Create, edit, and manage workflow forms

What are Workflow forms?

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. For compliance and record keeping reasons itself this Workflow Forms functionality is worth its weight in gold.

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 suggestions forms
  • Vacation/Time off request forms

We could go on and on, but you get the idea. It’s easy to whip up a basic form using any number of online tools. But what happens after the form is filled out? That part is still largely manual and prone to errors, delays, confusion, inaction, etc. That’s where our new Workflow Forms functionality comes in.

Creating and customizing a workflow form

Admin users have the ability to create and manage workflow forms. By default, you can create up to 2 workflow forms at once. However, if you find that you need more, contact the Springy Sales Team to increase your limit.

And once you've created the new form, you'll be taken to its Workflow Forms Setup page where you can customize the form's details, fields, user permissions, etc. 

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Managing workflow form submissions

Once a user has submitted a workflow form, it is ready to be reviewed by staff via the Submissions Explorer. When reviewing a form submission, users will be able to:

  • View all data submitted by the user
  • Add a note to the submission
  • Move the submission to a different stage of the workflow
  • View the submission's workflow history and notes, which logs all notes and stage changes
  • Delete the submission

Who can review form submissions?

  • Admin users can view and manage all workflow form submissions.
  • Regular users, however, can only view and manage submissions for forms to which an Admin has given them access.
  • If a Regular user does not have access to any forms, then they will be unable to access the Submissions Explorer.

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