launching forms

Modified on Fri, 10 May 2024 at 08:45 AM


TABLE OF CONTENTS


Video Support



Overview

After you’ve created at least one form, follow these steps to schedule a launch or series of launches.

The form launcher is the tool you will use to send your forms to your reporters. You can schedule one-time launchers or scheduled recurring launches on practically any scheduled you choose.


Launch and Close Times

Launches will occur at 12:00:01 AM US Pacific time unless you are launching a form on the current day. Current day launches go out immediately. 


Forms close (are no longer available for completion) at 11:59:59 PM US Pacific on either your First Due Date or your Optional Extension Period date.


Schedule New Launches

  1. On the left, in your Mission Control, click Report Management.

  2. On the right, click Schedule new launches.

    Once you’ve entered the scheduler, you’ll notice that launches are a simple, multi-step process.

    You can always clear steps by clicking the Clear Steps link on the upper right-hand side, or return to the previous screen by clicking the Back link.

Step 1: Select a Form

  1. Use the drop-down menu to select a form to schedule.

  2. You can view the form in a new window by clicking the View Form link.

  3. To move to the next step, click Set.

IMPORTANT: If you have selected a form that does not include the Site Tracking question, you will see this message.



If you want to be able to review your data by site, you will want to select Yes.


Step 2: Select a Frequency

  1. Use the drop-down menu to select the frequency.

  2. Input the frequency information and click Set.



    This table shows each frequency and associated options:

Frequency Options
Screenshot
One Time

Weekly

Monthly

Align Report Launches with Time Sheet Periods





In Step 2, if you chose One Time, Weekly, or Monthly, this will appear as your Step 3.


Optionally, you can link One Time, Weekly, or Monthly launches to time sheet periods using this step..

  1. Select the launch period you would like to link time sheets to.

  2. Select the Time Sheet Template.

  3. Select the time sheet period(s) that you would like to link to the selected launch. Repeat as needed for each launch period you would like to link

  4. To move to the next step, click Set.




In Step 2, if you chose to Align Report Launches with Time Sheet Periods, this will appear as your Step 3.
If you chose One Time, Weekly, or Monthly, this will appear as your Step 4.



Step 3 or 4: Included Reporters

Use this step to tell the system who should complete the form. 


  1. Select who should complete the form.

  2. To move to the next step, click Set.


For more information on launching forms to Reporters by Segment: check out this article.


Step 4 or 5: Group Options

This step only appears if your report includes Group questions. 


Use this step to turn on two powerful tools to speed up data reporting for reporters with Group Identifiers.


Automatically Select All Identifiers for Reporters
This setting allows you to reduce the number of clicks that your reporters need to make by automatically selecting the identifiers they are assigned to.


Activate Copy & Paste

This setting allows reporters to copy data from one identifier to others. 


Step 5 or 6 or 7: Learning Community

Use this step to disable one or both of the “America Learns required questions.”

One question facilitates strategy sharing (Learning Community & Strategy Sharing Question) from within your forms, and the other question facilitates goal setting & instant support (Goal Setting, Challenge Reflection, & Reporter Support Question).

  1. Uncheck to remove the Learning Community & Strategy Sharing Question.

  2. Uncheck to remove the Goal Setting, Challenge Reflection, & Reporter Support Question.

  3. To move to the next step, click Set.

Step 6 or 7 or 8: Reminder Messages

Use this step to setup the announcement, reminder and extension emails and text messages for your reporters.



Reminder Message Send Times


Announcements
  • Emails sent when your form launches.
  • Text messages sent at 8 AM PT
First Reminders
  • Emails sent at 8:30 AM US PT
  • Text messages sent at 10 AM US PT
Second Reminders
  • Emails sent at 10:30 AM US PT
  • Text messages sent at 11 AM PT
Extension Reminders
  • Emails sent at 11 AM US PT            
  • Text messages sent at 1 PM US PT


  1. To use either the email or text message reminder, click Use.

  2. Once the window opens, you can customize and save your announcement and reminder emails.

  3. To move to the next step, click Set.

Step 7 or 8 or 9: Keep Things Clear for Reporters

Use this step to control what your reporters see at the top of their report.

  1. Customize the Link Reporters Will Click to Load the Report
    This link allows you to change the pre-defined hyperlink that your reporters see. By default, this hyperlink is the launch and close date of the report (excluding extension dates).

    You can change it here. To save your changes click the Set button.

    This link will appear here for your reporters when they login:
    Additionally, it will appear at the top of the report. Like this:

  2. Launch & close dates at the top of the form.
    This checkbox will show your reporters the launch and due dates (excluding any extension dates) on the top of the report. Like this:

    IMPORTANT: If your launch and close dates do not align with the dates you would like your reporter to report on, you will want to do two things:

    - Use the Hyperlink to give your reporters the dates they should be thinking about while completing your form. (i.e. Good hyperlink: Weekly Report: July 16 – 22.)

    - DO NOT INCLUDE the Launch and Close dates at the top of the form. (Including these dates could confuse your reporters.)

  3. Introductory text at the top of the form
    This checkbox allows you to write introductory text at the top of your report. This is the perfect spot for instruction, updates, or other information that you are wanting your reporters to pay attention to. Like this:

  4. File attachments at the top of the form: 4 Remaining
    This checkbox allows you to attach up to 4 files that will appear at the top of your report. Like this:

  5. To complete this step, click Set.

Launching or Scheduling Your Report

Once each step has a green arrow, you’re ready to schedule.

Simply click the Schedule Report button. 

 

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