Reviewing administrator actions for form management

To use advanced search fields to find a form, navigate to Delete Forms using Action Search. Advanced search is used to find documents based on one or more criteria and the document retrieved meets all criteria specified. You may delete multiple forms at one time.

Deleting a form removes it from the front end of the system, but administrators can still access the form and restore it later if necessary. Some situations when you might delete a form include the following:

• An employee is no longer active, and you wish to remove the employee’s form from the reports or a manager’s inbox/completed folder.
• Forms were created incorrectly.

You may restore deleted forms at any time. The form is restored to the system at the routing step it was in when it was deleted. Examples of when you would restore a form include the following:

• An employee leaves the company, but then comes back.
• The form was accidentally deleted.

Restoring a form is very similar to deleting a form. To use the advanced search fields to find and restore a form, navigate to Restore Deleted Forms using Action Search. You may restore multiple forms at one time.

This feature allows you to maintain finite control over who has access to forms. Forms must have been launched and moved through at least one route map step with another user to pull visibility. Visibility cannot be removed for a user on themselves, but if a manager should no longer have visibility to a direct report’s form after ratings have been completed, visibility could be removed. The visibility can be restored afterwards, if needed.

This feature is accessed from Manage Document Visibility using Action Search. Search for a document by a user or document ID, then select the user whose visibility is removed or restored. You can also search for forms by uploading a .csv file that contains the Form IDs (first column - required) and the Role (second column). When you upload the .csv file, it automatically validates the forms identified on the spreadsheet and allow you to remove the document visibility for all selected forms. If you add a role (E, EM, and so on) to the spreadsheet, the system validates it if the role has visibility on the form identified. Search results do not show any forms that are not visible to the identified role.

Administrators have the capability to modify a form route map during the review cycle with this feature. To modify a route map for in-progress forms (live forms or forms already launched), navigate to Modify Form Route Map using Action Search.

Administrators can search for forms using a form template name, document ID, employee search, or search through an employee’s performance folders. You must enter search criteria to see results: blank searches are not possible. From here, all functionality that was available when the route map was initially created can be changed. Forms can only be modified one at a time.

To route forms, navigate to Route Form using Action Search. After selecting a form, take action by moving the form one step or many steps forward or backward.

Route form allows the administrator to route a single form or a group of forms from the current route step to any other route step within the route map.

You can search for a form using the form ID, form template name, employee name, or search through an employee’s performance folders. You must enter search criteria to see results: blank searches are not possible.

When the search is done by Form Template, administrators can multi-select forms from the search results list.

Forms can be moved any number of steps forward or backward within the route map, including moving back from the Completed step. When moving the form, the system may ask if you want to validate it or skip validation. This verifies that ratings have been completed before moving the form out of a step.

Comments may also be collected for changes. If comments are used, they are going to be visible in the Audit Trail.

Administrators can also decide not to send the document routing notification when they route forms.

You can also use a CSV file that contains the Form IDs (in the first column of the spreadsheet) to search for forms. The template can be downloaded from the tool. This functionality allows the administrator to take action on multiple forms by selecting them from the generated list of forms after uploading the CSV file.

When choosing to route form with a CSV file, administrators can move the form one step forward, move the form one step back, or even complete the form. Administrators can also decide not to send the document routing notification.

You can also mass route forms to a specific step if they use the same template and route map. After searching for forms by specifying the template or uploading form IDs, and selecting target forms from the search results, you can mass route them using the Move the form to a specific step option.

This function allows an administrator to route a form out of the signature stage and move back to the beginning of the modify stage in the route map. Only one form may be routed at a time and both the ID of the form and the name of the recipient, or who rate and add comments to the form, must be known prior to using this feature.

To route signature stage forms, navigate to Route Signature Stage Form using Action Search. Type the Document ID and use the Find User… link to identify who the form is going to be sent to for ratings. Click the Route Document button to route the form out of the signature stage and into the modify stage, where the form becomes editable to the Recipient that was selected.

This feature allows administrators to sign forms on behalf of other users. The form must be in the Signature route stage to successfully sign the form. This effectively routes the form into the Completed route step.

Navigate to Sign Form using Action Search to search for a form with a document ID and sign off.

• Deleting a form removes it from the front end of the system, but administrators can still access the form and restore it later if necessary.
• The Route Form page, found using Action Search, allows an administrator to route a single form or a group of forms from the current route step to any other route step within the route map.
• Sign Form allows administrators to search for a form with a document ID and sign forms on behalf of other users. To successfully sign a form, it must be in the Signature route stage.