Field Trip Forms

Owned by Tyler Bach
Last updated: Aug 09, 2024 by Leo Yoon
2 min read

Overview

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.

Table of Contents

Key Features

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 Data Validation | Reverting Assignment.

Form Statuses

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

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:

  • Approval: After submission, ensure students are selected before approving the form.

  • Completion or Cancellation: A field trip can only be marked as completed or cancelled after all confirmation forms have been generated.