Workflow Review Forms

Workflow review forms are used to capture application ratings and comments during the reading process. Workflow 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.

reviewform__1_.png

Configuring a Review Form is a two step process:

  1. Create a Review Form using the Form Builder.
  2. Associate your Review Form with a Workflow Bin.

Create Workflow Review Forms

  1. Click Forms in the top navigation bar.
  2. Click New Form.
  3. Enter the following User configurations in the pop-up window:
    • Page Title - The Page Title will display as the name of the form.
    • Folder - Keep forms organized by saving review forms in a Review Forms folder.
    • Status - Set the Status to Confirmed/Active.

On the Form Management screen, click Edit Form to begin building a Reader Review form.

Form Components & Properties Description
Form Fields

Workflow 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 2 will overwrite the entry by Reader 1. Use only when appropriate. 

Scope

Before adding fields to your Workflow 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.

Default Fields  

Always remove the default fields (e.g. First Name) when creating the review form. Workflow Review form data is automatically assigned to the applicant. 

Form Fields

Use the Form Builder palette to add questions to the Workflow Review Form.

  • Enter a unique field label and export key for every field on the Workflow Review Form. This will make it easier to identify and export Workflow 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 - Workflow 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 Workflow 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 Workflow 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 not necessary for a Workflow Review form.

  Tip

Limit the number of required fields and the use of conditional logic on a Workflow Review form. Make it easy for a reader to complete the form. Avoid using a Workflow Review form to display values.

Associate Review Form with a Workflow Bin

  1. Click Database in the top navigation bar and select Reader Review Forms.
  2. Click Insert.
  3. Enter the following User configurations in the popup window:
    • Show In Bin - Select the Reader Bin where your Workflow Review form should appear.
    • Into Bin (optional) - A Workflow Review form may display conditionally based on the next bin a reader selects. For example, the review form can display only if the reader selects 'Portfolio Review' as the next bin. 
    • Form - Select the desired Workflow Review form to display.
    • Required - Decide if the Review Form is required. A reader will not be able to send an application to a next bin if the Required setting is set to Yes and any required fields on the Reader Review Form are not completed. Note: If No is selected, the Workflow Review form will be collapsed in the Reader by default. Any required fields will only be required if the reader elects to display the form.

Configure the Review Form Process

Process Description  

One-to-Many

 

If the same Workflow Review Form is used at multiple stages of the reading process, configure the same form to display in multiple bins:

One-to-Many.png

   

One-to-One

If separate Workflow Review forms are used at different stages of the reading
process, configure each Workflow Review form to display in the desired bin:

One-to-One.png

   

Many-to-One

If multiple Workflow Review forms are used at one stage of the reading
process, configure each Workflow Review form to display in that bin:

Many-to-One.png

Consider the reading process when configuring the Required setting on Workflow Review forms. Forms may not all need to be required in order to submit responses. 

Was this article helpful?
3 out of 8 found this helpful