This guide assumes you have already created a new Form Template and have selected Editable Workflow from the selection window. Please see the Create a Form Template guide if you need assistance with this.
Editable Workflows allow for greater flexibility when designing Form Templates. They allow you to determine who 'owns' each Stage, and how many steps (or 'Stages') make up the journey of the Form Template. They also allow specific Users, User Groups and Reporting Line relationships to 'contribute' to the Form.
When using an Editable Workflow, you should design the form in the Layout tab before proceeding to the Workflow tab. This is because the Fields you create will be made available for you in Stage 1 of the Workflow tab. To learn more about this, see the Manage Fields across Stages when using an Editable Workflow guide.
Typically, a form will journey between the User and Manager but you may also require a Manager's Manager, an additional Reporting Line relationship or other individual to authorise a Stage in the Form. The Editable Workflow allows you to state who can sign off that Stage of the form so that it may pass to the next person within the workflow or mark the completion of the entire form.
Terminology
The below glossary explains the terminology used in the Workflow tab of the Form Template Editor.
| Stage |
This is each step within the workflow. Each stage must be signed off as complete before it may pass to the next stage. When you create a new Form Template there will be 2 stages as default. Stage 1 and a Sign Off Stage. |
| Owner |
This is the person responsible for signing off the submitted information for the Stage once complete. There can only be one Owner for each Stage but it is possible to have different Owners for different Stages. |
| Contributor |
This person can view and input into the Stage but cannot sign off the Form or Stage as being complete. You can have as many Contributors as required for each Stage but don't have to have any. It is not mandatory for Contributors to input in to the form and the Owner can complete the Stage without any contribution as long as all mandatory fields are complete. |
| Assignee |
The User the Form is assigned to. |
| Line Manager |
The person the Assignee reports to as specified on the Line Manager tab of the User's profile. |
| Manager's Manager |
The person who the Line Manager reports to as specified in the Line Manager tab of the Line Manager's profile. |
| Specific User |
An alternative User who has an account on the LMS but is not the Assignee, Line Manager or Senior Manager. For example, this may be a HR or Training Manager specified by name. The Specified User must be an individual, it is not possible to specify a User Group. Please note that if assigning a Specific User, if they leave the organisation the Form Template will need to be revisited and the Specific User changed. |
| Specific User Group |
A specific User Group such as Administrator or custom Groups created by Super Administrators. |
| Additional Reporting Lines | System Roles used as relationships between Users, for example a T&C Manager. |
The Create an Editable Form workflow guide will explain how to customise the Workflow.