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What are workflow forms?

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Workflow Forms enable LibStaffer admins to create a customized online form for staff use, and then goes further to facilitate the entire lifecycle of the form after the initial submission. You can create “stages” for each Workflow Form so different staff are notified whenever a form reaches a given stage. You decide who can review submissions, and then those staff members can leave notes and communicate internally regarding the content of form submissions. By the end of the process, you have a full history and audit trail of each form submission and the workflow/history around it – who assigned which stage to a given form, who left notes about it, etc.

Workflow forms have the potential to greatly streamline the way your library processes various staffing-related forms, such as:

  • Job (or Volunteer) application
  • Equipment requests
  • Professional Development requests
  • Travel requests
  • Consent forms
  • On-boarding forms
  • Staff suggestion forms
  • Vacation/Time off request forms

Let’s take one obvious use-case scenario – an online application for student workers or volunteers.

  • Create your customized form with any number of fields/options, and even include a file upload field so applicants can submit their resume as part of the form submission.
  • One of the fields could be a list of checkboxes indicating which position the person is interested in, and each checkbox could alert a different staff member of the submission – circulation desk applications go to Jane, the archives application interest can go to John, info desk applications go to Michelle, etc. 
  • You would then assign “Stages” that each submission goes through e.g. “New Application / In Review / Qualifications Match / Interview Conducted / Accepted / Denied” and each Stage has its own notifications setup, too.
  • As reviewers put applications through its paces they can leave notes on each “touch” and communicate/exchange info and thoughts about the application.
  • The full notes and update history is there for for all authorized users see, for audit compliance and transparency.

Then, upon successfully hiring new student workers or volunteers, you can create another Workflow Form to be used for on-boarding them!

Example of a workflow form submission
Example of a Workflow Forms submission