Creating and Managing Forms
How to create forms
Navigate to Admin>Assessment & Evaluation.
Click 'Forms'.
Click 'Add Form'.
Provide a form title and select a form type (if applicable). See list of form types above.
Depending on the form type selected, you may be required to identify a course/program.
Click 'Add Form'.
Form Information
Form Title: This will be set based on the previous step although you can edit the title if needed.
Form Description: Optional. This will display to users when the form is accessed.
Form Type: This will be set based on the previous step.
On Demand Workflow: If your organization uses workflows like EPA or Other Assessment (i.e. allows users to initiate specific forms on-demand), make the appropriate selection. Set to None if you do not want users to access this form on-demand.
Set form permissions to give other users access to this form. You can optionally give permissions to individuals, a course or an organisation.
Form Permissions Tips:
Any individual given permission to the form will be able to edit it until it is used in a distribution.
We strongly recommend permissioning forms to at least a course so that staffing changes are simplified. If you do this, any user who is a course contact for that course and who also has permission to access Admin > Assessment & Evaluation, will be able to access the form and include it in a distribution if needed.
If Jane Doe is the only person with access to a form and she retires, you'll need to manually reassign all her forms to a new user. If the form is permissioned to a course, any course contact with access to Assessment & Evaluation will be able to access the form.
Currently, permissioning a form to an organization only allows medtech:admin users to access it. As such we recommend relying mostly on course permissions.
Please note that forms using a workflow (e.g. EPA, Other Assessment, Rotation Evaulation or Faculty Evaluation) must be permissioned to the appropriate course.
Standard Rotation Evaluation and Standard Faculty Evaluation forms must also be permissioned to a course.
Confidentiality
Check this box if you'd like completed tasks using this form to replace the assessor/evaluator name with "Confidential." This can be useful for things like course or faculty evaluations.
See more detail here.
One thing to be aware of if using the Confidentiality option on forms is that once the name of the assessor/evaluator is changed to Confidential, it will be impossible for an admin. to monitor a distribution and see who has/has not completed what. If you typically monitor distributions or use task completion to populate some aspect of a course gradebook (e.g. a professionalism score), you may not want to use the Confidentiality option.
Form Items
Click 'Add Item(s)' to add existing items.
Note that you can also add grouped items, free text (e.g., to provide instructions), or a curriculum tag set to your form. To add any of these, click on the down arrow beside 'Add Items'. If you choose to add Free Text or a Curriculum Tag Set, please note that you must save your choices within the item box using the small 'Save Required' button.
Note: Adding a Curriculum Tag Set is a very specific tool that supports field notes for use in family medicine. Most users should ignore this option.
Search for existing items and tick off the check boxes, then click 'Attach Selected' to apply your choices.
To create new items while creating your form, click Add Items and then click Create & Attach a New Item. When you complete your new item and save it, you will be returned to the form you in the process of building.
Save the form when you have added all the relevant items.
To preview your form, by clicking on the eye icon/Preview Form button.
To download a copy of the form, use the Download PDF button.
How to manage forms (delete items, rearrange items, etc.)
To delete items on a form, tick off the box on the item card and then click the red Delete button on the left.
To rearrange items on a form, click the crossed arrow icon on the item card and drag the item to where you want it to be.
To edit an item, click on the pencil icon on the item card. Note that an item already in use on a form that has been distributed will not be able to be edited. Instead you must copy and attach a new version of the item to edit and use it.
To quickly view the details of an item, click on the eye icon on the item card.
How to copy an existing form
Navigate to Admin>Assessment & Evaluation.
Click 'Forms'.
Use the search bar to look for the form you want to copy. Click the down arrow beside the search bar to apply filters to refine your search results.
Click on the name of the form you want to copy.
Click 'Copy Form' and provide a new name for the copied form.
Click 'Copy Form'.
Edit the form as needed (e.g., add additional items, change permission, etc.).
If you edit an item on a form and that item is in use on other forms, you will affect all of the associated forms. You can optionally view all forms that include the item.
For grouped items you can optionally copy and attach the grouped item to the form allowing you to change it as needed.
Create new item linkage
Create new items
For single items you can optionally copy the item to edit it. This will create a brand new item with no connection/link to the item it is copied from.
Click 'Save'.
How to retire an existing form
Retiring a form means it will remain available in existing distributions, and reports, but will not be available for any new distribution.
Navigate to Admin>Assessment & Evaluation.
Click 'Forms'.
Use the search bar to look for the form you want to retire. Click the down arrow beside the search bar to apply filters to refine your search results.
Tick off the box beside the form name (you can select multiple forms to retire at once), and then click the orange Retire Form button.
You will be prompted to confirm your action. Click 'Retire'.
Retired forms will display with a red highlight around them.
How to delete an existing form
Deleting a form means that all pending and in-progress tasks that used that form will not have a form associated with them and will display an error message stating that the form has been deleted when an assessor/evaluator tries to access the form.
Navigate to Admin>Assessment & Evaluation.
Click 'Forms'.
Use the search bar to look for the form you want to delete. Click the down arrow beside the search bar to apply filters to refine your search results.
Tick off the box beside the form name (you can select multiple forms to delete at once), and then click the red Delete Form button.
