Create a Form Template – Unicorn Training

Access to Form Templates is granted to Super Administrators and is only available for our full LMS customers.

Navigate to the Form Templates area under the System section of the Menu.

Form templates link

You will then be presented with a choice whether to proceed using a Fixed Workflow, choosing from a list of predefined workflows or an Editable Workflow which gives you full flexibility to create and edit your own custom workflow.

The workflow options allow you to choose the journey the form will take between User and Line Manager, including who will initiate it, who can contribute and who will complete it (sign it off).

workflow options

Once you've selected from the Fixed or Editable Workflow, click on Next.

You will be asked to enter a Template Name and Code. These are mandatory fields and must be unique for each Form Template. Once entered, click on Create.

You will be taken to the Details area of the Form Template Editor where the Name and Code of the Form Template will be pre-populated for you, however, you it is still possible to change the name and code if required while the template is still in DRAFT status.

You can also enter a Description for the template.

Options

The Options allow you to manage the way the form behaves by checking/unchecking the boxes.

options checkboxes

Choose the Options you want using the following guidelines:

Form will be marked by Manager	Available in any workflow except for ‘User > Complete’. The Line Manager will be able to add a Score and a Passed/Failed marker within the Sign-off Section: The Pass/Fail mark will be visible when reviewing the progress information for the Form in My Activities:
Prevent user from viewing the submitted form	Available for every workflow. When ticked, the Form will be locked for the User once Sign-off has been completed. Although it will appear as a completed Activity within a User’s training plan, they will not be able to read or print the completed form.
Prevent manager from viewing completed form	Available for User > Complete workflows. When ticked, the Form will be locked for the Manager once Sign-off has been completed. Although it will appear as a completed Activity within a User’s training plan, the Manager will not be able to read or print the completed form.
Enable form change history	Available for every workflow. Ticking this option will log changes made at each step as the Form moves through its workflow. A marker will appear against the sections of the Form which have changed when moving between the User and Line Manager.
Unrestricted access	Available for every workflow. The default set of users who can view a Form are the User, Line Manager, Senior Manager (see additional workflow below) and Super Administrators who have permission to see all Forms. When the Unrestricted Access option is ticked, the above access constraints are relaxed meaning Line Managers and Administrators who are able to view the User within their Reporting Scope can view the Form from My Team Activity or the User's profile.
Senior Manager Sign-off	Available when using the 'Manager > User > Manager > Complete' workflow only. When ticked, the workflow is adjusted to become 'Manager > User > Manager > Complete > Senior Manager'.
Allow delegated access	Available for every workflow. When ticked, Users who have been set up as 'Delegate Manager' for the User will be able to access the Form and fulfil the Line Manager role.

The next steps you take will be determined by whether you have selected Fixed Workflow or Editable Workflow.

Note: The ability to create Form Templates is typically a Super Administrator role but permissions can be given to the Form Templates area for other user groups if required. If so, please speak to your Customer Success Manager.

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