Introduction

In today's digital workflow, efficiently managing and distributing custom forms within an organization is crucial. SCView's Form Campaigns module provides a robust solution by enabling administrators to create, send out, and track custom forms filled with pre-populated information to selected contacts or groups. This facilitates streamlined communication across various departments and ensures timely completion of essential documentation.

A. Problem statement

Organizations often face challenges in distributing and tracking multiple forms across different departments or to external contacts efficiently. The need to send out forms with customized information, track their completion status, and manage follow-ups can overwhelm traditional manual systems, leading to delays, errors in data entry, and issues in form retrieval.

B. Solution

SCView addresses these challenges with its Form Campaigns module by allowing administrators with Admin status to efficiently orchestrate the distribution of electronic form packets. Administrators can create varied form packets like Contracts and Salary Notices, pre-fill them with necessary information using merge files, and track the completion status from a unified dashboard. This not only simplifies the management process but also enhances the accuracy and timeliness of form submissions across the board.

Step-by-Step Instructions for Setting Up and Managing Form Campaigns in SCView

Access the Form Campaigns Module:

1. Navigate to Form Campaigns:

   - Go to Tools > Form Campaigns from your dashboard.

Understanding the Form Campaigns Manager Screen:

2. Familiarize Yourself with the Interface:

   - The Form Campaigns manager screen allows you to filter, edit, and create new form campaigns. You can:

     1. User: Toggle to show all campaigns or campaigns by selected users.

     2. Date: Filter campaigns by start and end dates.

     3. Status: Filter to show all, inactive, or active campaigns.

     4. Search: Use keywords to search for specific campaigns.

     5. New Campaign: Create a new campaign.

     6. Campaign Details: View detailed information about the campaign’s reach and completion status.

Create a New Campaign:

3. Initiate a New Campaign:

   - Click on the New Campaign button to start the process.

4. Configure Campaign Settings:

   - Name: Enter a descriptive name for the campaign. (Max of 50 characters)

   - Description: Provide a brief outline of what the campaign is about. (Max of 250 characters) 

   - Form Group: Select the form or group of forms you want to use. Note: The form must be part of a form group created by SC Strategic Solutions' Support staff.

   - Use Merge File (Optional): If you want to use a custom Excel file to autofill form fields for each user, select this option. Contact Support for assistance with merge files.

5. Select Recipients:

   - Decide whether to send emails to contacts, their guardians, or both. Choose recipients or groups and click Next.

6. Configure Form Fields:

   - If using a merge file, ensure it’s properly linked and fields correspond to form requirements.

   - Manually fill in or adjust fields as necessary:

     - Field: Specify which field on the form needs to be filled.

     - Value: Set a static value directly or use {{Macros}} for dynamic content based on the uploaded file.

     - Locked: Check if the field should be non-editable by the recipient when they receive the form.

7. Customize Email Settings:

   - Add the subject line and customize the email message.

   - Adjust any additional settings related to email formatting or content per your requirements.

8. Finalize and Launch Campaign:

   - Review all settings and confirm the information is correct.

   - Set the dates for when the campaign should run and click "Finish".

   - The campaign will initiate within 15 minutes, and emails will be dispatched to the selected recipients.

Monitor and Update Campaign:

9. View Campaign Details:

   - To monitor the progress or make changes, click on an active campaign and select Campaign Details.

   - This view allows you to see each contact’s status (Started, Completed, Not Started, In Progress, Cancelled, Skipped or Ready to Submit) and provides options to adjust the campaign or add contacts as needed.

Campaign Details Terminology

• Not Started - The user has yet to initiate the form campaign.
• In Progress - The user has begun the form campaign but has not yet completed it.
• Completed - The user has fully completed and submitted all required parts of the form campaign.
• Ready to Submit - The user has completed all necessary forms but has not yet finalized the submission.
• Pending Review - The submitted forms are currently under review in the workflow process.
• Cancelled - An administrator or authorized staff member has terminated the campaign for either the entire group or an individual participant.
• Skipped - This status applies to individuals who were removed from the Manage Contacts page, resulting in their automatic exclusion from ongoing campaign activities. Such entries will be marked as Skipped in the Campaign Details.

C. Best Practices

1. Regularly Update Form Templates: Keep your forms up to date with relevant information to avoid sending outdated forms to recipients.
2. Monitor Campaign Progress: Utilize the campaign tracking features to monitor progress in real time, allowing quick responses to any bottlenecks or issues detected.
3. Secure Data Handling: Ensure that any merge file used complies with data protection regulations, securing sensitive information being pre-populated in the forms.

D. Troubleshooting

• Check Form Group Settings: Ensure that the form group used is correctly configured and recognized by SCView.
• Verify Merge File Integration: If using a merge file, confirm that it is formatted correctly and linked properly to ensure accurate data population.
• Recipient Issues: Confirm that email addresses of all recipients are up to date and correctly entered to avoid issues with form delivery.
• Campaign Activation Delays: If the campaign does not start as scheduled, check if the correct start dates were set and that there are no underlying system time sync issues.

Conclusion

SCView’s Form Campaigns module significantly enhances organizational efficiency by automating the distribution and tracking of custom electronic forms. By following the outlined steps and best practices, organizations can ensure the effective execution of form campaigns, leading to improved communication, faster processing, and better compliance with documentation requirements. Overall, this tool is an invaluable asset for any administrative process requiring coordinated form management and distribution.