Create Forms and Versions

Create a Form

Creating a form allows you to build and send tailored forms, evaluations, or other key program documents to [trainee]s, supervisors, and faculty members. 

1. Click Forms in the current interface. 
2. In the new interface, on the left, click the paper icon to display the Forms Manager and click Forms again. 
3. Click the blue plus sign in the top right corner. 
4. Enter details about the form. Note that the From Version Name is only seen by the institutional administrator and is used to distinguish one version from another. For example, you can include dates (for chronological tracking) or key details to differentiate your form versions. Additionally, your form description appears in the form header for all users. 

5. Select the form workflow. This determines who should receive the form and in what order.
6. If delivery automations will be used, click the plus icon next to settings and select the desired delivery method. Note all forms can always be sent by the institution manager. For delivery methods, you can choose:
   • Automatically when a placement is created: when a trainee creates a placement, the form will automatically be sent to the first user in the workflow.
   • Trainee will initiate and send: the trainee is responsible for sending this form. If you choose this option, then you can additionally choose if this form is sent: 
     • One per placement: only one copy of the form will be generated for the trainee to send. In cases where the workflow includes the supervisor, this form will be routed to the primary supervisor only. For example, if the trainee sends their hour approvals to three supervisors and you choose this delivery method, only one copy will be created and sent only to the placement's primary supervisor. 
     • One per supervisor: a copy of the form will be generated for each supervisor associated with the placement. In cases where the workflow involves the supervisor, each form will be routed to a designated supervisor. For example, if the trainee sends their hour approvals to three supervisors and you choose this delivery method, three separate copies of the form will be created and sent, one for each supervisor. 
7. Click Create. 
8. Edit the name of your first section by clicking the pencil icon on the right side. 
9. Select your question type or other content block for the first section; see Question Type and Content Block definitions below to learn more about each option. While the form saves periodically, remember to save your work as you create the form. 
10. Select the workflow recipient by clicking the drop-down in the questions or in the Details tab in the right panel. 
11. If desired, you can toggle on the option for the question to be required, have help text, or auto-fill with preselected values such as trainee/supervisor/faculty name/training site. Note that auto-fill is only available for Short Answer and Paragraph content blocks.
12. Click Add Content Blocks to add additional questions or form elements to your current section, or click Add Section to add additional sections. 
    • To edit a section name, click the pencil icon to the right of the section header. 
    • To reorder sections or questions, use the vertical arrows to click and drag items into place. You can also click the menu (three dots) associated with the section and click Move Down or Move Up. Alternatively, you can move content blocks to a new section by clicking the menu (three dots), click Change Section, then select the section you want to move the content block to. 
    • To delete content or sections, click the menu (three dots), then Delete.
13. Once all questions and elements have been added, click Save to complete the form or Activate to instantly activate the form. Any forms that are not immediately activated will remain in the Inactive status until activated. Note, you can preview the form by clicking the preview option in the top right. 

Question Type and Form Element Definitions 

You'll find these content block options under the Question Type and Form Elements sections. Note the question text character limit is set to 500 for all content blocks.

Edit/Update a Form

A current form version can only be edited if it does not have submissions and is inactive. If active, you will need to first deactivate the form.

If the form has associated submissions, a draft version will need to be created. You can create a draft version by clicking the menu (three dots) and selecting Copy as New Draft or by clicking Edit and following the prompts to create a new draft. Each form can only have one draft at a time. If one exists, you can either edit the existing draft or delete it and create a new one. 

You can also use one of your existing forms as a template to create a new form. Copying existing forms can save you time, particularly if the existing form has the same or similar data, such as similar questions or workflows, as the new form you want to create.

To create a new form, click the menu (three dots) from Version History & Drafts and click Copy as New Document.