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Printing Final Forms

Forms
Updated April 18, 2019
asked on January 25, 2018

Our performance evaluation form goes through various approval steps. The final step is "send to repository" where the form is sent to the HR Personnel File in LaserFiche. We have some employees who are asking their supervisor for a copy of their final evaluation form. Is there any way the final form can be printed out or emailed? Otherwise, HR will have to go into each personnel file and sent a copy. I want to avoid this if possible.

Thanks!

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Answer

APPROVED ANSWER
replied on January 25, 2018

I'm assuming the supervisor fills out the form initially. On that initial form, include a checkbox 

"Email copy of review to employee upon completion?"

If checked, I'd then use a field rule to show an email field telling the supervisor to fill in the email address of the employee being reviewed. If the employee's email is already on the form, you don't need to do this step, just the checkbox to indicate this form should be emailed. 

Now that the performance review has been submitted, it will be routed through your process. At the end, you can use a gateway that, if the email to employee checkbox is checked, goes to an email service task and sends the form to the employee email. If the checkbox isn't checked, the process will just end there. 

Something like

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Replies

replied on January 25, 2018

Does every employee want to be emailed a copy of their evaluation? You could have an email service task email a copy of the evaluation to the employee after the save to repository step. This could be done if there is a field on the form listing the employee's Laserfiche username or email address. 

You could also use a new field on the form asking the supervisor "Email to employee upon completion?" and then only send the email if the supervisor checks yes to that question. 

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replied on January 25, 2018

Hi Jared - Thank you for your quick response. No, not everyone wants a copy. Primarily, Police.

I was able to add a Print this page button to the form, but I like your "email to employee upon completion" idea. I'm not sure how to do this though. I don't want to take up a lot of your time but if you can explain it easily, I would really appreciate it.  

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View 2 previous replies
APPROVED ANSWER
replied on January 25, 2018

I'm assuming the supervisor fills out the form initially. On that initial form, include a checkbox 

"Email copy of review to employee upon completion?"

If checked, I'd then use a field rule to show an email field telling the supervisor to fill in the email address of the employee being reviewed. If the employee's email is already on the form, you don't need to do this step, just the checkbox to indicate this form should be emailed. 

Now that the performance review has been submitted, it will be routed through your process. At the end, you can use a gateway that, if the email to employee checkbox is checked, goes to an email service task and sends the form to the employee email. If the checkbox isn't checked, the process will just end there. 

Something like

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replied on January 26, 2018

I got it! You're awesome Jared! Thank you so much.

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replied on January 26, 2018

Hi Jared - Sorry to bother you again. I followed your instructions but the exclusive gateway gets terminated. I think I need an outflow condition?

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replied on January 26, 2018

Yes, for the top branch you'll want a condition stating

Email_Review Yes checked  (Where Email_Review is the variable for the checkbox field)

The bottom would be the opposite (or you can just set it as default)

Email_Review Yes unchecked

 

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replied on January 29, 2018

Hi Jared - I am not getting the email with the final evaluation. I will check on some things with my IT department. Thank you so much. I do believe I am on the right track though. 

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replied on April 10, 2019

Hi @████████- I am working on a performance evaluation form and I was wondering how do you have your approval process setup?

Our current process is:

1. Supervisor submits form for Employee Review

2. Notification sent to Employee (Email Task)

3. Employee Reviews and approves (User Task)

How does the employee get the submitted form that is specific to them?

I am new to forms and any insight you can provide is much appreciated.

 

Thank you,

Jo Anne

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replied on April 11, 2019

Hi Jo Anne - This was a pretty complex process diagram. Basically the approval workflow is as follows:

Initiator (Evaluator) > Supervisor (up to 3 tiers) > Director Approval > Back to the Evaluator to conduct the evaluation with the employee and employee signs > Director Final Review (so he/she can read any comments the employee may have submitted) > Employee Personnel File.

Any person may reject the form where it goes back to the initiator for whatever reason.

I set up an email service task where the final form is emailed to the employee if the box is checked on the form and the email address in typed in the field. See below process diagram and how the form looks.

Hope this helps.

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replied on April 11, 2019

Thank you Vikki - 

That looks pretty complex. Would you mind sharing the document view?

Also, how is the evaluator having the employee sign? Are they printing out the form? 

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replied on April 11, 2019

Dear Jo Anne -

I took some screen shots of the form. I don't think this will help you very much. See attached. Note that I had to create 6 forms for all the different approval levels. The last form which is the employee review form has a signature box for the employee to sign. They sign the form electronically using a Topaz Signature Pad. Or, they can just use the mouse. This was a difficult form to design because of all the possible approval levels. How many do you have? We have up to four. If the form can go straight to the director, the evaluator selects that it is ready for director approval then the director field shows up. There are a lot of field rules in the form. Do you have an account manager? Is your Laserfiche through MCCi?

 

Capture1.PNG
Capture1.PNG (65 KB)
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Screenshots.pdf (182 KB)
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replied on April 11, 2019

Appreciate your insight Vikki. We only have 2 approvals - Supervisor and Director level. Yes, we have an account manager. Not sure about MCCi?

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replied on April 15, 2019

We use MCCi for our Laserfiche support so I have a dedicated technical support guy that helps me with complex forms. Two levels won't be too bad but it is still somewhat complex. You should get your account manager to help. You can call me at 770-535-6887 if you have any questions.

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replied on April 18, 2019

Thank you, Vikki.

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