In this article, we will explain how you can use forms inside the Playbook. Please refer to this document for an in-depth understanding of the form type of task.
To create a form task for your Plan, click on the blue icon at the top right corner of your package/sub-package and select "Form".
The window will pop up with two options to choose from: Schedule Form or Link Form.
Schedule Form
Schedule Form
Click on "Schedule Form" to create a recurring task that needs to be completed regularly.
Choose a form you would like to schedule from the drop-down menu and click on "Schedule Form".
Decide if the form should be filled out daily, weekly, or monthly. You can also specify a particular day of the week for submission. For example, if you schedule the "Permit to Work" form for Mondays, the task progress will update if the form is submitted every Monday within the specified task dates. If submitted on any other day, such as Tuesday, the task won't be automatically linked and has to be manually associated.
Additionally, you can create a new matching algorithm based on the creation date using the key field. You can select any date-type data in your form that needs to be entered manually, such as "Date Required". The algorithm will mark the task as complete if the entered date matches the selected criteria. For instance, even if the form is submitted on a Wednesday, it will be marked as complete if the "Date Required" is a Monday between December 18th and January 24th (task duration).
Click on "Create Task" to finish setting up the task.
When you view the packages and sub-packages, you'll see the task added, and the number next to the checkmark updated. For example, if it says 0/5, it means there are five forms to submit within this task. Click on the chevron to the right to see the requested forms and their details.
You will find instructions on how to complete this type of task in this article.
Link Form
Link Form
Click on "Link Form" to connect an existing form to the task and define the status that will mark the task as complete.
Select a form from the dropdown list and click on "Link Form".
Select the status that the form must achieve to complete the task. A form that meets this criterion, such as reaching the "closed" status, will be automatically linked to this task.
You can create additional conditions besides the desired status of your form. Click next to the Custom Field to select a field from your form you'd like to specify. For example, you might want the Standard Task Form to reach "Closed" status, and it will only be marked as complete if the "Assigned to" field is (==) or isn't (!=) Aleksandra.
In other words, for the custom field selected, with the condition being "Assigned to == Aleksandra Grzelak", the "Assigned to" field on the form must match "Aleksandra Grzelak".
Click on "Create Task" to finish setting up the task. When you view the packages and sub-packages, you'll notice the task was added, and the number next to the checkmark updated. For example, if it says 0/1, it means there is one form to submit within this task. Click on the chevron to the right to see the requested form and its details.
You will find instructions on how to complete this type of task in this article.