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5 things you didn’t know about forms (in Ideagen Op Central)

June 7, 2022

Forms are such a powerful tool and they have a lot of different uses. They can be used for feedback, checklists, payroll and HR, general information, surveys and more. With so many practical uses for forms, you need a lot of different capabilities and a powerful system that gives you flexible forms. Ideagen Op Central’s forms give you some amazing capabilities. Let’s explore those. 

Set dependencies

Set form field dependencies to cut the fat out of your forms. Dependencies will hide certain fields from initial view, and show them when a certain criteria is met. For example, if you have a multiple checkboxes field, when a certain boxes or boxes are checked, this will pop-up a new form field that was previously hidden. 

Dependencies make forms much more user friendly, far less of an annoyance to fill out and increases privacy (if the fields you’re hiding are sensitive in nature of course).  

Link to fields

When creating forms, you can add native fields that only affect the form you're creating, or you can link your form fields to a custom field.  A good example of when you might need this is for personal details and emergency contact forms. When someone is onboarding with your company, you can create a personal details form and link the fields (such as name, home address, date of birth, etc.) to user fields, so that when the user fills out their personal information, it automatically populates the user fields against their profile.

The field links save you and your team endless amounts of time and effort that are associated with double-handling.

Public or private forms

One of my favourite things about forms is the ability to create them as public or private. Private forms are only accessible if you’re a user in the system and require a user to login to the portal before filling in the form, but public forms don’t. Public forms will generate a URL so you can embed the form on your website, in an email or wherever else you might like! This means that any person can fill out the form. 

A great practical use of a public form could be for those in the childcare and education industries. Before conducting an excursion, there are a lot of details you will likely need to get from parents such as dietary requirements and any allergies. By creating a public form, you can send the link to the form to parents and have all that information pulled straight into Ideagen Op Central. Again, no double-handling for you!

Hot tip: for forms your team members frequently need to fill in, use the forms private URL to create a ‘quick link’ on your dashboard. This makes the form easier to find and makes you an absolute software superstar.

Add to your onboarding programs

There are a lot of forms your team members need to fill out on their first day or during their first week. There's tax forms, super, emergency contact details, banking details and so much more. Make the whole data collection process easier on you and your new team members by adding forms to your onboarding programs. 

Forms simply become another activity in your onboarding just like a training program or a policy sign-off would be, but it makes everyone’s lives much easier and your onboarding programs more robust. 

Flexible submission notifications

Not everyone needs to know when a form has been submitted, but with flexible submission notifications, you can notify the people that need to know. You can choose to notify based on specific users, specific roles or even user groups. These different notification permissions give you the freedom of choice when it comes to who needs to and who doesn’t need to know of submissions.

Forms are super versatile and have a lot of advanced features, so if you ever need a hand setting anything up, get in touch with our friendly team of product experts!

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