Changing Form Settings

This article covers the following form settings:

• General Settings

• Notifications

• Auto-Close

• Task Descriptions

• Risk Assessment / Risk Scale

Navigating to the Form Group

1. Select the Form Management menu from the navigation sidebar

2. Select the Form Management page

3. Select the form group that contains the form you’d like to change.

General Form Settings

1. Click on the Form you’d like to change, then the General Settings tab

2. From here you can adjust the following settings:

1. Name: The form’s title

2. Form Group: The group or “folder” that the form appears under

3. Anonymous Submissions: If the form accepts anonymous submissions. Anonymous submissions are truly anonymous. Baldwin does not record any submitter information for these submissions.

4. Allow New Submission: If turned off, the form will not allow new form drafts to be created.

5. Regional: Adds the “Location” field to the top of the form which allows the form to categorize submissions by Location. This option is only available if your organization uses the Locations feature.

3. After updating the settings as desired, click Save at the bottom of the form’s tab.

Form Notification Rules

1. Click on the Form you’d like to change, then the Notification Rules tab

2. From here you can view each of the Notifications Rules that are configured for the form.

1. Recipient / Recipient Type

1. Admin Role: Sends notifications to all users in the selected Administrative Role

2. Group: Sends notifications to all members of the selected Group

3. User: Sends notifications to a specific user

4. Form Owner: Sends notifications to users in the Administrative Role that is assigned to the Form Group.

2. Score

1. Notification based on the score of the form. Options include scores 1-5 and NGSW.

3. Remove: Deletes the associated Notification Rule.

3. Click the Save button at the bottom of the form’s tab.

Form Auto-Close Settings

1. Click on the Form you’d like to change, then the Auto Close tab

2. From here you can change the form’s Auto Close settings:

1. When: Allows you to decide if forms should close immediately, or after a set number of days (up to 14).

2. If Score at or Below: Allows you to choose the scores at which forms will Auto Close. If left blank, all scores will Auto Close.

3. To turn off Auto Close, click the “X” button to on the right side of the drop-downs to clear the selections:

4. Click the Save button at the bottom of the form’s tab.

Form Task Descriptions

1. Click on the Form you’d like to change, then the Tasks tab

2. From here you can change the default task messages for each of the assignee roles:

3. These messages will pre-fill into the Task Description field when assigning a user to a form submission:

4. Click the Save button at the bottom of the form’s tab.

Risk Assessment and Risk Scale Settings

1. Click on the Form you’d like to change, then the Risk Scale tab

2. From here you can customize your Risk Scale settings

1. Use Custom Risk Scale: Allows you to create a custom risk scale that will appear in place of the default scale that’s seen across the top of the form.

2. Hide Score Until Submitted: Hides the risk scale and form’s score from the submitter until after the submit button is pressed.

3. Use risk matrix value color: Displays a color denoting the risk value when an answer is selected.

Creating a Custom Risk Scale

1. Enable the Custom Risk Scale by changing the toggle to “Yes”

2. Select the desired number of ranges for your scale (2-5). Note: If the number of risk ranges is changed, the notification rules should be reviewed to ensure the appropriate roles, groups, and users are being notified.

3. Adjust the colors using the color picker for each range as desired. Using darker shades is recommended to make reading the score easier.

4. Add Labels to each of the ranges.

5. Enter in the max value of each range. The minimum values will automatically fill in.

1. Note: The last range will have no maximum value.

6. Optionally enable Alert banners for any of the ranges as desired. These banners will display above the scale when the risk range has been entered. 

1. With Alerts Enabled

2. Without Alerts Enabled

7. Click Save

8. To return to the default risk scale, change the Use Custom Risk Scale toggle to “No”

Hiding Score Until Submission 

1. The Risk Score and Scale can be hidden from the submitter until after submission. This helps prevent the submitter from being influenced by the score of the form when choosing their selections.

2. To enable this, change the Hide Score Until Submitted toggle to “Yes”

3. Click Save

4. The score will be hidden until the form has been submitted:

1. Before submitting:

2. After submitting:

Adding Risk Matrix Colors to Each Answer

1. Background shading can be applied to each of the scored assessment answers to highlight items that present higher risk. The risk is determined by the probability and severity assigned to the answer, which can be viewed in the Edit Form page. The probability and severity are separate from the point value assigned to the answer, which is the visible number.

2. To enable this, change the Use risk matrix value color toggle to “Yes”

1. With color enabled:

2. Without color enabled:

3. Baldwin’s RA templates have these values configured by default. These can be modified from the Edit Form page.

4. After completing the changes, click “Save.”
   

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