Introduction

The Form Group Manager in SCView is accessible to anyone with Admin Form Editor Access status (If you do not see this, please contact Support). This tool is designed to facilitate the efficient distribution of forms by allowing administrators to compile multiple forms into electronic packets. These packets can then be sent simultaneously to teachers or employees for completion. Administrators have the flexibility to create varied packets tailored to specific needs, such as Hiring, Contracts, Salary Notices, Updates, and more, selecting the appropriate forms for each packet. This streamlined approach enhances the organizational processes by enabling simultaneous form submissions and ensures that all necessary documentation is handled efficiently and effectively.


A. Problem statement

While the Form Group Manager in SCView is a powerful tool for administrators with admin status, managing and distributing multiple forms effectively can still pose challenges. Efficiently compiling and dispatching diverse electronic form packets to various recipients such as teachers or employees requires a system that supports customization and organization. Without a streamlined process, handling form distribution for different organizational needs like Hiring, Contracts, and Updates might lead to inefficiencies, delays in processing, and potential errors in form submissions.


B. Solution

To optimize the Form Group Manager, enhancing its functionality to better support administrators will be crucial. By implementing advanced organizational features, such as customizable templates for different packet types and a user-friendly interface for selecting and compiling forms, administrators can effortlessly assemble tailored packets. Additionally, integrating automation for form distribution and tracking responses in real time will significantly streamline the process. This proactive approach not only meets the specific needs of various organizational tasks but also ensures all necessary documentation is managed efficiently, ultimately enhancing overall productivity and effectiveness.


Steps to Adding Forms to Form Groups

Step 1: Access the Form Group Manager

  • Begin by navigating to the Form Group Manager page. You can find this option under the Admin tab of your SCView interface.


Step 2:  Select the Appropriate Form Group

  • On the Form Group Manager page, you will see various packets/groups listed on the left side of the screen. Browse through and select the form group to which you intend to add a new form.

Step 3: Incorporating a New Form

  • Hit the New button, which is typically located beneath the Forms section.

  • From the Document Type dropdown menu, choose the appropriate document to add. Documents are sorted in alphabetical order. This is the primary required field to proceed.

  • Once the document is selected, you have the option to configure additional settings before saving:
    • Record Type: Define the purpose of the form group, such as New Hire, Contract, etc.
    • Submission Mode: Sets how forms can be submitted (detailed explanation below)
    • Pre-create Document: Opt to generate a blank document that gets automatically placed into the workflow, allowing it to be readily sent out for revisions.
    • Is Profile Form: Select if this is an initial form that must be completed and submitted before accessing other forms in the group.
  • Required: Determine if this form must be completed before the entire packet can be submitted.


Understanding Submission Modes and Their Interactions

The Submission Mode is a critical configuration that determines how users interact with forms over time. This                      setting works in conjunction with the Form Group Submission Type to create specific behaviors:


Submission Mode Options:

1. "Once" - Single Submission Only

  • Forms can be submitted only one time
  • After submission, forms become read-only and cannot be edited
  • With "Submit Together": Forms lock after the packet is complete
  • With "Submit Individually": Each form locks immediately after its individual submission
  • Warning: "All Forms Optional" configuration creates an invalid state and should be avoided

2. "Update" - Modify Previous Submissions

  • Allows editing and resubmission of previously submitted forms
  • Updates overwrite the previous version while maintaining history
  • Ideal for forms requiring periodic updates

Recommended Configurations:

Group Submission
Form Submission
Form Requirements   
Outcome
Submit Together
Once    
Profile Form + Required Forms
Profile completes first, then packet locks after all required forms submitted
Submit Together
Update
All Forms Required   
All forms must be completed but can be updated as needed
Submit Individually
Once
All Forms Optional
Each form can be submitted once at user's discretion

C. Best Practices

  1. Consistency in Documentation: Maintain consistency in document types and naming conventions to avoid confusion and ensure all team members can easily identify and use the forms.
  2. Review Form Settings: Carefully review and set additional form options such as Submission Mode or Pre-create Document according to the specific needs of the workflow. This ensures that forms are configured to enhance user experience and meet organizational requirements.
  3. Prioritize Essential Forms: When setting forms as Required or as a Profile Form, consider the sequence in which forms should be filled out to maintain a logical flow and compliance in the form submission process.

D. Troubleshooting

Access/Permission Issues:

  • Verify Admin Form Editor Access status; clear browser cache and re-login if needed

Forms Not Appearing in Dropdown:

  • Confirm forms are published, active, and properly assigned to document types; refresh page to update

Cannot Save Form Group:

  • Ensure Document Type field is completed (required) and check for validation errors or session timeout

Distribution/Submission Problems:

  • Verify recipient emails, check spam folders, and review Profile Form/Required settings for proper sequencing

Document Generation Failures:

  • Confirm "Pre-create Document" is enabled and check workflow permissions

Submission Mode Issues:

  • If forms won't submit: Check for invalid configuration combinations
  • If forms can't be edited: Verify "Update" mode is selected, not "Once"
  • If resubmission is blocked: Confirm "Update" mode is configured

E. Related articles

Form Campaigns: Creating a Form Campaign 


Conclusion

In conclusion, the Form Group Manager in SCView is a critical tool for administrators, enabling efficient management and distribution of customizable form packets. This functionality allows administrators to handle various organizational needs effectively, from hiring to contract management. By following the outlined steps and adhering to best practices, administrators can ensure precision and effectiveness in form management. Additionally, the enhanced features of the module streamline the compilation and distribution processes, making form handling more efficient. Should any challenges arise, SCView Support is readily available to assist, ensuring smooth and productive operations in organizational documentation processes.