Apol Massebieau

How Wizy.io’s Mail Merge & Doc Merge with Attachments add-on makes assessment report generation easy for the Fountainhead School

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Eighty five teachers at the Fountainhead School have increased their productivity by using Wizy.io’s Mail Merge & Doc Merge with Attachments. They use the add-on to generate assessment reports for their students.

Fountainhead is a K-12 International Baccalaureate school based in India. They have more than 1,600 students.

The teachers regularly send assessment reports to the parents of the students. For the senior students alone, approximately 2,000 documents and emails are generated per term.

Template

Fountainhead School’s Report Template

 

The task of creating and sending these reports used to be performed with Autocrat and PandaDoc. They then discovered how much more efficiently the job is done with one single product. They have since made the shift to Wizy.io’s Mail Merge & Doc Merge with Attachments.

The workflow begins when assessment logs are prepared on Google spreadsheets by the IT team. The logs include multiple formulas for automatic grade calculations. These logs are then shared with the teachers. The teachers enter marks and comments into the assessment log sheets. A report template is prepared. Reports are merged using the Wizy.io add-on. The add-on also takes care of sending these reports as PDF attachments in emails to parents.

Spreadsheet

Excerpt of Fountainhead School’s Assessment Logs Spreadsheet

 

Says IT head Chinki Chhapia, “Mail Merge & Doc Merge with Attachments has been a time-saver for us, increasing the productivity of teachers.”

Start using Wizy.io’s Mail Merge & Doc Merge with Attachments free! Get it from the Add-on Marketplace.

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Wizy.io’s customer success director Apol Massebieau has been a newspaper journalist, magazine editor, TV show host/producer, essay and fiction writer, and toy designer. She was an early adopter of Etsy and continues being fascinated by how small businesses thrive online.

Apol MassebieauHow Wizy.io’s Mail Merge & Doc Merge with Attachments add-on makes assessment report generation easy for the Fountainhead School
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How to set parallel and conditional reviewers in Form Workflow

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Let’s talk about the reviewers in your workflow. Going back to the Human Resources example from our last blog post, you can see that the Form Workflow add-on is very easy to use if you have one reviewer.

But what if you have several? For example, if you have more than one supervisor who can give approval to day-off requests. In this case, you’ll be setting up a process called parallel validation.

parallel reviewers

 

What you do is you click the blue Setup reviewer(s) button on the sidebar. This will open a pop-up window. Here, you will write the email addresses of all your supervisors. Every time somebody submits a day-off request on Google Forms, all the supervisors will receive an email asking for validation. As soon as one of them acts on it (approves it, declines it, puts it on hold, or sends it back to the requestor), the request is closed to the others.

Now what if you want certain requests to go to one supervisor and other requests to go to another supervisor? For example, you want all types of day-off requests to go to Supervisor A  except vacation leaves. Those you want to go to Supervisor B. It’s time to set up a conditional validation process.

default

 

When you click on the Setup reviewer(s) button, you get the pop-up above. You will see the “default” line. Form Workflow will always have this, and the email address initially displayed will always be yours.

If you want Supervisor A to approve most day-off requests, you will type his email address here, to replace your own.

conditional reviewer

 

Now you want Supervisor B to approve vacation requests. What you do is you set up your Criteria (in this case “Type,” which the add-on detects from the spreadsheet column names), your operator (“Equal To”), and the Row Content. Here you put “Vacation.”

Every time somebody submits a Google form asking for a leave of type “Vacation,” this will be logged on the spreadsheet, and the add-on will take care of sending this particular request to Supervisor B.

If you haven’t tried this super-charged workflow tool yet, get Form Workflow here.

 

team-imgWizy.io’s customer success director Apol Massebieau has been a newspaper journalist, magazine editor, TV show host/producer, essay and fiction writer, and toy designer. She was an early adopter of Etsy and continues being fascinated by how small businesses thrive online.

 

Apol MassebieauHow to set parallel and conditional reviewers in Form Workflow
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How to validate a workflow with Google Forms

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You have a workflow in your organization that requires a request being submitted by one person, and approval being given by another. Say, you’re in Human Resources and you need to manage day-off requests. Our Form Workflow add-on is a great tool to help you do this.

Taking the HR example, the Google Sheets add-on will let an employee submit a day-off request through Google Forms. From there, it goes directly to a supervisor’s email for approval. You keep all the results logged in your spreadsheet. Our add-on even gives you a summary of everything going on. All seamless and easy!

To begin, you start Form Workflow from the add-on menu of your Google spreadsheet. Link a form to your spreadsheet by clicking the Create button in your add-on sidebar. To modify the form, go to Form in the top menu, then choose Edit Form.

create form steps

The next step is to determine your reviewer, or the person you want to validate the day-off request. Click the blue Setup Reviewers button, and enter the email address of your supervisor. You can have more than two reviewers, so go ahead and enter the email addresses of two or more supervisors. Once one of them acts on the request, it is considered done.

If you want another person to validate the request after a supervisor approves it, tick the 2nd Validation Step box in your sidebar. Enter the email address of the second reviewer here.

setup reviewer 1
2nd validation workflow

Going to the Advanced tab of Form Workflow will give you some more options. Tick the appropriate boxes if you  want your supervisor to be able to put a request on hold or send it back to the person making the request. Take note that for the latter option to work, you have to set up the Requestor Email box.

advanced tab

Remember to switch on the workflow in your sidebar. Once you do this, on each submission of the Day-off Requests form, the add-on will send an email to a supervisor asking for approval. (The Email Template area in the Advanced tab lets you personalize the email sent to the supervisor.)

activated ON

In this email, there will be a validation module, asking the supervisor to act on the request. In addition to Approve and Decline, reviewers have the two additional choices that you set up in the Advanced tab. They can put the request on hold, or send it back to the requestor.

validation module 1

How do you keep track of your workflows? Click on the Reports tab. It will give you a tally of all the processes, both done with and ongoing.

fw - reports all

We think you’ll agree that Form Workflow is a super-charged business tool! If you haven’t tried it yet, get Form Workflow here.

 

team-imgWizy.io’s customer success director Apol Massebieau has been a newspaper journalist, magazine editor, TV show host/producer, essay and fiction writer, and toy designer. She was an early adopter of Etsy and continues being fascinated by how small businesses thrive online.

Apol MassebieauHow to validate a workflow with Google Forms
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