Management form automation and settings

Form automation and settings turn your management process into a lean and effective machine.

You have the following options for automation and settings for management forms

• Automation
  • Orchidea  can trigger the form for the user after the status of the proposal is changed
  • Orchidea can change the proposal status automatically after the form is filled
  • Orchidea can change the proposal status automatically when a task is assigned to the form
  • Orchidea can change the proposal status automatically when all tasks to the form have been completed
  • Orchidea can assign an automatic task when somebody submits the form
  • Orchidea can send an email notification when the form is submitted
•  Settings related to tasks
  • Orchidea can hide the task option for the form
  • You can define if the task assignee can forward the task to another user
  • You can define if the task assignee can modify the deadline of the task
• Setting related to form data
  • If only the first form submission will be saved and all following users will be only editing the first submission.
  • Will an additional form submission of the same user create a new submission or replace the previous submission?
  • Are number slider submissions presented as number sliders or as a summary table with averages?
  • Will channel members and users with incomplete tasks to the form see the existing form submissions or not?
  • In which statuses the form is visible in the right hand side navigation

Navigation to management form automation and settings

Navigate to management form automation and settings:

1. Go to a channel of your choice.
2. Click on a proposal to view the full details of it
3. Under the Manage menu pick a form you want to edit.
4. Click  in the upper right corner of the form.
5. Select Edit form.
6. Click on the tab of your preference on the left of the modal window
7. 

You can also access the settings when viewing a management form by pressing Edit form in the upright corner of the form.

Management form automation

Click on the Automation tab on the left of the modal window.

Propose after status change

If you want Orchidea to propose this form to a user after a status change, select which statuses should trigger this form under Propose after status change. Please note that the form is not proposed if it has been filled already earlier.

Status change automation

If you want Orchidea to change the status of a proposal automatically when 

• the form is filled or
• a task is assigned to the form or
• all tasks to the form have been completed

Configure the settings accordingly under Status change automation

Example 1: 

When the Evaluation form is filled, the status of the proposal is changed automatically to Evaluation status.

Example 2:

When a task is assigned to the Evaluation form, the status of the proposal is changed automatically to Evaluation status. Please note that the status changes immediately, even though the task hasn't been completed.

Example 3:

There are three tasks assigned to the Evaluation form, when all three tasks have been completed, the status of the proposal is changed to Waiting for decision.

Automatic tasks

With automatic tasks, Orchidea can 1) assign automatically a task or 2) propose to the form submitter the assignment of an additional task after she has submitted the form.

Click Add automatic task to create the task.

Then

1. Choose that do you want Orchidea to
   1. assign the task automatically or
   2. propose the assigning of the task for the form submitter after she has submitted the form. 
2. Choose the role that the task is assigned to
3. Choose which existing management form in the channel the task will be assigned for
4. Choose the number of days until the task deadline
5. Fill in an optional message to the task assignee
6. Choose that should assignment of the automatic task to be skipped, if the assignee has already filled out the chosen form 
7. Click on Add automatic task when you are ready
   

Email notification

This automation will send an automatic email notification to the chosen roles after the form is submitted.

Save settings

Remember to save the changes in the Edit form modal window.

Task settings

You can control with task settings the following aspects of tasks for this forms

• Hide "Ask for evaluation" for this form: hides the option to assign tasks completely for this form
• Hide "Ask for Evaluation" only when form is triggered by activated "Propose after status change" setting: Orchidea does not present the task option if the form is triggered by the activated "Propose after status change" option.
• Users can forward given task to another user: a user with an assigned task to this form can assign the task to another user
• User can modify the deadline for this task: a user with an assigned task to this form can edit deadline for the task
  

Remember to save the changes in the Edit form modal window.

Data settings

With these settings, you control settings related to form data

• Share form: only the first submission will be saved and all following users will be only editing the first submission. This setting is designed e.g. to accommodate several users creating jointly an implementation plan for the proposal.  
• Replace previous contribution with latest: If the same user fills in the form several times, the latest submission replaces the previous one. If this setting is not activated, one user can fill out the same form multiple times.
• Summary value: numerical evaluations submitted with number slider field type are represented as tables with criteria averages

• Visibility: submissions of this form are visible only to users whom 1) have filled the form for the proposal already or 2) are channel managers or owners in the channel. This setting is designed to protect evaluators from the potential bias of existing form submissions.

• Show on statuses: The form is visible only in the selected statuses. You can use this setting to simplify the Manage panel in complex processes with multiple management forms.

Remember to save the changes in the Edit form modal window.