Overview: As a system owner, you may want to create forms as a meeting agenda, to streamline meeting preparations and discussions.
Start from: The Compliance Overview page.
- Select Forms in the Main Menu.
- Select Create form.
A New form page opens up. There you should see seven setting up panels:
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Note: When using a form to plan a Meeting, the terminology is slightly different:
- Form = Meeting
- Task = Agenda item
- Comment = Note
- Deviation = Follow-up action
- Enter the name of the Meeting.
Restrict access to a location group
- Use the dropdown list to select a location group. Access to the form will be restricted to that group only.
- Enter a description of your meeting. Once populated, the description link appears on your Form on the dashboard. You will need to select the link to read the description.
Note: You can add text, tables, images and links, using the formatting menu.
Toggle the buttons to enable and disable the following options.
- Assign to existing users and make default for new ones – When enabled, this option assigns the form to all existing users and allows it to be selected from the assignments list when creating a new user automatically.
- Private – When enabled, this option allows you to select the roles that can see the form. When disabled, the form is not visible to any of the roles.
- Meeting – Enable this option to use this form for planning your meeting. It will activate the Add action option in each Agenda item (Task).
Note: A form should not be able to have both deviations and follow-up actions. It is up to the creator of the Meeting Agenda to ensure that no answer options result in a deviation.
- Downcooling – This form is for temperature check with automatic sensors.
- Label printing – Leave disabled. This option is only used if the form is being used to create labels.
- Revision Handling settings:
- Forbid re-open – When enabled, this option stops the completed forms from being amended. Users will only be able to complete the form once. When disabled, the form can be amended as required.
- Limited access – When enabled, this option shows a checklist of roles. Tick the roles to allow those roles to create new revisions, reopen completed ones, and handle deviations from completed revisions. When disabled, all roles can view the revisions and open deviation, but do not have the permissions to action them.
- Check to select which roles have permission to revise the form, re-open completed ones and handle deviations (an answer that is outside the parameters of what's expected).
- Here, you can upload or drag and drop any image to be visible on the Daily Schedule.
- There, you can select an integration name in the dropdown menu.
- Add the email address of anyone requiring notification of when a form is completed.
- Select Add + to add the address to the list of people to be notified. You can add as many addresses as required.
- Select the bin icon next to an entry in the list to remove that address.
Once you are done setting up the form:
Use a form in a meeting
Note: agendas must be published before other users/meeting attendees can view/complete them.
- Open an Agenda Item (Task)
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- Select the appropriate response.
If a follow-up is required:
- Reopen the Item and select to open the Action panel. Note the action required for the follow-up, the person responsible for actioning the follow-up, and a due date.
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- Select Save or Cancel if you want to leave the action panel.
- Select Complete when all agenda items have been addressed.
Note: The Agenda overview page shows a list of all forms, acting as a record of meetings.
