Manage a ProntoForms Teamwork Workflow

This topic describes how supervisors and team leads can use the Web Portal to manage work that involves more than one team member. With the ProntoForms Teamwork feature enabled on a form, you can dispatch (assign), unassign, and reassign incomplete forms as many times as required. 

Supported on the Enterprise tier only:

Contents

• Prerequisites
• Dispatch work to a team member
• Check the status of work in progress
• Reassign an incomplete form
• Unassign an incomplete form
• Check the answers in different form submission versions
• Send completed work for editing
• Related topics

Prerequisites

1. As a supervisor, team lead, or dispatcher, you must have either of the following ProntoForms permissions:

   • An Admin user role
   • A User role with membership in a group that has the following FormSpace permissions:
     • Can View—to view, unassign, and reassign work
     • Can Create—(optional) to dispatch forms
2. The form that you want to manage must have the ProntoForms Teamwork feature enabled.

3. Your users must have the Windows, iOS, or Android ProntoForms app 12.0 or later.

Dispatch work to a team member

Info:Depending on the form-level configuration, your mobile device users can also start a form from their Forms tab. If you don’t need to dispatch the form, go to the section Check the status of work in progress.

When you’re ready for your team to begin work, you can dispatch the ProntoForms Teamwork-enabled form to the first mobile device user.

Note: You must have Can Create group permissions in your FormSpace.

1. Go to Manage Forms > FormName > Dispatch.

2. Dispatch the form to one or more users.

   Result: Each user can open the form from their Inbox.

   The system tracks each dispatch as a separate form submission. This means that you can track each user’s changes, even if you bulk dispatch the form to multiple users.

   

Info:The topic Dispatch with the ProntoForms Web Portal describes how to set up a form for dispatch.

Check the status of work in progress

With ProntoForms Teamwork-enabled forms, you can check the status at each stage of work and take action as required.

Note:If you’re not an Admin user, you must have Can View group permissions in your FormSpace.

1. To get an overview of all work in progress for a specific form, go to

   Data & Analytics > Submissions (by Form) > FormName > Continue
   or
   Manage Forms > FormName > Go to submissions

   Result: The Web Portal displays the Form Submissions page for the selected form.

   

   The Form Submissions page includes the following details:

   • Reference number and an icon that indicates the current status
   • Submitter—the last user to submit data
   • Owner—the mobile device user that the form is currently dispatched to, assigned to, or claimed by

   Info:For more detailed information about the Form Submissions page, go to the topic Viewing Form Submissions in the Web Portal.

2. The system creates a new form submission version each time form data changes. Form submission versions provide a way for you to review the data that changed and identify the user who changed it.

   To access the version history of a specific form submission, display the Form Submissions page as described in step 1, and then select the Reference #.

   Tip:Although a Form Submission version can change, the reference number does not change.

3. On the Form Submission Details page, select the reference number, and then select Version History.

   

   Result: The system displays the form submission versions, along with the other information shown in the following example.

   

   In this example, the version history shows that this form submission was dispatched to and then transferred by User123.

   Info:The section Check the answers in different form submission versions shows the version history of a complete Form Submission.

Reassign an incomplete form

Tip:If you want to reassign an incomplete form that currently has an owner, first Unassign an incomplete form, and then reassign the form.

You can reassign any unassigned form to a specific user.

1. Go to

   Data & Analytics > Submissions (by Form) > FormName > Continue
   or
   Manage Forms > FormName > Go to submissions

   Result: The Web Portal displays the Form Submissions page for the selected form.

2. Select a Form Submission from the Reference # column.

3. On the Form Submission Details page, select the reference number, and then select Reassign to a User.

   

4. Select the user to reassign to, and then select Send.

   

   Result: The state changes to Incomplete (Reassigned).

Unassign an incomplete form

If a user currently “owns” an incomplete form, either by claiming it or having it reassigned to them, you can unassign the form. This makes the form available to other users.

Warning:If the assigned user has started to work on the form, you will lose any changes that user has made to the form when you unassign it.

For example, you might want to unassign a form when the currently assigned user (owner) is out sick or can’t complete the work.

Note:You must unassign an incomplete form before you can reassign it.

1. Go to

   Data & Analytics > Submissions (by Form) > FormName > Continue
   or
   Manage Forms > FormName > Go to submissions

   Result: The Web Portal displays the Form Submissions page for the selected form.

2. Select a Form Submission from the Reference # column.

3. On the Form Submission Details page, select the reference number, and then select Unassign From User.

   

4. When prompted, select Confirm to unassign the form.

   Warning:If the assigned user has started to work on the form, you will lose any changes that user has made to the form when you unassign it.

   

   Result: The state changes to Incomplete (Unassigned).

Check the answers in different form submission versions

The system creates a new form submission version each time form data changes. Form submission versions provide a way for you to review the data that changed and identify the user who changed it.

1. Go to

   Data & Analytics > Submissions (by Form) > FormName > Continue
   or
   Manage Forms > FormName > Go to submissions

   Result: The Web Portal displays the Form Submissions page for the selected form.

2. Select a Form Submission from the Reference # column.

3. Select the reference number, and then select Version History.

   

   Result: The Form Submission Versions page displays

   • a row for each version

   • the state of each version

   • the user who last submitted (sent or transferred) data for each version, and

   • the user assigned to work on the form.

   The following example shows the version history of a completed form.

   

   Tip:Sometimes a Form Submission Version has both a Submitter and an Owner. The Submitter initially works on the form and then transfers or completes it. The Owner takes over the work and modifies the form.

4. To see the answers provided for a specific form version, select the version number.

   Result: The Form Submission Version Details page displays the answers and indicates whether the submitter edited any previous answers.

5. When you check the answer to an image question in a completed form, you might see data “stamped” on the image.

   

   The system collects information at different times, as explained in the section Configure image stamps in a ProntoForms Teamwork-enabled form.

   Note:For audit purposes, the Image Properties time stamp (Date) always shows the date and time when a user actually took a photo. This ensures that you always know when the photo in the completed form was actually taken. This time stamp shows the timezone configured in the mobile app, and the System Properties time stamp shows the timezone configured for the team.

   Example of original photo unchanged:

   • User1 takes a photo and transfers an incomplete form.

   • User2 completes and submits the form without taking a new photo.

   • The Image Properties date stamped on the image shows when User1 took the photo.

   • The System Properties date stamped on the image shows when User2 submitted the form.

   Example of original photo replaced:

   • User1 takes a photo and transfers an incomplete form.

   • User2 replaces the photo from User1 with a new photo, and then submits the completed form.

   • The Image Properties date stamped on the image shows when User2 took the new, replacement photo.

   • The System Properties date stamped on the image shows when User2 submitted the form.

   Note:You can only see the data stamped on an image when you view the details of a completed form, even if that data was captured earlier.

Send completed work for editing

With a ProntoForms Teamwork-enabled form, you can still send the form for editing, but only once the form is Complete. The mobile device user can either send or transfer the edited form.

Info:The topic Editing Form Submissions describes how to enable a form for editing.

Related topics

• Introduction to ProntoForms Teamwork
• Configure a ProntoForms Teamwork Form
• Use ProntoForms Teamwork on your Mobile Device
• ProntoForms Teamwork Technical Details