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Question

Question

Automatically Launch Form for Employees Annually.

asked on October 18, 2018

Hey Everyone, 

 

I've seen a couple posts that are similar to this request but they are a little older.  My company has several forms which need to be completed by employees annually (Training Acknowledgement, Disclosure of Outside Activities, etc.).  Is there any way that our HR can submit these types of forms to all employees instead of just sending a link to the form and hoping they complete it?  This way we can use the dashboards on the back-end to see who has completed it and who we are still waiting on.  The only way I can see it right now is if HR manually submits each form to each employee individually. 

Thoughts?

 

Drew 

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Answer

SELECTED ANSWER
replied on October 18, 2018

Depending on what options you have for retrieving a list of users, this is definitely something you can accomplish, probably with Workflow.

What I do is pull the list of users, you could use a script, a database sync'd with AD, etc., but you take those results and do the following:

  1. Add a variable to your form for the user account
  2. Add a User Task assigned to that variable
  3. From Workflow: Inside a "for each" activity based on the user list, Initiate a form instance and pass the user account as a hidden variable on the form

 

For example,

Once a year I query my database and get domain\user1, domain\user2, and domain\user3

I loop through the query results and initiate a form instance setting a User_Account variable to the current value (domain\user1, 2, etc.)

In Forms, the process starts and immediate moves to the user task, which will assign it to that user as long as the account is tied to a valid Forms user.

Then you could even add timer events to the user task to continually remind them if they don't complete it in a certain amount of time.

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replied on October 18, 2018

Perfect Jason.  This is exactly what I was looking for!

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