Creating a Launch Form Schedule

Objective

After completing this lesson, you will be able to manage Launch Form Scheduling.

Scheduled Reviews Management

In addition to launching a form Now, administrators can also schedule a form launch later or on a recurring schedule. To schedule a form launch, navigate to Admin Center→Manage Scheduled Reviews. Select the Schedule a New Launch button to start a scheduled launch.

The screenshot shows the Manage Scheduled Reviews page and highlights the Schedule a New Launch button.

The steps and user interface (UI) for scheduling a form launch are the same as launching a form one at a time: Launch Date, Review Period, Select Employees, Summary, and Done.

To start scheduling a form launch, under the Launch Date step, select Later under the One-time section, or select one of the options under the Recurring schedule section and select the Next button.

This screenshot shows the Launch Forms screen, highlighting the five steps of the process.

Create a Launch Form Schedule

Business Example

In this exercise, you launch the performance form you created previously.

ExerciseStart Exercise

Steps

Navigate to Launch Forms using Action Search.
From the Type field, verify that Performance Management is selected.
From the Form Template field, select your performance form.
Choose Next.
For the Launch Date, in the Recurring Schedule section, select the second radio button and change it into – 30 days after each employee’s anniversary.
Start the recurring schedule on today’s date.
Choose Next.
Select Full year prior to anniversary for the Review Period.
Set the Due Date for completed forms to 30 days after launch date.
Choose Next.
Select the radio button for Group of Employees and Find employees by filters.
Choose the Select Criteria button and pick any department from the available list.
Choose Done.
Choose Next.
Review the final summary of the form, then choose Launch. To confirm to launch forms for a scheduled run, choose OK.
Choose Close.

How to Modify a Scheduled Review

If the form is launched on a recurring schedule, the schedule can always be modified or deleted from Manage Scheduled Reviews.

Choose the Take Action edit link to the far right of the form template that has been scheduled, then choose the Change link that is visible on the popup dialog window. This link allows you to walk through the form launch steps you completed to initially launch all forms on this schedule. You may modify the schedule here and resend forms on a new schedule, or cancel the launch altogether and edit the performance form template.

Modify a Form Launch Schedule

Business Example

In this exercise, you modify the launch schedule that you created previously.

ExerciseStart Exercise

Steps

Navigate to Manage Scheduled Reviews using Action Search.
From the form that you launched earlier, choose Take Action→Edit from the Action menu.
Choose the Change in the Launch section of the form.
Modify the recurring schedule by changing the days after each employee’s anniversary to 5 days.
Choose Next through all steps until you come back to the Summary page.
Review the Summary Page.
Choose Launch and confirm clicking OK on the confirmation dialog.
Choose Close.

Email Notifications

If email notifications have been enabled for the form launch, these are immediately sent to users to notify the performance forms have been launched. To enable email notifications, navigate to Email Notification Templates Settings using Action Search, and verify that the Document Creation Notification template is enabled on the left-hand side of the page, then edit the email template that is going to be sent on the right-hand side of the page.

To specify unique templates for each type of form, select the Specify Different Templates for Each Form checkbox and then select your performance form from the dropdown list and choose Switch to.

Execution Manager - Monitor Form Creation

There is an option titled Execution Manager Dashboard, where you can navigate using Action Search. This lets you monitor the status of forms created using Launch Forms and identify forms in different process states, including In Progress, Failed, and Completed Successfully.

The In Progress process state option on the Execution Manager tab is displayed.

Summary

In addition to launching a form Now, administrators can also schedule a form launch later or on a recurring schedule in Manage Scheduled Reviews.
The steps to schedule a form launch are the same as launching a form one at a time: Launch Date, Review Period, Select Employees, Summary, and Done.
In Email Notification Templates Settings, you can enable email notifications for the form launch. If enabled, the notifications will be sent to users immediately upon the form launch.
The Execution Manager Dashboard lets you monitor the status of forms in different process states.

Next lesson