What are Custom Forms?
Within the Health and Safety module is the Custom Forms feature.
This allows you to create your own custom forms which users can then fill in and submit.
Custom Forms is accessed via
Management > Health and Safety > Custom Forms.
Note: If you cannot see this area, your Controller likely hasn't given you access to it.
Custom Forms Grid
When you access Custom Forms, you're presented with a grid of forms that have been created (this will likely be blank the first time you visit this area).
The grid can be customised to show either 10, 25 or 50 entries per page. There is also a search bar that allows you to search on the name of a form or the person who created a form.
The Custom Forms grid will show the following information once a form has been created:
- Form - Name of a form.
- Created by - Name of the user that created a form.
- Submissions - The number of submissions a form has had.
- Enabled - If a form is enabled/disabled. Users only see enabled forms.
Note: When a form is enabled, an email is sent to all users notifying them of this.
- Created - The date a form was created.
- Actions - 4 action buttons that have the following functions:
- Green/Teal - Allows you to edit a form.
- Dark Blue/Grey - When blue, allows you to view submissions. When grey, no submissions have been sent.
- Yellow - Lets you view history of any changes. Will be faded if no changes have been made.
- Red - Allows you to delete the form. This option is disabled if the form is either enabled, or if any submissions have been sent.
Creating a Custom Form
Forms can be created by selecting "Create New Form" to the right of the grid mentioned above.
Once you do this, you'll be taken to the form creation screen shown below.
When creating a form you must give it a name and a least one form field.
Note: A description or instructions can be included underneath the form name too.
You can also choose who you want to receive a notification when a user submits the form you're creating:
- Health & Safety Reps
Note: Controllers can check who the Health and Safety Representatives are via
Setup & Admin > Health and Safety Permissions.
During the form creation, you can choose whether or not you're going to allow multiple submissions of your form.
When this is set to 'Yes', it will allow a user to submit this form multiple times and each time they do, separate entries will be created when viewing the submissions.
When it is set to 'No' however, it will only create one submission. If the employee submits the form again, rather than creating a new submission, it will instead update their last submission.
In this event, you can view the submission history which will show you the original submission and any changes the user has made thereafter.
From there, you can add the contents of your form by adding one or more of the following fields into the form:
- Text Field
- Text Area
- Date Field
- Select (Drop-down menu)
- Checkbox Group
- Radio Group
Many of the above fields (apart from Headers and Paragraphs) can be edited to be a 'Required' field which means that users won't be able to submit the form until the required field(s) are filled in.
There are also other customisation's for fields such as adding placeholder text and help information.
At the bottom of the form creation screen are 3 buttons:
- Cancel - This will close the form creation tool. Your form is not saved.
- Reset - This resets/removes the form fields you've added.
- Save - This saves and creates the form. It will then appear in the Custom Forms grid.
You can view the submissions for a form by selecting the dark blue button on the relevant form in the Custom Forms grid. However, if there are no submissions, the button will be grey.
Note: Managers who are allowed to access Custom Forms will only see submissions for the users they're set to Line Manage.
You'll then be shown a list of submissions. 4 of the columns in the submissions grid will reflect a number of the fields entered into your form.
You're able to customise which fields you want to show in the grid columns using the 'Toggle Columns' area.
Note: You can only have up to 4 custom columns toggled at a time. However, hovering over a submission will replace the Toggle Columns section with all the questions and answers from that submission.
If a user has edited their submission (this only happens if 'Allow multiple submissions' is turned off when creating the form), you will be able to view previous versions of that submission using the yellow 'Show History' button.
If needs be, you can also archive a submission using the red button.
Note: If you archive a submission, it will no longer be visible to the user.
You're able to view a list of archived submissions using the 'View Archive' option to the top right of the submissions grid.
From there you can again view the history of a submission. However, you can also restore a submission from the archive, back into the active list.
Note: You can move back to the active list using the 'View Active' button to the top right.
Filling in the Form
Once a form has been created and enabled, an email notification will be sent to all users and they will be able to fill it in by navigating to
Myhome > Custom Forms.
Note: The Custom forms area shown in the below image only appears when there is at least 1 form enabled.
This page will show the user a list of enabled forms and when the user last filled in each form (if it has been filled in).
There are 2 buttons against each form:
- Green/Teal - This allows the user to fill in the form.
- Dark Blue - This lets the user view their submission(s).
Once a form has been completed, an email notification will be sent advising the form was filled in.
The email notification will go to whoever was specified when the form was created (Controllers, Managers and/or Health and Safety Reps).