Before you begin to build your trigger form, you will complete the Form Settings.
These are the details that you will provide before you begin to add the contents of your form.
As pictured below, this will initially be blank to allow you to change the settings of the form to meet the needs of the workflow. Let’s take a look at how to do this below:
Let’s imagine that we are creating a form which we would like a new starter to complete.
How can we set this up using Settings?
Form Name
Firstly, we are going to provide a name for the form. We will keep this relatively brief and concise. In our example, we will simply call this ‘New Starter Information’.
Who can access this form?
We then need to stipulate who we would like to allow access to. Would we like this form to be visible to only individuals who are part of your organisation, or would we like the form to also be visible to external viewers?
Selecting Only users at (Your school / Trust's Name) will mean that people who are part of your organisation will be able to view and complete the form, once you have shared a link with them. We will take a look at links a little later on in this article.
Selecting Anyone will allow external users to engage with the form. You would still need to provide them with a link in order for them to access the form, though. Additionally, we would still require them to create an Arbor Workflows account in order to complete the form so that we are aware of who they are. One example of where this may be useful is if you were creating a job application which you wanted external candidates to be able to engage with.
For the purpose of our example, we are going to select Only users at (Your school / Trust's Name). We are assuming that the new starter has already been added to the trust and is known to Arbor Workflows. If this is not the case, we would select ‘Anyone’, and they would need to create an account before completing the form.
Tracked Access Links
After you have added your form name and decided upon access, you will then be shown a range of Tracked Access Links.
These links are automatically generated by Arbor Workflows, and they are important: these are the links you'll share with individuals who need to complete the form you're creating.
Why is there more than one link?
Links will appear for the organisations that you would like the workflow to run for.
You will have already told the trigger form which organisations/schools you would like to roll out the workflow for before you reach this stage, and these are the only links that will be generated.
❗ Each link is tailored to a specific organisation, and this is crucial because it guarantees that the information collected from the form stays relevant to that particular organisation. For instance, if I need a new starter at Swift Academy to submit their details, I must make sure to give them the correct link.
Create Summary PDF
Finally, you can use the PDF toggle to create a PDF of each form. This can be helpful for keeping personal records, and it also comes in handy if you want to refer back to the form in different parts of the workflow using tags.
Not sure what a tag is? Check out our guide on Adding a Tag for more information.
To ensure that this is able to be surfaced from the Activity page you will need to ensure that this is saved by default.