Using Digital Forms

Using Digital Forms

In this video, I walk you through the digital forms set up in our system, highlighting how to favorite forms so they populate in the sites for easy access by our workers. I explain that once forms are completed, workers can view their submissions through their profiles, ensuring they have a record of their activity. Additionally, I mention that certain forms can be emailed to designated individuals within the company, which requires notifying the work safety team. Please make sure to familiarize yourself with these processes to streamline our operations.


Standard Operating Procedure for Managing Digital Forms

Objective

This SOP outlines the steps for managing digital forms within the work safety platform to ensure efficient access and submission by team members.

Key Steps

 

1. Accessing Digital Forms 0:00

  • Navigate to the digital forms section in the system.

  • Review the list of company forms available.

 

2. Favoriting Forms 0:11

  • Identify forms that are necessary for your team.

  • Click the star icon next to each form to favorite it.

  • Favorited forms will populate in the sites for easy access.

 

3. Accessing Forms from Sites 0:30

  • Workers can access all favorited forms directly from their respective sites.

  • Ensure that all necessary forms are favorited for site-specific tasks.

 

4. Submitting Forms 1:20

  • Workers complete forms directly from the site.

  • Ensure that the site details are automatically populated in the digital form.

 

5. Viewing Form Submissions 1:43

  • Workers can view their completed forms through their worker profile.

  • Navigate to the 'Activity' section and select 'Form Submissions'.

 

6. Email Notifications for Form Submissions 1:49

  • Determine if certain forms need to be emailed to specific individuals.

  • Notify the work safety team with the names and email addresses of those who should receive notifications.

 

7. Reporting Incidents 2:00

  • If an incident occurs, ensure that the relevant forms are completed.

  • Notify the work safety team of any managers who should receive incident reports via email.

Cautionary Notes

  • Ensure that all forms are favorited before attempting to access them from the sites.

Tips for Efficiency

  • Regularly review and update the list of favorited forms to ensure relevance.

  • Encourage workers to familiarize themselves with their worker profile for easy access to form submissions.


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