Processing Forms That People Fill Out
This part of the guide is focused on the back end interface to Dynamic Forms, where form data is captured and processes according to the process your department uses. Depending on how your department works, you may have one or more forms you will see which will have data available. Read on to find out about your interface and how to move forms from one step to another.
Logging On
Log in to Dynamic Forms by clicking here.
Administrative Dashboard
The administrative dashboard for form processing will look something like the picture below. It will show all the forms which are in your department and you have access to.
The most important areas to understand from this interface are the columns to the right of each form, which look like this:
The numbers below each heading will show forms that are in each step. Each column heading means:
Rejected: A form has been rejected by someone in a step of the form process and needs to be resubmitted.
Multi: This columns indicates that multiple signatures are required for this form and someone still needs to sign it. Once all signatures are collected, the form will move to the Pending column.
Pending: This column means the form is completed by all necessary parties and is ready to be processed by your department. So for example, a financial aid form has collected all necessary signatures and is ready to be acted upon.
Processed: This column means a form has been processed by your department and moved manually to completed.
Archived: This column means older forms have been archived and stored in the Dynamic Forms cloud. Archiving forms keeps your administrative interface cleaner.
Processing Forms
So you have forms that need to be processed? Well, you are at the right spot! This is a very important step. Why? Because if you have multiple people in your department, they may not know a form has been processed if you do not complete this step. Therefore, it is critical that you complete this part of form processing. So, let's get started!
The administrative dashboard
Remember that page described in the last page that has columns like "Multi, pending, processed..."? We can see we have some pending forms that are ready to be processed. So let's click on the number under the "Pending" column for your forms like so...
The pending forms page
Clicking on the number brings up the pending forms for the form name you clicked on. It will be similar to this picture:
So what do you mean by "processing forms"
This will be totally dependent on what your form does and how your department uses it. You may take information from the form and enter it into Banner. You may save a PDF and use a BDMS to archive the form. You may take down a name for event registration. Again, the processing depends on how your department is using Dynamic Forms. However, once you have done whatever it is with the form data you need to do, processing it is easy.
Processing step
You see those checkboxes next to the HTML columns and the buttons below? To process a form, check a box next to the form you want to mark as processed and click the "Process Selected Forms" button below. Pretty simple, right?
Archiving And Deleting Forms
So you processed your form and now you are curious about what to do with forms that are completed fully in your business process. You will see those forms that are processing in the Processed" column of the administrative dashboard.
Forms are processed
When you click that processed button, you'll see the processed forms dashboard. Similar to processing forms, you simply need to check the box of the form you want to take an action on and then you can pend, delete or archive it. What's the difference?
Return to pending status
You can move a form back to the pending state, in case there was an error or you accidentally moved it.
Deleted forms
They are gone, goodbye, so long. If a form is deleted, there is no functionality within dynamic forms to get it back.
Archived forms
You can archive older forms to store them in the Dynamic Forms cloud. Archiving forms will let you keep forms but keep your form interfaces cleaner.