Within PlusPort there are various types of Forms.
In this guide we look at the Standard type.
Examples of standard forms are:
- Study declarations
- Assessment requests
Adding or editing a form definition
Click the Add form definition button.
Select a Form Type.
Enter a Name and Code and click add.
Note: Depending on the available rights, the various types are displayed! Choose Standard as the Type for a standard form!
Details tab
Fill in at least the Name of the definition. This also becomes the default name of the form when it is started. Optionally fill in a Description, which is displayed at the top of the form, and optionally fill in a Code.
Under SETTINGS
Tick the Allow form delegation option if desired. When this option is enabled, a manager can delegate the form to another manager. The delegation can apply to the entire form or to a specific phase. With phase-level delegation, the delegated manager sees the message "This phase of the form has been delegated to you by [name]" and the original manager sees "You have delegated this phase of the form to [name]".
Tick the Cancel for inactive Employees option. Enter the number of days under After days inactive, and enter a Remark / reason. This remark/reason is placed on all forms that are cancelled.
Under REPORTS
Under the Reports bar you set in which reports the form appears. There are two form reports "form results" and "form contents". Furthermore, you determine with the last two checkboxes whether the manager also sees this form in the report.
Under NOTIFICATION TEXT:
Here you can place a text that you see in the notification.
Click apply or save.
Phases tab
On the Phases tab you will find the phases of the form. By default a form has 2 phases; Phase 1 (Start) and Definitive (End). You edit these phases via the pencil icon. When a definition is not in use, it is possible to add phases.
Change the Name of the phase if desired.
Use the Description field to display a description at the top of the form when it enters this specific phase.
Use the labels for the buttons; Approve/Reject for the approving party and Save/Finalise for the completing party, to give them your own name.
If you do not fill in anything here, the text remains as currently displayed:
Per phase (except the definitive phase) you determine who can do what in which role:
In Phase 1 there are 2 extra options, namely Add and Delete.
Definitive Phase (End):
This phase contains information about the rules and rights after the form is definitive, i.e. all approving parties have given their approval. For the roles, indicate who can Download PDF, Read and which parties should receive a notification that the form is ready.
It is also possible via the Search block to look up users who should always be notified, for example a HR account.
After filling this in, choose apply or save again.
Categories tab
On the Categories tab you will find an overview of all categories within the form definition. Edit these via the pencil icon, or delete them if they are not in use. It is also possible from this screen to directly add custom fields via the Add custom field button.
Click Add category to add a category.
Enter at least a Name for the category. Optionally fill in a Description that can be displayed at the top of the category on the form.
Click Save to start linking fields to this category.
Three types of fields can be added to categories:
- Custom fields: custom fields that have been created
- Function assessment: retrieves the Knowledge & Skills items that fall within the selected categories and are linked to the user's function (required level).
- Knowledge & Skills: Knowledge & Skills items that can be scored, regardless of whether they are linked to the user's function.
Adding existing custom fields
In the screen that opens, choose the fields that should be displayed in this category.
Select the fields by clicking the name (Function assessment and Knowledge & Skills) and moving them (Custom fields) from left to right. Click in the same way on the right side of the screen to unlink fields again.
Click Save after finishing.
Adding new custom fields
Edit the category where you want to add a custom field.
Click the Add custom field button.
On the page, fill in at least a Name and Type. The Description you fill in is displayed on the form under a tooltip (i icon). Indicate whether the field is Required. By default the field is Active and can therefore be added to a form. We distinguish the following field types:
| Field type | Function of the field |
|---|---|
| Textbox | Short input field |
| Textarea | Long input field incl. editor (formatting) |
| Integer (numeric) | Numeric values (numbers only) |
| Numeric | Numeric values including decimals |
| Currency | Currency field (euros) |
| Selection list | List from which 1 selection can be made. Enter a value (e.g. 1) and a text (e.g. sufficient) for each option |
| Radio button | Radio buttons from which 1 selection can be made. Enter a value (e.g. 1) and a text (e.g. sufficient) for each option |
| Checkbox | Checkboxes from which multiple selections can be made. Enter a value (e.g. 1) and a text (e.g. sufficient) for each option |
| Date | Date selection |
| Standard field | Retrieve information from the user profile. Select from the dropdown which information should be retrieved. |
| Function field | Retrieve information from the function profile. Select from the dropdown which information should be retrieved. |
| Explanation | Place static information on the form, e.g. a table or filling instruction. Can be hidden on the PDF. |
| File | This makes it possible to add a file to a form. Supported file types include pdf, jpg, jpeg, png, doc, docx, xls, xlsx, ppt, pptx, msg and txt. |
| Star rating | Participant gives a rating in stars (e.g. 1-5 stars). Available when the Include star rating setting is enabled on the form. |
| Certificate | It is possible to assign a certificate from a form. |
| Training Name (only possible with training form) | The name of the training to which the form is linked is loaded into the form. |
| Training Start time (only possible with training form) | The start time of the session of the training to which the form is linked is loaded into the form. |
| Training End time (only possible with training form) | The end time of the session of the training to which the form is linked is loaded into the form. |
| Training Lead trainer (only possible with training form) | The name of the lead trainer (linked to the session) is loaded into the form. |
| Training Custom fields (only possible with training form) | The contents of the custom training fields are loaded into the form (if filled in). |
| Previous form | Fields from a previous (definitive) form can be loaded with this. For each field you want to load, a previous form field must be created. (e.g.: last year's objective) |
Finally click Save.
Setting phase, width and order
You now return to the overview screen of the category. Here you can see the fields you have linked to the category.
Now choose for each field in which Phase the field should appear and what the Width of the field is. The latter determines how many fields can be placed next to each other horizontally from left to right.
Now drag the fields into the correct order by holding your left mouse button over the icon (arrow to the right of the width) and keeping it pressed. This is automatically saved.
Available tab
On the Available tab you set which departments have access to the form.
Note: All involved parties must fall within these departments.
If nothing is ticked, the form is available to all departments. When you tick a department, it gets access to the form and all unticked departments are excluded.
The structure is hierarchical. When a main department is ticked, this also applies to all underlying departments, unless exceptions are made here. Click the plus icon to expand the department structure. Click Save after finishing.
Roll-out and status tab
On the Roll-out and status tab you will find an overview of all rolled-out forms. Optionally filter by name or by form status.
Click Roll out to roll the form out directly to one or more users.
Select the Department and/or Function for which you want to roll out the form. By default the checkbox Show only users without form is ticked to filter users who already have this form from the search results. Click Search to display the search results.
Select users by clicking the name and moving them from left to right. Click in the same way on the right side to remove users from the selection. Click Add to roll out the form for these users. No notifications are sent during this roll-out.
Since the form is linked to the user, it does not need to be rolled out separately for manager/HRM/practice supervisor.
Starting, editing and approving a form
By the user
Content follows.
By Manager
Content follows.
By HRM
The HR employee finds the forms under the menu Actions – Forms HRM.
The HRM screen is divided into 3 tables:
- Forms to approve: forms that need to be approved by the user or another party.
- Ongoing forms: forms with the status started or created that the user or another party can fill in.
- Completed forms: forms with the status ready.
Click on the:
- Magnifying glass icon to read the form.
- Pencil icon to open and edit a form. Then click Save as draft to save changes but not submit the form for approval. Click Make definitive and send to save the changes and submit the form for approval.
- Bin icon to delete the form.
- Arrow icon to open the form to approve. Then click Approve to approve the form. Click Reject to reject the form. Optionally enter a reason. The form returns to the completing party with this reason.
- PDF icon to download a PDF file of the form.
Rolling out a form
Click the roll out form button to add a form.
Choose a department, function and optionally month in service and click search. Then select the user and click add.
By practice supervisor
The practice supervisor finds the forms under the menu Actions – Forms practice supervisor.
The practice supervisor screen is divided into 2 tabs:
- Active forms: forms where an action is expected.
- Completed forms: forms with the status ready.
Click on the:
- Magnifying glass icon to read the form.
- Pencil icon to open and edit a form. Then click Save as draft to save changes but not submit the form for approval. Click Make definitive and send to save the changes and submit the form for approval.
- Bin icon to delete the form.
- Arrow icon to open the form to approve. Then click Approve to approve the form. Click Reject to reject the form. Optionally enter a reason. The form returns to the completing party with this reason.
- PDF icon to download a PDF file of the form.