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Question

Outstanding Form Submissions - How to Track Who HASN'T Completed a Form

asked on January 13

Laserfiche Forms is fantastic when it comes to being able to report on form completions. However, whenever I send out a form to our entire organization, finding out who HAS NOT completed it by the deadline takes a bit of work, having to export a list of all our employees from our HCM solution, then either writing formulas or conditional formatting to find who is missing, reformatting the data, and then finally it becomes usable.

Does anyone have any recommendations on how to more easily accomplish this, perhaps with a bit more upfront setup, but long-term ease? Something involving look up tables and sequel, perhaps? Any solutions would be more than welcomed. Thanks in advance!!!

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Replies

replied on January 13

We use workflow to reference employees from another system (where this data is usually stored), by sending an HTTP Post with a XML/JSON response or using a SQL Lookup. Staff might be stored in an HR system, Active Directory, etc.

Then you just perform a differential of submitters to the staff list. Now you just have to present the results. You can dump the data to the repository as a list of blank entries (no pages, just metadata). You can also create a nice Form front end and dump the data into a table for a cleaner look.

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replied on January 13

Another option that we often use for this scenario is iterate through the staff list from workflow to invoke an actual forms instance that assigns to the correct employee as the first step.

This way you can do all your tracking within forms after initial kickoff, it gets assigned to their inbox and you do not have to rely on the employee to click start and complete the form.

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replied on January 13

John, 

Correct me if I'm wrong, but this would require all employees to have a Forms license, correct? Unfortunately, only those users who need to build or initiate certain forms are given licenses at our organization. 

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replied on January 13

You are correct, this assumes they are licensed and are not using anonymous submissions.

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replied on January 13

Following this logic, if there's a unique identifier that you know you'll get from each employee, like email address, then WF can still help:

  1. Use WF to get the list of employees and write them to a data table
  2. Send an email to each employee with the link. Forms Portal is fine here since it's just a link to a form.
  3. Upon completion, call a WF to track the person that just submitted it. WF updates your tracking table, and then you can rather easily see who has and who hasn't completed it.
  4. Bonus: you can run another WF to get all the users who have not yet completed it and send them a reminder email
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replied on January 14

very interesting

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replied on January 14

Ooooh, that's like a very appealing solution, Pieter. I'll definitely have to spend some time looking into how to accomplish all of that, but it certainly sounds like a viable solution. Especially with the follow up emails for those that haven't completed the forms. Thanks for the response!

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