If you have registrations that are done in paper forms outside of your systems, then you can use Gluu to make them digital. This shows you how to create forms and add them to recurring tasks.

Forms can be added to any task (in any activity in any process) and they enable you to capture data directly from the end user via telephone, tablet or pc. To access the form builder, simply click on your profile in the top right corner of Gluu.

Forms are managed under 'Forms' on the left side menu. Here you can create a collection of forms that process owners and editors can use in their account.

Note! Only users with rights to manage forms can create, edit or delete them. All users with rights to manage specific processes can add forms to tasks.

This is how you add a new form when you’re in the form builder:

Switch form to “on” to make it available to all your account’s process owners and editors. Forms that are published have a green indicator and forms that are in unpublished have a grey indicator.

There are a number of different fields and tools that you can use to create your forms. Below you can see how each is used.

The form properties let you decide how each form element should look and behave:

You can see a list of available elements in the image below. You can read how they can be used and what their specific properties are below the image.

Use this if you want the end-user to add text or a number.

Use this if you want the user to provide a longer answer.

A dropdown list is used if you want the user to select from a list of choices that are typically longer than 5 items (if less then we suggest you use multiple choice.)

Use the checkbox tool to add checklists inside the form.

This is useful if you want the user to select only one option.

Add an option for the user to select a specific calendar date. Remember that the current date is automatically recorded when each form is submitted.

A text block is a headline or an explanation that you can add without any input fields. It is useful for e.g. adding a headline to your form.

Select an image file from your files inside of Gluu or upload an image.

Embed a video file from YouTube, SharePoint or any other platform that allows you to share an <iframe>... embed code.

Create a quiz with at least two multiple-choice questions. You can set either one or several correct answers. This is especially useful if you are creating training forms.

What if a field only should be filled out if a certain condition is met? You can create conditions with every element, by selecting advanced settings.

Below is an example of a condition, where a multiple choice element is only shown if the checkbox is checked.

Once you have created and published a form then it is visible to all Process Owners and Editors. They can then create tasks and add forms to tasks. The form will then show when the task is due and the task can only be completed if all required fields are filled in.

You also have the option of using our prefill feature that allows you to reuse form data previously entered into a form. The form data used for prefill is always only data from the form template you used on the task, not other forms you have in Gluu. In the example below (picture), the form data would therefore always be from filled versions of the 'internal audit' form template.

There are two possible settings for this feature (shown on picture below) and you manage them on the task(s) where you have used the form.

The first setting (auto-prefill recent values) automatically pulls all the data from the most recent version of the form, but only within the case the user is working on. This means that if the form is being used in other cases or tasks, this data will not be prefilled. The user cannot decide if the form is prefilled with this setting, but they can edit the prefilled data before submitting their task.

The second setting allows your user to choose which previously filled version of the form they would like to use to prefill the form in the task they are currently working on. In this case they have the option to choose form data from within the same case but also other cases and tasks using the form.

If you choose both options like in the example above, the form will be prefilled for the user with the most recent form data, when they open their task, but they are able to choose a different version of the form to be used for prefilling besides the most recent one.

Using the prefill feature helps you get rid of redundant retyping of the same information into a new form. For instance, it lets you correct data typed in previously by reusing that data in a new form and letting the user edit the relevant fields in the form., e.g. incorrect customer contact info in a claims form. It also lets you pass on information from colleague to colleague easily, so they do not have to refer to a previous task in a case. They will have the information readily available as they are solving their own task and can just continue the work started by a colleague and simply add to it.

TIP! Be aware that in the first task in the case using the form, the form will be empty, as there is no previous form data to use for the prefill. You generate that data by filling in the form the first time.

2 minute video guide on how to use the prefill feature

Any filled-in form can be retrieved from the activity’s Task log. Each form is stored with the user, date and all content. If you want to look at form data across several filled versions of the same form, you can do that in Form data in the left hand menu. You can also visualize form data on your overview page.

Tags: Form-builder, automatic form distribution