This page outlines the key features of the Field Trip form type, covering approval roles, review page enhancements, system tags for dynamic management, student selection, and automated confirmation form generation.
Approval Roles
During the review process, only staff members with specific roles defined in the form settings are authorized to approve this form type. Staff without these designated roles will not be able to grant approval.
Review Page
This form type does not support writeback, leading to a simplified review page. Several unnecessary columns have been removed, and a new column labeled "Name" has been added to better distinguish each field trip request.
Field Tags
The form allows for the use of System Tags to dynamically control your request forms. The most important tags include:
Name: Helps identify each field trip request on the review page.
SendOutDate: Specifies the date on which the confirmation forms will be generated. Without this tag, forms are generated immediately post-approval.
Student Selection
After form submission, teachers and staff select which students will receive the confirmation form. The form cannot be approved until students are selected using the “Select Students” button on the actions panel.
Automated Confirmation Form Generation
Once approved, the system automatically starts generating and sending confirmation forms to all chosen students. To specify a particular day for sending forms, use the “SendOutDate” tag. Forms will then be automatically generated and sent at 8 AM on the chosen date.
Note: If confirmation forms have been generated and you need to retract them, please consult our guide on https://intellimedia.atlassian.net/wiki/spaces/SSE/pages/15466561/Data+Validation#Reverting-Assignment. |
Field Trip forms have a unique set of statuses that affect the overall workflow of the form. Below is the list of statuses available to this type of form:
Status | What It Means |
|---|---|
New | The form is created but has not been submitted yet. |
Submitted | The field trip request is submitted and is now awaiting review. It's visible on the review page. |
Approved | The field trip request has received approval by a designated approver. |
Denied | The field trip request has been denied by a designated approver. |
Forms Sent | Field Trip Confirmation forms are being created and sent to parents. |
Completed | The field trip has taken place and is now completed. |
Cancelled | The field trip has been cancelled. |
General Status Workflow
New > Submitted > Approved or Denied > Forms Sent > Completed or Cancelled
Important Guidelines for Status Changes:
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