Tutorial: Creating a Complaints Form

Tutorial: Creating a Complaints Form

Intro

In this article we will discuss with you how to make a complaints form. This is a fairly simple variant that you can (of course) make yourself as extensive as you want.

To create a complaints form, a number of questions can be mapped out:

  • Who will fill out the form? (standard the filler)
  • When was it filled in?
  • Which department does it come from?
  • Subject and description of the complaint (required)
  • Possibly a photo of the situation
  • If the complaint or report has been made, an email must go to someone who picks it up and keeps track of its status.
  • In addition, it would be nice if the reporter could do this anywhere from his mobile phone.

Creating the form in ISO2HANDLE

We start in the Form Editor. Choose for Create a new form. We start from the above questions and will make our form with them.




The first thing we need to do is update the title of our form to Complaints form



Field 1: Who fills in the form

First of all, we add a field by choosing Dropdown (Select) and then on Add Clicking. We will then be asked which ID we want to give this field and we type here Filler in.

A field ID can be anything as long as it is unique within this form.




At "Filler" we go with the green token Edit field in the second tab, we will go a Add reference.


We want the user to be able to choose from fellow accounts here. To do this choose the User selector Then we go Add reference clicks.




Once you have done this you will see the yellow user picker and the filler in this field can choose a fellow user.

In this reference we can already indicate By default, select the filling user: Yes

Field 2: Date of notification

We add another field and this time of type Text. The ID of this field is Date of notification. We are going to turn this text field into a date field. We do this by clicking on the green token of the field and in the second tab Value institutions the field The date of voters on Yes to put.




Field 3: From which department does this report come?

We add another field (this time a Dropdown field) and give it the name Department. We click on the green to adjust the field properties and go to the second tab. We want the user to be able to choose a department from the form departments. This means that we have to make another Reference. This time just not to users, but to another form. We do this through the reference Form value voters to add.

Once we have done this, we can choose in the dark blue form value select the form from which we want to be able to choose registrations and the field we want to show from them:


Once we have done this, we will receive the following notification:


This is because we have just added a reference. We can simply click on this Save and reload after which we can continue.

Field 4: Subject of the complaint

For this we add another Text field and give it the name Subject. Here, the reporter of the complaint, deviation or incident can provide a description of his or her findings.

We want this field to be mandatory and so we click on the green token at this field. In the first tab, we put the choice for this Is mandatory on Yes.


Field 5: The message

We want the filler to be able to provide sufficient information about the issue. That is why we add a Text field. This type of field can contain multiple lines so that the user can put as much as he wants.

Field 6: Photo

We want the reporter to be able to immediately add a photo from his mobile. To do this, we add a Upload file field. We call these Situation photo. If we edit this field with the green token, we can use the tab Value settings set the settings as follows:

  • Upload multiple files: Yes
  • Skip library choice: Yes
  • Default file type: File

Field 7: Status

Finally, we also add a Status field. The idea of this is that the filler does not see this field. But his manager who gets a message from the report. This allows him to see the status of the various notifications.

To do this, we add a new field of type Colour selector. If we edit this field with the green pin, we can add colors with labels here. In this case, we choose light green, red and yellow and we each give it its own name. Namely: Handled, entered and pending.




We just want this field to be visible only to the manager, administrator or consultant. Not for the filler. We can do this by using the third tab (Visibility settings) at Hide from user groups, we select the Viewer and Staff.

Preview

Once you have done this, our form is almost ready. If all goes well, he now looks like this:



Rights & Mobile

We want this form to be completed by everyone, but the registrations and charts are only visible to managers and administrators. To do this, we can go to the settings tab of the form and set the permissions as follows:


In addition, we want our form to be available on mobile devices. For this we set the setting in the same settings tab Form is available on mobile on Yes


The notification

If the complaint or report has been made, an e-mail must go to someone who has to do something with it. We can do this through a Workflow. We can create these workflow by clicking on Workflow then we Add notification rule.



Set the workflow as follows:

  • Send the notification when: A registration is added
  • And field: Status
  • Has entered:
  • Send a notification to users: [choose users here if necessary]
  • And to e-mail addresses: [choose e-mail addresses]
  • With subject: New notification
  • And text: A new notification has been received





This notification will be sent to the assigned person so that he/she can take the desired action or receive a reminder in time.

The End

Linking the form: All you have to do now to make sure your colleagues see your form is link the form to a step of an active template. More about this in this article.

Workflows: You can also use tags and links in the workflows that send the recipient directly to the registration, for example. More about this in this article

Field types: In addition, you can use numerous field types and properties. More about this can be found in this article

With this explanation, we hope to help you on your way to creating the complaint form in ISO2HANDLE.