Picture it: Pittsburgh, 2007. I was sitting, along with several of my policyIQ teammates, in a conference room hashing out some design ideas for the new policyIQ version 6. We were talking about Forms. What a concept! The Compliance Questions of version 5 were going to become these amazing, robust, customizable and miraculous web forms that would allow organizations to collect information – even files! – from their audience. Forms were going to be a HUGE hit with our policyIQ community.
We weren’t wrong about Forms. They have proven to be every bit as miraculous as we had hoped – and our policyIQ clients have taken the product into entirely new areas of their business based on the functionality of Forms alone. But we were wrong about a few things. (Okay, maybe even a lot of things.)
In designing Forms for version 6.0, it seemed so logical that all of your completed Forms would be organized into the Activities from which they were generated. “2011 HR Policy Sign-Offs” would sit as an Activity, and could be used for reporting. Forms didn’t need to be organized into Folders the same way as Pages – it just wasn’t necessary.
And as for who would want to see those completed Forms – well, obviously that would be only the assigned reviewers (or Approvers) and the individuals who submitted them. It wasn’t going to be useful to have other users have access to view those items.
And it would NEVER be important to do a regular key word search in the Home module for those responses. That information would just not be the type of content that you’d want to search on.
Okay – so we were wrong about a few things, but we listen to all of you, we learn our lessons and we make those adjustments to the product.
Did you know that you can add Forms to Folders, assign Viewers and even search by keyword in Home?
As our users have taken to using Forms for more and more process automation, response tracking and audit work, we have added those critical features.
- Index Forms into Folders
When you create a Form Template, a Form List or an Activity, you have the option of establishing what Folder or Folders the responses should be indexed into when they are completed and approved. For example, you might index all of your Account Reconciliation Forms into folders by month, so that they are easy for your auditors to find later. Or create a folder for all of your certification responses with a sub-folder for “Exceptions” so that you can easily go back and review any exceptions and your follow-up to those responses.
- Add Viewers who can see Approved Forms
Like adding Folders, you can also set the Viewers of Forms by Form Template, Activity, or on any individual Form. The Viewer rights behave very similarly to Page Viewers – you can only see the item once it has been Approved. Draft items or those still waiting for approval are not available to the Viewers.This is a great way to allow your External Auditors to have view access to all of your compliance responses, or account reconciliations. They can report or just spot-check items to complete their audits – and if they are organized into easy-to-navigate folders, they can complete their audits even more quickly!
- Search for Approved Forms in the Home Module
Do you need to find any of the account reconciliations regarding a specific account – but you really don’t want to build a report? Do a quick search in the Home module and your results will include any approved Forms that you are allowed to view. Are you using Forms to track system access requests? Search for the name of an application, a specific user or a location to find requests that are applicable.
We’re always willing to help you with any of the policyIQ features – so let us know if we can provide more detail about how to set up Folders or Viewers for your forms. And of course, keep that feedback coming about what we can do to continue to make policyIQ a more effective and efficient tool for your business!