Form Workflow Plus

New Feature: Enable Additional Column for Workflow Management in Form Workflow Plus

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Have you ever managed an approval workflow and wished you could add notes to Approved requests? Have you ever needed to take action on those approved requests and wanted to keep track of these details on your workflow management page?

As of today, you can now do this all on Form Workflow Plus!

We’ve now added a feature for any Creator or Admin of a workflow to be able to add an optional note column to each of your workflows. You can name this column anything you want, and add data to the column for each request. 

Enable notes for your workflows

First, log on to the Form Workflow Plus web application at //app.formworkflowplus.com

Then, while Manage Workflows is selected on the left sidebar, select the workflow you’d like to manage. (In this example, we’ll use “Customer Success Leave Requests”). 

Next, click on the “SETTINGS” tab at the top, and then toggle the switch next to “Enable note column” to add a column to your Worfklow page under Manage Workflows. 

A confirmation message should flash at the bottom left corner of your screen that says “The additional column will now be displayed.” 

Optionally, you can change the name of the column to what makes sense for your workflow. (In this case, we’ll name our column “Manager Remarks”.)

Adding notes to your new column

You should now see your new column in your workflow, under the “RESPONSE” tab. 

To add data in this column, simply click on any Approved request, select the “CONTENT” tab, and add a note at the bottom under the column name (in this case, we’ll add under “Manager’s Remarks” some information about the employee’s remaining leave credits.)

You asked for it, you got it!

This feature was requested by one of our customers, and we thought it was a fantastic idea because it’s something we could use ourselves. 

How does Form Workflow Plus make your workday better? Please sound off in the comments below!  And do continue to reach out to us for any feature requests or assistance and our Customer Success team would be more than happy to help or provide demos. 

Leica PalileoNew Feature: Enable Additional Column for Workflow Management in Form Workflow Plus
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New Year, New Commitments to Form Workflow Plus and G Merge Plus

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Happy New Year, folks! 

With the new year comes a reflection of the past year, and resolutions for the coming year. Let’s have a look back at what our 2019 was like, and what we’re looking forward to in 2020. 

In 2019… 

  • Google started verifying third-party apps in the G Suite Marketplace as part of their Project Strobe which involves updates to Google’s user data policy as of October 15, 2019, with the aim for greater security for users of Google Add-ons, especially when it comes to restricted permissions. 
  • To address the above restrictions, Google Sheets add-ons powered by wizy.io are now completely verified and compliant, and we are confident that they handle our customers’ work/school data more securely:
  • G Merge, one of our beloved products, was disabled by Google. To be perfectly candid, this happened much earlier than we anticipated, but rest assured, we have: 
    • Transferred all paid subscriptions to G Merge Plus, and 
    • Old G Merge email templates should still be available at //portal.wizy.io/#/emailtemplate and should still be usable with G Merge Plus.  

In 2020… 

  • We are committed to making G Merge Plus the best application it can be, and we will develop our own solutions to the restricted permissions of Google Drive API (to overcome restrictions in selecting a drive or converting to PDF) in the first semester of 2020. 
  • We will continue to build our Help Centers for Form Workflow Plus and G Merge Plus to add answers to frequently asked questions and offer solutions and workarounds when available.
  • We will continue to provide support, and would be happy to provide demos and offer video calls to walk through users of G Merge Plus and Form Workflow Plus. 

Please let us know if you have any questions or feedback about our add-ons. You can submit requests via the Help Centers above or by emailing support@wizy.io.

Leica PalileoNew Year, New Commitments to Form Workflow Plus and G Merge Plus
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Planning a Field Trip with Parents, Students, and Multiple Approvers

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Many of our customers in Form Workflow Plus are admins or coordinators in schools or universities, and the most common approval workflows have to do with organizing students and teachers. Some literal “old schools” still use paper forms, but the modern school has gone paperless, using online tools and applications to manage the most basic processes.

In this blog post, we demonstrate how to use Google Forms, Google Sheets, and Form Workflow Plus for organizing a field trip to help you get started with your own process planning.

Organizing the student body

No matter what level, whether it’s kindergarten or school or college, the ratio of students to teachers is usually many dozens to one. 

Organizing students can be challenging when there are between tens to hundreds of students per class, and even more so when taking them outside of school grounds, where you not only need to figure out who’s going or not to figure out the headcount and resources you need to book such as admission tickets and buses, but also secure waivers from parents if they are underaged, and collect any payments for additional fees required for expenses not shouldered by the school. 

At the end of the day, it ends up that there is one person in charge of overseeing and coordinating everything. This is not only a humongous responsibility, but also one where you cannot afford to make mistakes. 

How to begin organizing the trip

First, decide what information you need in order to organize the trip and get things done. As a coordinator, you may need to find out at a high level: 

  • How many people want to go to the field trip so that you can book the right number of admission tickets you need to book (if any) or how many buses you need to take the students to the field trip destination.
  • The ages of the students going on the field trip to secure liability waivers from parents and guardians, and/or add parents who will accompany students so that you can add them to the resources you need. (This is easier with elementary students and more complex at the high school level where you get a mix of minor and adult ages per class.)
  • How many attendees have actually paid the appropriate fees for the field trip so that you can follow up on anyone who hasn’t paid yet or exclude them from the final headcount after the deadline has passed.
  • Miscellaneous information that is important to key stakeholders like the principal, the PTA, concerned parents, bus operators, the management at the venue of the field trip, etc. If your school doesn’t yet have a procedure for field trips, it’s important to keep in touch with and be able to assure transparency with all parties involved. 

Second, break down what you need in steps to make it easier for everyone to coordinate with each other: 

  • Teachers can coordinate per classroom or section the number of students attending, their ages, waivers required, and any accompanying parents
  • OIC for payments (this can be another representative per class, a department head, or a faculty leader per year level, depending on what the school’s organizational structure is like) can approve final headcount after confirming payment for field trip fees
  • Coordinator can base the booking of resources and finalize the itinerary based on the final headcount, which will then be shared back with the school heads and teachers

How to set up the field trip with Form Workflow Plus

The best way to accomplish this in Form Workflow Plus is to create a Google Form form to collect responses, and then set up a workflow with at least two steps of approvals. 

REQUEST FORM: The Google Form must request information such as Name, Grade/Year Level, Class Name, Homeroom Teacher, etc. For fields that will require filtering later on (such as by class), we recommend setting up the answers as a drop-down menu or multiple choice rather than free text forms to avoid typos and mistakes.

Click the “Create” button to create and link a form automatically
Edit the default form

(On Form Workflow Plus, click Add-Ons > Form Workflow Plus > Start > Create and then Edit Form. You can then edit the default form with the questions you want, such as below.)

Customize the form to tailor to your needs

STEP 1: The workflow creator would ideally set up multiple conditions, one for each class, so that the approver for each class would go to the specific homeroom teacher assigned to it. 

Teachers are the first line of approval and they can cross-reference their class lists and note the information and consents prior to sending the approval to the next level. 

Approval workflows can be as simple or as rich as you want
If you are overseeing the workflow or process, you can set the default approver as yourself
Add your conditions, such as one approver per class
Filter requests per classroom to go to the homeroom teacher in charge

STEP 2: The workflow creator can set this up in two ways: either set up specific approvers per class again, or the same approvers for all second level approvals (this can be the principal or an accountant/finance manager or an administrator). They would then look after whether the field trip attendees have paid up prior to approving. 

In this example, we’ll set up the approvers per Year Level Head, who will check if everyone attending has paid up or not. 

Filter all first-level approved requests by year level so that the second approvers can check

The workflow creator can then set up the coordinator/administrator to be CC’ed upon final approval, OR set up an optional third approval step for the coordinator to approve once actions have been taken. 

Under “Final notification” you can put the email address of the people who need to take action on the approved requests

OPTIONAL: STEP 3 and Onwards. You can set up as many conditions and filters and approval steps as you like, based on the question fields and conditions you set. 

Overseeing workflows 

Form Workflow Plus allows different user roles to make workflow management easy. If the coordinator/administrator is also the workflow creator or has been set up as an admin or owner, they can also oversee the requests at every step of the way without needing to set up a third step with the admin/coordinator as an approver, unless it is required as a formality. You can do this via the web app by clicking on “Manage Workflows” at the bottom of the add-on or logging in directly from your browser at //app.formworkflowplus.com. 

More power to the people

Fortunately, now that everything can be done online, virtually anyone can create an approval workflow. Form Workflow Plus makes it easier for those who work for schools by empowering anyone at any level to set up an approval process for their needs, with multiple steps and multiple conditions for each step, and be fully transparent to all users.

Try Form Workflow Plus now, or schedule a demo with us. 

We offer a 40% discount off our standard rates for educational institutions and non-profit institutions. If you need us to fill out vendor verification or send you an invoice for a purchase order, you may also contact sales@wizy.io

Leica PalileoPlanning a Field Trip with Parents, Students, and Multiple Approvers
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