Assigning Forms
Forms can be assigned to J1 Web users directly by other users and automatically through workflows and automation plans.
From the Manage Forms page
Using the Create New Communication window
Via Forms blocks on module Summary pages
Through workflows that include form‑completion To Dos
Through automation plans that initiate form tasks
Note
System flexibility also allows forms to be assigned via workflows that initiate automation plans with form To Dos or automation plans that include a workflow task with a form assignment step. Rules within these options also provide additional layers of flexibility and complexity.
Assignments can target individuals, data sets, or workflow participants, ensuring forms reach the right form completers.
Method | Best Used For |
|---|---|
Manage Forms | Assigning a specific form to many recipients. Ad hoc assigning. |
Create Communication | Assigning a form to an individual. |
Workflow | Assigning forms during a process. For example, annual employee training and information update process. |
Automation Plan | Assigning forms automatically based on events. |
How To
Tip
Only active forms can be assigned.
Access the Connect hub, Forms module, Manage Forms page.
Find the form you're assigning and from the Actions menu, select Assign form. The Assign Form window appears.
Select when the form should be assigned.
Now immediately sends the assignee a To Do to complete the form.
Schedule lets you specify when the form will be assigned.
Select who should be assigned it.
Note
Forms can only be assigned to active users.
People lets you manually select recipients by name. Start typing their name and select the correct one from the options that appear.
To remove an individual/organization, click the x icon next to their name.
Data Set selects recipients using a Person/Organization List data set. Start typing the name of the data set and select it from the options that appear.
Click View recipients. A list of individuals that will be assigned to the form appears.
Note
To view more information about a recipient, click on their name. You can view general information and any associated workflows.
If you are assigning the form immediately, click Save and assign now.
If you are scheduling when the form will be assigned, click Save and queue.
The system assigns a To Do that includes a link to the form.
Click the Create communication icon. The Create New Communication window opens.
From the Communication Type drop-down, select To Do.
The Assigned By field defaults to the logged-in user and cannot be changed.
In the Assigned To field, identify who must complete the form. Start typing their name and select the correct one from the options that appear.
From the About options identify who or what the form To Do relates to:
For People/Organizations, start typing their name and select the correct one from the options that appear.
Note
For example, a residence life administrator might complete a form about a resident.
To remove an individual/organization, click the x icon next to their name.
For Current Page, the page name autofills so the recipient of the to do knows the page the task was assigned from.
From the To Do Type drop-down, select Form.
From the Form drop-down, select the J1 Web form you want to assign.
In the To Do Item field, enter a short and recognizable title for the To Do.
In the Days to Complete field, enter the number of days the assignee has to complete the task. The due date is calculated based on the current date.
In the To Do Details field, enter details about the To Do. To insert a table, click the Table icon.
Note
The table editor functions similarly to tables in Microsoft Word. You can insert and delete rows, merge and split cells, and configure cell properties by selecting options from the table menu.
When you are done, click Send.
Note
Forms displayed in a Forms block are available for eligible users to complete. They are not assigned and do not create To Dos.
Access the module hub Summary page where you want to add the Forms block.
From the Block settings drop-down, select Add block. The Add Block window appears.
From the Block Type drop-down, select Forms.
Click Add block. The block is added to the page in a disabled state and can only be viewed by users with permission to manage blocks.
From the Forms block, click the Edit icon.
In the Block Title field, enter a short and recognizable name for the block. Enter up to 200 characters.
From the Show column in the list of forms, click the No slider to make forms you want available Yes.
If you want to specify a range of time for the form to be available, select Start and End dates.
Change Disabled to Enabled.
Click the Save button. The block is immediately available to users with access to the module hub's Summary page.
If certain users do not have permission to access a form, the block will not display it. Access to forms is controlled by the form's configuration and module access codes permitted to access it.
Note
Workflows can also associate a Campus Portal Form to selected individuals/groups of individuals. Campus Portal Forms are assigned using an Item Type: Requirement, Requirement Type: Form.
Access the Connect hub, Workflow module, Manage Workflow page.
Create a new workflow or update an existing one.
From an existing or new stage, click Create item. The Create Item window appears.
In the Description field, enter a title to identify the item. This is visible to participants and stakeholders.
The Code field uniquely identifies the item and can be used for reporting. It is automatically generated but can be updated to meet specific data standards. This is the only time a code can be updated.
From the Show in Campus Portal drop-down, select No.
Note
Because J1 Web Forms is only available to J1 Web users, it is unlikely the form would need to be available on the Campus Portal.
From the Type drop-down, select To Do.
Enter information in the Detailed Description field if you want additional details displayed in the Campus Portal, Workflow Status feature. Jenzabar recommends entering information in the required To Do Details field instead.
From the To Do Type drop-down, select Form.
From the Form drop-down, select the J1 Web form you want to assign.
Select who should be assigned it.
Note
Forms can only be assigned to active users.
People lets you manually select recipients by name. Start typing their name and select the correct one from the options that appear.
To remove an individual/organization, click the x icon next to their name.
Workflow Roles assigns the form to people associated with selected selected workflow roles. Workflow roles are typically populated using a Person/Organization List data set.
In the Days to Complete field, enter the number of days the assignee has to complete the task. The due date will be calculated based on the current date.
In the To Do Details field, enter details about the To Do. To insert a table, click the Table icon.
Note
The table feature is similar to the table feature in Microsoft Word. You can insert and delete rows, merge and split cells, and configure cell properties by selecting options from the table menu.
Click Save. The form will be assigned when the workflow initiates and the appropriate step arrives and any rule conditions controlling when or if the form is assigned are met.
Note
Before a form can be assigned using an automation plan, a templated form To Do must be active and available.
Access the Connect hub, Workflow module, Automation Plans page.
Create a new automation plan or update an existing one.
Access the Automation Tasks step.
If the plan can be used in workflows, select the modules that can see it as an option when defining their workflows. Users in roles with permission to this module code will be able to select this automation plan when associating with their workflow.
From the Automation Tasks section, click Add Task. Add Task options appear.
Click To Do. Available To Dos are shown.
Find the form To Do you want to include in the plan and click Add to plan.
Click Save and continue.
Complete the recipient options. If the automation plan will a part of a workflow, select the appropriate workflow role. Individuals assigned to that role can receive the form task.
Click Save and finish.