.
Within the Lucidity App, if an action has a required form, it is displayed within the action when opened.
5. Closing the Action
The action can be closed in the usual manner. While there is no restriction on closing an action if the required form is not complete, the status of the form is displayed within the action as a reminder. If an action is closed and the form is not complete, the form remains to be completed. Filters on the My Actions and All Actions pages allow the status of actions with corresponding required forms to be reported.
6. Repeating Actions
Recurring actions can have a required form specified. Each time the new action recurs and is created, a corresponding form record is also created.