Using the Scheduling Tools in SmartForms
The smart forms allow you to use either of its two scheduling tools to handle audit or meeting schedules.
The first functionality allows you to schedule the next audit or meeting (basically any smart form) once you close the current one. This only generates a single form based on the frequency specified.
The second functionality allows you to schedule more than one audit/meeting/other smart form at the same time based on a frequency, and by specifying the repetition or occurrence number.
Scheduling a single document:
How this Works: You will need to configure a Frequency field to determine how far apart will your two schedules be. For example, Daily, Weekly, Monthly or yearly. You also require a date field at which the frequency will start counting from. So if you chose a frequency of Weekly and a date of 1/5/2016 as your set date then the next schedule will be calculated 7 days from your set date once you complete the current document.
Configuring the schedule field:
The schedule field would be a Single Selection List as below. The Option list values would have the text followed by the pipe character “|” and then the numeric value. So, a Weekly entry would appear as such “Weekly | 7” and a monthly entry would look like “Monthly | 30”. The system will show you the text but store the number and use it to determine when the next schedule should be created.
Add the field to a section and if need be add the section to a form template.
In the smart form that you want to configure, switch to Edit mode and click on Workflow Wizard.
-Locate the option “Enable Form Auto Schedule” and lick Yes.
-On the next field, Schedule Field Name, right-click the empty field and select the Frequency field you just created form the menu. You will be presented with all the sections found on the form and an additional System Fields menu.
-Do the same on the “Schedule Date field name” to select the date you want to use.
-Next, you need to drag the “Complete & Schedule” button to the Form Actions section.
-Click OK button on the top bar to close this and then click on Save in the Template Library form to save the changes.
When you create a new document and save it you will see the Complete & Schedule form.
Creating multiple scheduled documents at once:
This option allows you to create a series of audits or meetings at once.
-Open the Form Template for the form that you want to configure for scheduling.
-Click on Edit and select Yes for the option “Enable Scheduling Workflow?”.
-Under it you can choose whether the created documents will be saved as Draft or in Open status.
-Click on Workflow Wizard
-Drag the “New Schedule” button to the Form Actions area and click OK.
-Click on Save in the Template Library form.
-Create a new document and save it.
-You will then see the New Schedule button. When you click on it a small dialogue box will open.
Select the starting date under “Schedule Date” field. This will be the first date to be populated in the new documents to be created.
-Select Frequency (Days)
-Select a number in “The number to schedule”. This is basically the number of repetition that you want.
Since you may create a schedule form the existing form or any subform where the “Enable Scheduling Workflow” is set to Yes, you will see the available templates in that dialogue box.
In the above example you have “MK Test form” and “Audit” forms to choose from.
Select the template that you want to use for your schedule and click OK.
The result will be similar to the below. Where 3 forms were created because “The number to schedule” was set to 3. The dates are 7 days apart due to “Frequency (Days)” being 7.
Creating scheduled documents from an existing document in a view:
You can schedule a set of documents from a view as well after you have set the form to enable scheduling first.
-Open the view template which you want to create scheduled documents from.
-Click Yes on “Enable Checkbox”
-Drag the “New Schedule” button into the “Actions” area.
-Save and close the form.
The “New Schedule” dialogue box will appear. Make the required selections and click OK. (See attached file: Quick Guide - Using the Scheduling Tools in SmartForms.doc)