On Informed K12, users typically fill out a form by following a unique, direct link—whether it's shared on a district website or sent via email. In certain cases, it may be helpful to have the form accessible to only a pre-determined list of recipients.
In this article, we will review:
- Understanding Linked and Group Forms
- When to use each form type
- When forms should be routed
- Types of steps in a routed form
Understanding Linked and Group Forms
When setting up a workflow in Informed K12, it's important to choose the right form type for your process. There are two primary types of forms:
Linked Forms
A Linked Form allows anyone to initiate a form using a shared initiator link. This provides flexibility, as staff can access and start the form as needed. Linked Forms can also be routed for approvals and reviews.
Group Forms
A Group Form is sent to a predefined list of recipients who need to complete and submit it. Completion of these forms is tracked, ensuring all recipients complete their submissions. Like Linked Forms, Group Forms can be routed through different approval steps.
When to Use Each Form Type
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Use a Linked Form when staff need to start a form independently using a shared initiator link.
- Staff start the form using a shared initiator link.
- Can be duplicated for iterative updates.
- Examples: Field Trip Requests, Conference & Travel Requests, Purchase Orders.
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Use a Group Form when you need to send a form to specific individuals and track their responses.
- Sent directly to a predefined list of recipients.
- Completion is tracked to 100% via meter.
- Examples: Employee Acknowledgment Forms, Training Confirmations, Performance Evaluations.
When Your Form Should Be Routed
Approval steps can be added to a group or linked form to create a workflow process. This allows for further levels of review and for more flexibility in processing.
- When your form needs at least one level of review or approval before it is completed.
- When you need notifications to let various staff know that the form has been submitted or approved.
- When a form often needs corrections.
Examples of Routed Forms:
- Field Trip Requests
- Purchase Orders
- New Hire & Benefits Paperwork
Types of Steps in a Routed Form
The Approvers listed on a route can be accessed from the "Approvers/CCs" option at the top of your form’s responses page.
- Recipient Step – Steps with a pre-determined email recipient(s). Some lists are Centralized Approver Lists determined by your district's people admin.
- Prompt Step – Steps that require an email address to be inputted by the prior approver.
- PriorApprover Step – Later steps that pull their approver from an earlier approver.
- Dispatched Step – These steps can be prompt or recipient steps but they are pre-determined by a prior step that designates who the approver should be. Contact support if you would like to enable this feature.
For more about on how to setup the form types in this article, please see:
If you need any assistance with setting up a routed form, feel free to reach out to Support! We're happy to help you figure out the best way to set up your form.