Forms Management Using Tasks
For Teams & Corporate-level subscribers, they can leverage the Tasks feature to distribute Forms to other Safety Management Suite users within their organization for routing, approvals, and completed form storage.
Individual subscribers can also benefit from using the Task feature for company forms management in terms of recordkeeping and reporting purposes.
First, go to Tasks in the left navigation menu.
Click Add New.
Enter the title of the form. Then, select Form from the task Type field. Set the Status as To-Do. Select a user to assign the 'task' to. You can add a date started, an expected due date, and other details if desired.
Then, attach your form to the ‘Attachments’ area, near the bottom. You can attach more than one document if necessary. Use the ‘Description’ field for additional details or keep a log of notes.
Save when finished.
Once the task is created, the ‘Assigned To’ user will receive an email to view the task in Safety Management Suite and download the attached blank form.
The assignee can then Edit the form, attach the completed version, and change the status to Completed. (Once the status is set to Complete, the ‘Completed On’ date will automatically populate.)
Important Note: If multiple users should review the form, the assignee can change the ‘Assigned To’ user as the next person to receive the form, and keep the Status as To-Do (or another applicable status). Each new ‘Assigned To’ user will receive an email notification to view the task and access the attached documents.
Once the status is set to Complete, the person who created the task will automatically receive an email notification.
A ‘Verified On’ date can be set once the form is reviewed for accuracy.
A record of the completed form will now be stored in Safety Management Suite in the Tasks grid for future reference.
All attached versions, as well as notes history, is kept for recordkeeping purposes. Click the "three dots" and select View to see details about the record.
Custom Report / Saved View for Forms
You can also create custom reports (Saved Views) and export the task list at any time from the main Tasks grid page. Additional fields have been added to show the count of attached documents and notes associated with the form record.
To create a custom report/saved view: first, you'll want to set up the grid to view the desired data. In this case, we want to set up a custom report/saved view for the company's Corporate Forms. Click the Type filter and keep just the Form box checked.
Then, click the gear on the right of the grid. Select New View.
Enter a name for the custom report/saved view. In this case, we will use this custom report to display Corporate Forms.
Now, each time you return to/open this Saved View, you would see the Corporate Forms repository. You could pull a report for this data by:
- Checking the box next to the Form/s information you would like to extract. Then, click Actions on the right of the grid and select an option to generate a report.
- Or, you can check the box next to the Form/s, right click somewhere in the grid, and select Copy/Copy with Headers in order to copy and paste the information into your own document.
