The Form Builder is currently a Beta feature and must be turned on before it can be accessed. Please contact your Account Manager for access to this feature.
The Form Builder feature allows Tovuti Admins to create and host approval forms that otherwise might need to be hosted on a separate HR or interdepartmental application. The Form Builder can be used to create forms such as:
- Time-Off Requests
- Budget Approvals
- Hiring Approvals
- IT Access Requests
- Facility or Equipment Use Requests
- Travel Approvals
- And many more use cases
Through Tovuti, Admins can design the form to include any necessary fields and then assign an “approver” or a user/manager who is certified to approve the form. The Admin can also set up specific “approval flows” so that the form always lands in the hands of the correct person at the correct step of the approval process.
This article outlines the following concepts:
Create a New Form
Go to Content Creation > click Forms > click New
Details tab
In the Details tab, give this form a Name, Description, Heading (how it appears to users), and Instructions.
Form Design tab
In the Form Design tab, configure the appearance and included fields fo the user to fill out.
Begin by clicking Add item.
In the slide-out window, select the type of form item. Form item types include:
- Field - users input information into the form
- Section - used segment areas of the form
- Page Break
- Text - instructional or other necessary information
- Image
- HTML - used to include custom code
- Video
- Audio
This article will outline the configuration of Fields. Utilize the other item types to include additional information and customize the appearance of the form.
For this field, give it a Name and provide Instructions for the user.
Select the Input Type and if the field is Required to complete this form.
Input types include:
- Textbox (short typed answer)
- Textarea (longer typed answer)
- Select
- Multiple Select
- Date
- Radio buttons
- Checkbox
- E-signature
In the Settings tab of the slide-out window, set Visibility access and Edit access. This can be set to:
- All form users
- Primary user only
- Team lead only
- Approver only
- Team lead & approver only
Enable field mapping to tag the user’s input to an existing profile field.
Map to user type sets which user’s profile field is pulled, and Profile field sets which field is pulled.
For example, if the Field is to collect “First Name,” field mapping can pull the user’s first name from their profile and automatically populate it in the form.
Then, enable Read only in the Details tab to restrict users from editing the populated profile field.
Click Update.
Repeat this process for all the necessary fields.
Approval flow tab
In the Approval flow tab, designate which “approvers” are sent a submitted form for approval.
Begin by clicking Add approval step.
Give this step a Name. Select a previously created Approver role.
Click Update.
Add as many approver steps as necessary. Multiple approval steps are typically reserved for forms that require multiple approvals from different managers/parties.
When Approvals are sequential is enabled, approval steps are carried out in the order of the list. In the example below, Mid-Level Approvers will not be notified until Top-Level approvals have been granted.
Settings tab
In the Settings tab, set the notifications for this form. These are created in Auto-Notificaitons and then enabled in this tab.
Permissions tab
In the Permissions tab, set which users can see this form. This can be done by Users groups or Specific users.
Click Save.
Enable Forms in the User Portal
When enabled, forms are shown in two areas: the User Menu for users and the Team Lead Dashboard for approvers.
User Menu
Go to Design > click User Portals > select a User Portal
Go to the User menu tab and enable My Forms. If necessary, provide a custom label.
From the User Portal, users select Forms in the user bar and then can start a new form or continue an existing form.
Team Lead Dashboard
Go to Design > click User Dashboards > select a User Dashboard
In the Team Lead Dashboard tab, enable the Show team form link toggle.
Team Leads access their forms through the User bar and view their team member's forms from the Team Lead Dashboard.
Form Notifications
Admins can configure various Auto Notifications to alert both users and approvers when a form enters different stages of the approval process.
Go to Communication > click Auto Notifications > click New
Give this notification a Name. For the Alert Type, select one of the following types attached to Forms:
- Form submitted - a confirmation message for the user who submitted the form
- Form submission approval request - an alert for the approver of a submitted form
- Form submission completed - an update to the user on the status of their form
- Form submission approved - an alert that a user’s form has been approved
- Form submission rejected - an alert that a user’s form has been rejected
Select to which forms this notification applies or engage the toggle to apply it to all forms.
Give the notification an Email subject and construct the necessary messaging.
Click Save.
When configured, the notification is shown in the Settings tab of the Form editor.
Form Reporting
In the Report Builder, Admins can configure the following types for Form report (Education report type)with their included data points:
- Form submissions
- User ID (required)
- User email
- Username
- User groups
- Form name
- Submitted by name
- Results button (only available in grid layout)
- Status
- Approvers
- Approved by
- Rejected by
- Date started
- Date submitted
- Date completed
- Archive date
- Form submission results
- User ID (required)
- User email
- Username
- User groups
- Form name
- Field name
- Field type
- Response
- Submitted by name
- Date submitted
- Archive date