This article covers the following:

• Enabling Editing and Publishing Changes

• Editing Sections

• Editing Questions

• Editing Options

Navigating to the Form

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.

Editing and Publishing a Form

1. To Edit the form, click on the “Edit Form” button to the right of the form’s title

2. Click “Enable Editing.” This will create a new draft version of your form that allows you to make changes, but won’t immediately publish them.

3. If the form you’re attempting to edit is a Baldwin Template form, you will see the following message:

1. Template forms are automatically maintained by Baldwin and may receive updates from time to time. Moving the form off template means that Baldwin no longer provides automatic updates. Any form that has been customized is no longer a template.

2. A flag next to the form title denotes if the form is a template.

3. If automatic updates are not needed, to continue with editing, click “Confirm”

4. Once editing is enabled, you can edit the sections, questions, and options using the pencil icons (more details on editing these below).

5. Follow the sections below to learn how to edit your form. Once the changes have been made, click “Disable Editing.”

6. When the changes are ready to be published to the active form, click “Save and Publish.” This will update the form for all future submissions.

Note: Only one user can edit a form at a time to prevent overwriting changes. If the form is actively being edited elsewhere, a warning message will appear.

Editing Sections

1. Enable Editing on the form

2. Click on the pencil icon for the section you’d like to edit

3. From this page you can edit…

1. Section Name: The title that appears at the top of the section

2. Open Initially: If “yes” is selected, the section will be open when a new submission is created. If “no” is selected, it will be collapsed.

3. Editable By: Which users are able to edit the section

4. Readable By: Which users are able to view the contents of the section

1. Section Permission Levels:

1. Owner: Form Owners

2. Owner and Submitter Only: Form Owners and the Submitter

3. Investigator: Form Owners and Investigators

4. Submitter: Form Owners, Investigators, Contributors, and the Submitter

5. Contributor: Form Owners, Investigators, Contributors, and the Submitter

6. Observer: Form Owners, Investigators, Contributors, the Submitter, and Observers

7. Everyone: All users with access to the form

4. Click the “Save” button to save your changes:

Editing Questions (Form Fields)

1. Enable Editing on the form

2. Click on the pencil icon for the question you’d like to edit

3. From this page you can edit…

1. The question’s name

2. Choose if it’s required before submitting the form

3. Include it in the Form Dashboard’s Answer Summary section

4. View any enabled integrations

5. Change the help text. When text is entered here, it will add a question mark next to the question that can be clicked to display the help text.

6. Edit Options (Answers), if applicable

4. When the edits have been completed, click on the “Update Changes” at the bottom of the question:

Editing Options (Non-Scored)

1. Enable Editing on the form

2. To edit an Option, click on the pencil icon to the right of it

3. From here you can change the name of the option, or choose whether the option is pre-selected by default

4.  Click “Done’ then “Update Changes” to save your changes

Editing Options (Scored / Risk Assessment)

1. Enable Editing on the form

2. To edit a scored option, click on the pencil icon to the right of it

3. For each option, the screen is divided into three columns: left, middle, and right. 

4. Typically, the Right Name is used for the primary information, while Left and Middle Names can be used optionally for contextual information.

5. Each option also has three values associated with it:

1. Points: Adds to the overall score of the assessment. These drive the slider that moves across the risk scale.

2. Probability (1-5): The probability of it resulting in a hazardous event.

3. Severity (1-5): The severity of the consequence, if the event occurred.

6. Points is the only value used to score the risk assessment itself. All three values (points, probability, severity) are used to calculate your organization's top risk exposures, which are shown in the Quick Risk Safety Profile.

7. Mitigation Notes can be entered to provide mitigations to the submitter if that option is selected.

8. 

1. Mitigation Notes appear as a caution symbol next to the selected option which can be clicked to provide guidance.

9. Any option can be set as No Go Stop Work meaning the option is automatically considered unacceptable risk by your organization.

10. Once the changes have been made. Click Done, then Update Changes

11. When all changes have been completed, click Disable Editing, then Save and Publish to make the changes live.

Self-Service Forms Webinar