Powerful new feature on ParentPaperwork’s School Form Workflows

Schools are continuing to implement ParentPaperwork’s School Forms module to handle internal paperwork and improve administrative processes, and giving us fantastic feedback. This week we have launched a powerful new feature as part of the Form Template and Workflow system – locking and unlocking fields on sections of a Form as it moves from one User to the next through a workflow.

Take the use case of a Professional Development form, where a staff member wishes to attend a seminar or undertake some other PD. The workflow might be:

  • Staff member completes information about the seminar
  • Staff member forwards form to Department Head for them to confirm budget line; append notes about requirements for another teacher to cover the absence.
  • Department Head forwards form the Deputy Principal for Approval
  • Deputy Principal may Approve or Not Approve, and append their own notes.

Thus there are three groups of fields on the form, each which can be managed by a different person on the workflow.

Assign Fields to Groups

Fields on a Form Template can be allocated to a Group. When you edit a Field you will see an option to allocate the Field to a Field Group (if this option does not display please contact support@parentpaperwork.com to ensure this feature is enabled). Group 0 means the field is not allocated to a Group.

field-groups-2

If you allocate Fields to a Group this will be displayed in the Form Builder after you Update the Field.

field-groups-1

Lock/Unlock Field Groups on Workflow Steps

Once you have Fields allocated to Groups, you can manage those Groups from the Workflow. When you edit a Step on the Workflow you can decided to Lock or Unlock a Field Group. For example in the screenshot below Group 1 is unlocked and thus editable on Step 2, whilst Groups 2 and 3 are Locked and would not be available to be edited by Users on this Step.

field-groups-4The ability to lock and unlock fields offers a powerful way to control a Form as it moves through any number of workflow steps.

 

Calculate how much ParentPaperwork can save your school

Paper forms are a major resource and labour expense in schools, and recently we embarked on a quest to create some rough estimates of just how much the cost would be – both cash and to the environment.

If we look across all ParentPaperwork’s customers in 7 countries, on average schools are sending home 30 forms per student per year- so in a school of 1,000 students that’s 30,000 paper forms being managed between school and parents annually, let alone all the paper forms used internally by staff.

In dollar terms the forms sent home to parents for 1,000 students are probably costing you north of $16,000 a year. ParentPaperwork is very significantly cheaper than that.

ParentPaperwork will also obvious substantially reduce paper usage, resulting in strong environmental outcomes.

We’ve created a handy online calculator allowing you to see just how much you could save by using ParentPaperwork’s online forms platform to improve your school’s management processes.

Check out the new calculator!