In this article :
Sometimes the best way to understand certain concepts is to see them through different angles. In this case, forms (or questionnaires) and playbooks have similar setups and use cases, so it is helpful to understand how both of them work and how to use them.
N.B.
Alternative terminology can be used in your context to replace the words Playbooks and Protocols. To learn how, read the related section at the end of this article.
Playbooks vs. Protocols
First off, it’s important to distinguish between the two.
Playbook: is a template of an eventual protocol (either in draft, active or archived). This is done in the link in the configuration menu (circled in red in the image below).
Protocol: is when you want to deploy an active playbook to a subject. This is done through the link the main menu (circled in purple in the image below)
As mentioned above, these two terminologies can be modified to fit your organizational vocabulary.
N.B.
Once a user with the necessary permissions has created a playbook and activated it, this playbook can be reused instantly and recurrently by other users as a protocol (if they have a role which allows it). To learn more about roles and permissions, read this article.
Playbooks vs. Forms
Playbooks:
Steps: They are an actionable and reusable set of one or more steps — that may or may not include form(s) amongst other types of steps.
Each step serves as an action/building block for the playbook.
It is the template that you will use to send a protocol to your subjects.
Forms:
They are a reusable set of one or many questions.
They are a tool — a type of building block for playbooks .
They can only be used through a playbook. You cannot send a form by itself. A form is always sent through a protocol (which is based on an active playbook template).
Building vs. Using
Forms and playbooks can be created on the spot or in advance, but that's not the same as actually using them in real-life situations. Here are the differences laid out, and how to actually put them in place.
Navigating the interface to create forms and playbooks
Form, click :
Configuration (in the main menu)
Forms templates (circled in orange, above)
Add (or duplicate an existing one)
Add one or several of six different types of questions
This creates a form.
Learn more about creating questionnaire forms.
Playbook, click :
Configuration (in the main menu)
Playbook (circled in green, above)
Add (or duplicate an existing one)
Add one or several of four different types of steps (forms being one of them)
This creates a playbook.
Learn more about creating playbook templates.
Different possible statuses
Once these templates or generic instances of either forms or playbooks are created, there are differences, however, in the processes they go through to actually be used.
As we saw previously, a form goes through one process : being created. It can then be added to a playbook when needed.
Conversely, a playbook goes through two processes : 1) being created and then 2) as a protocol, being actively used and completed (or discarded). Let’s look at these different processes in more detail.
Form
Creation
Unpublished : either fully set up or not yet ready, but nevertheless, inaccessible to be added to playbooks
Published : ready and accessible to be added to playbooks
Archived : cannot be added to playbooks and cannot be modified (unless status is changed), but is still visible for further reference or to be duplicated into a new version
Playbook
1) Template creation :
Draft : putting together a set of steps (which might include a published form)
Active : making it available to be deployed in real-life situations
Archived : making it unavailable to be used (but could be duplicated)
Playbook deployed as a Protocol
2) Deployment in a real life situation (must originate from an “Active” playbook) :
In Progress : being currently used or programmed to start at some future moment
Done : completed all the way through each step
Deactivated : manually completed for cause of not being needed anymore
Steps to deploy a protocol for a subject
Click “Protocols” in the main menu
Click “Start a protocol” on the right side of the screen
Select patient
Select caregiver, further in the patient section (optional)
Select protocol (or technically playbook to become protocol)
Select team member(s)
FAQ : What if I want to simply send a questionnaire to a patient?
Answer : Create a playbook with the only step being that questionnaire, and send it to the patient.
Here is a summarizing outline :
In the configuration tab (sub-tab “Form templates”)
Create form
Publish form
In the configuration tab (sub-tab “Playbooks”)
Create playbook
Add form (as a single step)
Activate playbook
In the Protocols menu tab
Start a new protocol
Add patient’s information and select the playbook you just created (that contains the form you also just created)
Start the protocol
N.B.
This example showcases a form playbook in its simplest format, but any other steps could also have been added to the playbook in conjunction with the form, if needed.
Alternative terminology for Playbooks and Protocols
Note that this article and most others use the terms Playbook and Protocol (which, as we've seen, are simply deployed playbooks), but these names can both be changed to fit your context and terminology, by clicking :
Configuration
General settings
Alternative terminology in all languages you use
In this example, Playbooks have been changed for Health Protocols (circled in red, in the Configuration menu) and launched playbooks (protocols) will now be called Workflows (circled in purple, in the main menu).
Links to detailed articles
This was an overview of the differences, but each building block has its own article diving into more detail.
Forms
Playbooks
Protocols
Alternative terminology