Form statuses give enhanced visibility to submissions and are no longer confined to simple labels. Creating custom form statuses achieves a cleaner and more defined workflow and gets jobs done efficiently and clearly.
The Basics of Form Status:
Creating Custom Form Statuses
Assigning Statuses to Groups and Forms
Filtering Submissions By Status
Creating An Approval System
Status Triggered Workflow Actions
Create custom form statuses
An example of a custom status, whether you have completed an inspection or something needs to be urgently repaired, would be marking the finished form as "Completed" or "Repairs Needed."
Form Status should not be confused with Dispatch State. The dispatch state is a static label that will remain constant throughout FastField and displays where a form is currently in its lifecycle: Dispatched, On Device, Started, and Completed.
To add a custom status, navigate to the forms section of the portal, select the Form Status tab, and select New Status to add. From this window, name the status, add color, and assign it to user groups and forms from this window.
Assign statuses to groups and forms
Administrators can assign form statuses exclusively to individual forms or user groups. See this article if you have not created a User Group before. In that case, they can be valuable tools for sharing dashboard visualizations internally and creating enhanced workflow options.
To assign a status to a specific User Group use the drop-down menu to choose the group or groups.
Internal forms are differentiated when form statuses are assigned exclusively to groups or individual forms. This way, inspection forms and human resource forms will have a different selection of form status options based on specific data collection instances within the organization. Use the search bar to add individual forms to a status.
For example, you are a property management organization with multiple departments. You have created groups for your FastField users based on their role within the business giving both the inspectors and human resource professionals their group. Within these two groups, you can assign custom statuses unique to each. For example, the inspectors will use a set of custom statuses such as: In Progress or Requires Repairs. The human resource team will use statuses such as Pending Review or Approved.
Filter submissions by status
Once a custom status is created, users can sort submissions by form status in the submissions section of the FastField portal, creating accessible views and additional clarity.
Create an approval system
You can create a system of approval by adding custom statuses to your forms, ensuring users adequately handle data and efficiently complete business processes. For example, your company conducts inspections, and you have created a list of statuses that coincide with your business.
The custom status list could include: Requested, In Progress, Pending Review, Requires Repairs, and Approved. You can then create two user groups, inspectors and property managers. Inspectors will only be able to use the In Progress, Requires Repairs, and Pending Review statuses. Property managers will exclusively be able to use Requested and Approved. Adapting custom status to workflow will minimize input error and create a process that efficiently moves jobs in stages.
To create, edit, or delete any Form Status option, your account will need to have the Admin role.
Status-driven workflow actions
With the creation of a list of custom statuses, you may include a status change as a condition to trigger a workflow action. After setting up the name and configuring the actions, the condition will need to be applied. As shown in the example, the action is configured so that whenever a form status is changed to "Requires Repair" a Slack notification is sent to the team.
