In this Article

This article assumes that you have already created the Process and Tasks that you will be using the Smart Form to collect data against.

Linking a Smart Form to a Process

Smart Forms need to be linked to Processes so that they can be associated with tasks.

  1. Go to Processes in the Data Collection menu item.
  2. Select the process you want to link a Smart Form to.
  3. Click the blue 'Edit' button at the top right of the screen.
  4. Scroll down to the 'Data Source Owner' section of page.
  5. Select 'Enter data manually in to a Smart Form' from the 'Data Source Owner action' drop-down:
    • If you have created a Smart Form for this Process select this from the 'Select a smart form' drop-down;
    • If you have not created a Smart Form for this Process select the 'Create a new form based on this process' tick box. 
      This will create a Smart Form with the same title as the Process.
  6. Click the green 'Save' button at the bottom right of the page.

 

Managing Smart Form Settings

Smart Form settings must be completed before configuring the Smart Form.

  1. Select the 'Tools' icon to access the Smart Form Settings Page. 
    This can be accessed from the Smart Forms or Process page (as shown in the video below).
  2. Update the Smart Form Name if required.
    This will appear on the Smart Forms page.
  3. Update the Smart Form Title.
    This will appear at the top of the Smart Form as seen by suppliers.
  4. Select a name from the 'Form support person' drop-down.
    This persons email address will appear as a contact at the top of the Smart Form.
  5. Update the 'Form Description' if required. 
    This is optional and may contain instructions for the person completing the form.
  6. Select the 'Process this form is associated with' from the drop-down. 
  7. Tick 'Should data submitted through this form go in to Quarantine for approval?' if required. 
    This is optional however, we recommend this as best practice.  
    • When quarantine is enabled: The form link will automatically be included in the task(s) associated to the process and, will be restricted to the relevant months collection for that task.
    • When quarantine is not enabled: The form link will need to be manually entered in the process instructions which will then appear in the task(s) associated. The form will default to the collection of the current month and the previous 12 months of data. Data is saved directly into the system and overwrites any previous data (if any). There is no way to reverse this.
  8. Tick 'This form is active'.
    This must be selected if you want to collect data using the Smart Form and will add the link to the task notification. 
  9. Click the blue 'Save' button at the bottom right of the screen.

 

Configuring Smart Forms

Add content to the Smart Form on the Configuration page by linking inventory items to the form.

  1. Select the 'Caliper' icon.
    The Smart Form Configuration page can be be accessed from either the Process or Smart Forms page (as shown in the video below).
  2. Click the blue 'Add inventory' button at the top right of the screen.
  3. Select the appropriate location from the drop-down. 
    This is where the inventory item is found, e.g. Head Office.
  4. Select the appropriate inventory item from the drop-down.
    The drop-down is filtered and populated based on the location selected. Once you have selected the location and inventory two panels are shown:
    • '3. Configure the form' This is where you will choose the form content;
    • '4. Preview the form' This displays what the content will look like on the form for the number of months specified in the Process for the data collection period.
  5. Update the Inventory title if required.
    If you multiple inventory items for different locations, you may want to include this. By default, this is pre-populated with the inventory name and ID as they appear in the system.
  6. Update the 'Description' field if required.
    This is optional and will appear underneath the Title on the form.
  7. Select the fields you would like to collect data for;
    1. Untick 'Show the month' if required.
      It is best practice to leave this option ticked as this specifies the data collection month.
    2. Tick 'Allow entering of Units' if required.
      You can also specify a 'Units label' to clarify the unit of measure for the end user, e.g. kg, tonnes, litres etc.
    3. Tick 'Allow entering of costs' if required.
      You can also specify a 'Cost label' to clarify the currency for the end user, e.g. NZD, AUD, USD etc.
    4. Tick 'Allow entering of brief per-month comments' if required.
      This allows the end user to add a brief comment for each month of data.
    5. Tick 'Show the Commentary box' if required.
      This allows the end user to add overall commentary for the inventory item.
    6. Tick 'Allow files to be uploaded' if required.
      This allows the end user to upload relevant documents or evidence relating to the data.
  8. Click the 'Close' button at the bottom left of the screen.
  9. Add additional inventory items to the form if required, by following steps 2 - 8 above.

NB: After adding an inventory item to the form, rows for 13 months will be shown onscreen. This may differ from the actual end users view based on the Quarantine setting. To preview what the end user will see when quarantine has been enabled, select a task from the 'Tasks related to this process' dropdown in the form details panel (this assumes you have created the tasks).

 

Completing a Smart Form without Submission to Quarantine

The system automatically sends notification emails to users when a task needs to be completed. This email will contain instructions on completing the task and a link to the Smart Form will need to be manually entered in the process instructions.

  1. Click the Smart Form link.
  2. Complete all the relevant fields.
    Data is saved directly into the system and overwrites any previous data (if any). There is no way to reverse this.
  3. Click the blue 'Save' button.

<Video coming soon>

Completing a Smart Form for Submission to Quarantine

The system automatically sends notification emails to users when a task needs to be completed. This email will contain instructions on completing the task and a link to the Smart Form.

  1. Click the Smart Form link.
  2. Complete all the relevant fields.
  3. Tick the 'IMPORTANT: Have you finished entering data for __?'. 
    If this is not selected the form will remain open and the task will remain incomplete.
  4. Click the blue 'Save' button.

 

Approving Data Submitted Via Smart Form

<Coming soon>