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Question

Forms process waits for second form submission

Forms Version 10
Updated August 4, 2017
asked on August 3, 2017

I have a process where

  1. an application for a grant is submitted, they are approved for the money (or not);
  2. a follow up form must be submitted when the project is finished;
  3. a final review form is filled out, they are approved for any additional grants if requested (or not).

 

Where I'm stumped is how to get this same process to restart in the middle, at the point where the follow up form is submitted.  See attached process diagram.  I'm thinking gateways, timers with reminders to the applicant "is your project finished, get your follow up form in", continue waiting, but what activity do I put in to catch the second form's submission to restart?

First half is done.docx (88.42 KB)
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replied on August 3, 2017

Is this a public form, or are the users licensed? If these are licensed users you can assign a task to the submitter to fill out the secondary Form, but if this is a public form and users are not authenticated, then there's no "clean" way to accomplish this kind of design.

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replied on August 4, 2017 • Show version history

The people filling out the App and Follow Up form are not licensed users.  

Also, they have up to two years to use the grant dollars and report back on the follow up form, so maybe it would be best to Stop the process after approval of the grant and then have a Part 2 begin when the follow up form is submitted?

Any suggestions on how to monitor these processes through automation?  Using Workflow?  At the very least, I suppose I could have WF email someone when a follow up form is submitted.  That person could then make sure the initial application and the follow up form are Linked.  Or maybe I could have a special code as part of the form submission names and the WF could also do the link, finding the application based on the special code. Hmm...

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replied on August 4, 2017

Because the users are not licensed and the potentially long delay between the initial and follow-up forms, it does make sense that this may work best as two separate Forms/processes.

I'm not sure exactly what you mean when you say monitor the processes through automation, but one thing you could do is provide the submitter with some kind of unique identifier in their confirmation email.

If you give them a unique identifier/confirmation code (the special code you mentioned), you could attach that to the original form, have them enter it on the follow-up form, and use that to automatically link the two documents.

Some options for the code could be the Entry ID of the first form, or a composite of the form process and instance ID, etc.

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replied on August 4, 2017

Great suggestion for the unique identifier, Jason!  The only thing is, the person responsible for putting that on the follow up form will likely not remember it, or still have his/her email, or record it for use later, or... even more likely... it will be a new person that will end up doing the follow up.  So, in this case, I'll likely not use that option.

The monitoring of the process, we have a contract process that monitors agreements for the Expiry Dates and emails someone when an agreement is coming up for renewal so they can get started on making sure everything is going to renew on time.  I could set something up like that for this process.

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replied on August 4, 2017

That's not a bad idea. We have some similar long-term processes and what we did is create a simple SQL table that stores basic information (name, email, renewal date), then every X number of months we have a scheduled workflow that reviews the table and sends out renewal reminders with a dynamic Forms URL that pre-loads certain information into the form if they use the link.

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replied on August 4, 2017

Another thing that my VAR taught me that you have just reminded me of  is putting key information on a folder for WF to use.  I could put an email address on the target folder that these follow up forms will be saved to, with WF monitoring that folder and told to email whatever address it finds in that field on the target folder.  

That WF could be set up so that it activates for any similar process where we are waiting for something.  As soon as it is dropped into that folder (or any of the target folders) the workflow will email the right person as set on that folder.  I like this! 

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replied on August 4, 2017

Thanks for helping me with brainstorming for ideas, Jason!

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