Managing FormVites

FormVites is a forms management and invitation add-on to the Registration Module in the Brick River system that allows you to simplify and streamline the process of submitting and sharing a group of forms with one or more individuals. It lets you create reg forms, add them to a FormVite, build your invitation list and send that list an email with a link to the forms. For example, if you want all the people in your company to fill out a set of forms every year, you can use the FormVites option in Brick River. Every person on your list will be emailed a link which will redirect them to the invite page. From this page, they can fill out the list of forms you curated, at their own pace. FormVites makes it very easy for everyone to access the forms.

In this tutorial, we are going to understand how to manage already built FormVites. If you are looking to learn more about setting up a FormVite, check out this document.

IN THIS DOC

  • Managing Existing FormVites
    • Tour of a FormVite's detail page
    • Managing a FormVite that requires approval
  • Reporting from FormVites
    • Reporting on a group or the whole FormVite invitee list
    • Reporting on an individual

MANAGING EXISTING FORMVITES

The FormVites are managed and edited from the FormVites main page. To access the FormVites page, click  Reg->FormVites. The list of unarchived FormVites is displayed. 

  • You can search for FormVites by entering the search criteria in the Search field.  
  • Click Copy this FormVite link next to the FormVite to copy it.
  • Click View Archive at the bottom of the page to see the list of archived FormVites.
  • Click on the Title of the FormVite to access the details of the FormVite.

A FormVite's Detail Page

  • The top of the details page lists the required and optional forms included in the FormVite with links to the forms for managing or editing them in the reg system. Click the Edit FormVite button to edit the FormVite and access the settings page described in the first part of this doc.
  • Select the Tag to filter for a specific invitee type. This must be pre-configured in the FormVite's settings page before the option displays on this detail page. Read more on setting up registration types for FormVites in this doc.
  • Select the Progress level of the invitees to filter the invitee list and view only the invitees at that progress level.The progress levels are explained below:
    • All Invitees: Everyone added to the invite list, regardless of status
    • No Response: Added to the invitee list and has not yet clicked on the FormVite link sent via email
    • Viewed: Viewed the FormVite page, whether or not they have started any forms
    • Not Started: Invitees who haven't submitted any of the forms in the FormVite yet
    • Started: At least one of the FormVite forms has been completed and saved
    • Not Submitted: The FormVite as a whole has not been submitted. Once the invitee completes all the elements of the FormVite, they must hit Submit for it to be recorded as submitted.
    • Submitted: The FormVite has been submitted and is available for review and approval, if that option was configured in the settings.
    • Not Approved: Of all the invitees, this displays those who haven't had their FormVite approved, whether or not it has been submitted.
    • Approved: If the FormVite requires approval, this is the group of invitees that have had their completed FormVite approved
  • Click on the Contact name to view the invitee's FormVite page.
  • Once an invitee has started one of the forms in the FormVite, it is visible from the FormVite's details page. Forms can be viewed for printing, reviewing, editing and managing.

Managing FormVites Requiring Approval

If approval is set to "on" in the FormVite's settings, once an invitee submits a FormVite, the status of the FormVite changes to  Submitted for Approval. The Approve and Unsubmit buttons then become available.

If a form needs to be updated or edited after being submitted, click on  Unsubmit, so the invitee can go back and edit their forms (provided the reg forms allow for editing after submission). If the FormVite is complete, it can be approved. FormVites can be unapproved later, if necessary.


REPORTING FROM FORMVITES

There are two options for reporting within the FormVites detail page: You can report on a group or the entire FormVite or by the individual user.

Reporting on a Group or the Entire FormVite

  1. While in the FormVite detail screen, select the green Report button on the right side of the screen, just above the invitee list.
  2. A new tab opens showing the report. By default, both Show Headers and Show Empty Responses are toggled in the "show" position.
  3. You can customize and share the report in a few different ways:

    Show/Hide Headers: Headers are the section headers you may have created in the reg forms added to your FormVite. If you only want to see the questions and answers only, toggle the headers to the "hide" position.
    Show/Hide Empty Responses: An empty response is a reg form that the invitee hasn't submitted yet. Sometimes it's helpful to see this in a report, but sometimes it makes the report more cumbersome. You can optionally hide these uncompleted forms by toggling the empty responses to the "hide" position.
    Sharing the Report: By selecting the print button, you can print or download a compact PDF of the report. You can also share the report to anyone, even non-Brick River users, via the link generated at the top of the report.

In these steps, we've reported on the entire FormVite. To report on just a segment of the FormVite, filter using pre-established tags (which is explained here) or by progress level. Progress level definitions are listed above in the Managing Existing FormVites section.

Reporting by Individual User

  1. While in the FormVite detail screen, scroll down to the invitee list. Identify which invitee you want to report on.
  2. Look to the right side of the invitee's row in the table. Select the small view report icon.
  3. A new tab opens. The same report as described in the "Reporting on a Group or the Entire FormVite" section appears. The same customization and sharing options are available.