Available for non-legacy subscriptions that have workspaces and form versioning.
Form publishing review is a process through which Authors submit their forms to Admins for approval before the form is published.
With this feature, you can set up a process so forms never go live without permission from an Admin. It helps ensure that the fields, themes, settings, lists, and layout are correct, and that the language used in fields, buttons, labels, and other text is appropriate and accessible.
The review process is set up through workspaces, so Authors and Admins must have access to the relevant workspace to set up a form publishing review process.
Set Up the Review Process
Admins and Account owners can set up the form review process for each workspace:
- Go to Admin > Workspaces and select an existing workspace or create a new one.
- Under Form publishing review, check the box for All forms must be reviewed before they are published.
- Under Permissions > Administrators, use the Select one or more form reviewers searchable text box to choose which Admin users can review forms in this workspace. If only Specific admins can access this workspace, then only those Admins can be selected as form reviewers.
- Select Save changes or Create if this is a new workspace.
If an Admin attempts to opt out of this review process while forms in the workspace are in review, they will receive an error message and must action all forms in review before disallowing the review process.
Submit Forms for Review
When a review process is in place, a Submit for review button will replace the Publish button, and the publish dates in Settings > General settings > Scheduling cannot be edited. After building the form, Authors can:
- Select Submit for review in the form's Build tab.
- Enter any relevant information, such as the date the forms must be published, in the Comments for the reviewer field.
- Select Yes, submit it.
After they submit it, the form will be locked down and can no longer be edited by the Author. The form will be marked with In Review in place of the draft or version status, and the Under Review banner will be visible in the Build tab if the Author left any comments for the form reviewer.
There is no review process for form deactivation. Once a form is published, Authors can choose to deactivate or schedule deactivation at any time.
Review and Publish Forms
When a form is submitted, form reviewers will receive an email notifying them that a form has been submitted for review. They can either select the link in the email, or log in and:
- Go to Review in the main menu.
- Admins that also have the Reviewer role, will need to select Forms from the left-hand navigation pane. If the Admin does not have the Reviewer role, they will default to the Forms review screen.
- The Awaiting review tab will list forms that need to be reviewed with the Form/Workspace, the user it was Last Edited by, any Notes they included at submission, and how long it has been Waiting for.
- Select a form to go to the form builder screen and make any necessary edits.
- If the form is ready, select Publish, enter any Notes to author, and select Next.
- Select Publish now to publish it immediately or Schedule for later to enter a publish date in the future. Admins can also schedule a deactivation date as they publish or schedule the form.
- Alternatively, if the Author needs to make edits to the form, the Admin can select Decline, enter notes in the Reasons for declining field, and select Yes, decline it.
Once published or declined, the form will move to the Actioned tab. Authors will also receive an email notifying them of the form's publication or rejection, including any notes from the reviewer. Notes from the submitting Author and reviewing Admin can also be viewed from the form's History tab.
If you move a form into a workspace with form publishing review enabled, any scheduled publication dates will be cleared and the form must be submitted for review before it can be published.
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