The procedures described in this article follow a legacy process. Refer to this article only for general concepts; follow the procedures described in the Workflow Review Forms article when creating review forms. Workflows created using the legacy process cannot be managed using the Workflows (New) tool and vice versa.
Reader review forms are used to capture application ratings and comments during the reading process. Reader Review forms may be associated with a specific bin and will display to the right of the Reader. Once the form is submitted, it will be associated with the applicant and the form results can be displayed in the Reader. Multiple forms may be submitted on an applicant.
Configuring a Reader Review Form is a two-step process:
- Create a Reader Review Form using the Form Builder.
- Associate your Reader Review Form with a Reader Bin.
Create a Reader Review Form
On the Form Management screen, click Edit Form to begin building a Reader Review form.
|Form Components & Properties||Description|
Reader Review form fields should only be mapped to system fields in special circumstances. Reader fields mapped to System fields will result in overwritten data, as there is a single value per application. An entry by Reader two will overwrite the entry by Reader one. Use only when appropriate.
Before adding fields to your Reader Review form, be sure to change the scope of the form to Reader. On the Edit Form screen, click Edit Properties to set the scope.
Always remove the default fields (e.g. First Name) when creating the review form. Reader Review form data is automatically assigned to the applicant.
Use the Form Builder palette to add questions to the Reader Review Form.
- Enter a unique field label and export key for every field on the Reader Review Form. This will make it easier to identify and export Reader Review Form data.
For example, if there are multiple comment fields on the form, give each one a unique label (e.g., Academic Comments, Extracurricular Comments) and a unique export key (e.g., aca_comments, extra_comments).
Configure the form fields as follows:
- Status - Status should be set to Active.
- Type - Select a compatible format type for your field.
- Label - Provide a unique label that will display on each field name.
- System Field - Reader Review forms may be mapped back to a system field or left unmapped. Only select a system field when appropriate. Otherwise, leave this setting blank.
- Export Key - If a System Field was selected, the Export Key will pre-populate. If not, provide a unique export key name.
- Data Type - Select the appropriate Data Type. Note: If the field is storing a numeric value, be sure to select either Int (integer - no decimal) or Real (decimal number). This will allow the use of the value in a calculation on the form and filter on the numeric values.
- Prompts - If the field is mapped to a system field, the prompts will pre-populate. If not, list the possible values if the field has option values.
- Default Value - Configure a default value if the form field should display a particular value when the form is opened.
- Options - Carefully consider how each Option setting will affect a Reader Review form field:
- Required - Determine which fields should be required on the review form.
- Internal Only - This setting is for public-facing forms and should not be used on a Reader Review form field.
- Read Only - Use this setting for read-only fields that should display (and not update) data from the student record.
- Hidden - This setting is used for calculated fields.
- Disabled - This setting is not necessary for a Reader Review form.
Limit the number of required fields and the use of conditional logic on a Reader Review form. Make it easy for a reader to complete the form. Avoid using a Reader Review form to display values.
Associate a Reader Review Form with a Reader Bin
Configure the Review Form Process
If the same Reader Review Form is used at multiple stages of the reading process, configure the same form to display in multiple bins:
If separate Reader Review forms are used at different stages of the reading process, configure each Reader Review form to display in the desired bin:
Consider the reading process when configuring the Required setting on Reader Review forms. Forms may not all need to be required to submit responses.
Mapped vs System Fields
Reader fields mapped to System fields will result in overwritten data, as there is a single value per application. An entry by Reader two will overwrite the entry by Reader one. Be careful and use only when appropriate. Mapped fields in a Reader Review Form should be Application or Person scoped.
Remember that all Reader Review Form data is available to query on (including mapped and unmapped fields) by adding Reader Form exports and Reader Form Value filters from the Slate Template Library.
There are three reasons to map to a custom or Slate standard field on a Reader Review Form:
Step I. Create a Reader Review Form
- Add a mapped reader rating form field
Step II. Create a second Reader Review Form
- Add the mapped reader form field that was added on Reader Review Form 1.
- Mark the field as 'Hidden'
- Add a second reader rating field
- Add a third form field to house the total rating
- Mark this field as 'Hidden'
- Add the form calculation
Review Rating 1 (Hidden) - The Review Rating 1 is mapped to the same system field used on the 'Reader Review Form (Reader One)', making the value available on 'Reader Review Form (Reader Two)'. Typically this field is configured as Hidden since the second reader will not be changing the value. In some cases, a second reader does not want to know what the first reader rated the applicant.
Review Rating 2 - The second reader enters a rating with a separate form field.
Reader Rating Total (Hidden) - This field is a calculated field that dynamically updates based on the two submitted ratings. Typically this field will be configured as Hidden since the second reader will not be changing this value. In some cases, a second reader does not want to know what the first reader rated the student.