Hi!
Proper configuration of the request form makes the process of submission quick and easy for the user, and for you, as an administrator or other decision-maker, it means more efficient and effective application management. 💼🚀!
Below you will find brief instructions on how to construct an application and add a form to it.
1. After logging into the platform, go to the Admin Panel.
2. Open the Requests and approvals tab and click + New proposal template.
3. In the new window, a request wizard will open consisting of five tabs:
- Basic Settings,
- Advanced Settings,
- Form,
- Approval Path,
- Permissions.
In the Basic Settings tab, you will configure:
- application name;
- description;
- request image (option to upload the grapgic);
- attachments (option to add attachments that can be downloaded by the employee while filling out the request);
- attachment submission possibility: message for the user
- require attachment submission
- required minimum number of attachments (if the previous setting is enabled);
- required authorization (if we want the employee to provide their password or SMS code to confirm the submission of the request);
- required administrator/manager authorization (if we want each decision change for the submitted request to require the administrator or manager to provide a password or SMS code).
4. Moving to the Advanced Settings tab, you will configure:
Application availability:
- request availability based on the form of employment,
- request availability based on income threshold,
- request availability based on job level,
- request availability based on department.
Restrictions:
- limit the deadline for submitting the application,
- limit how many times a user can submit an application,
- limit how many times a request can be accepted;
Additional messages:
-
- after submitting the proposal,
- default comment after accepting a proposal,
- default comment after the rejecting a proposal.
5. The Form tab allows you to configure the fields that the employee will fill in when submitting the application. Click Add Field.
6. When creating fields, we can select:
- field type,
- field content,
- indicate whether the response is required.
To streamline the process of creating a form, once filled in field we can duplicate by using the Duplicate button.
7. In the menu on the left, we can freely change the position of fields in the form. To do this, hold down the dot icon to the right of the selected area and move the field to another location with the mouse.
In the same place we can add a new field Add field or a group of fields Add field group. In addition, you have the option to copy an entire set of fields from another previously created application Copy fields from another application.
8. The Approval workflows tab allows you to configure a multi-level approval workflow for a specific application using logical operators.
You can declare several steps and in each of them set rules according to which the application at a given step will go to a user with specific settings (e.g. direct supervisor, manager, etc.).
You can also use the option
- Automatic acceptance of the application (when you want the application as soon as it is submitted by the employee, to be automatically accepted).
9. The Permissions tab allows you to configure the Edit and View path for a given application:
- Edit application - determines who will have access to edit the application submitted by the user,
- Preview the application - determines who will have access to view the details of the application submitted by the user. Both settings are configured using the logical operators used when configuring the approval paths in the previous step.
To approve the changes you have made, click Create proposal template.😉