Grouped Forms

What Are Grouped Forms?

A Grouped Form is a collection of multiple forms that are submitted together or in a specific order. It’s useful for multi-step workflows or complex processes where several related forms need to be reviewed as a package.

Examples:

• Grant Forms: A collection of forms that clubs need to complete for a grant application process, such as an initial funding application form, followed by a budget breakdown form, and finally a funding claim form.

• Committee Handover Forms: A set of forms used during leadership transitions, such as an outgoing committee feedback form, AGM details and new committee details form.,

Create a Grouped Form

Once you’ve created your individual forms in Forms > Manage Forms > Create Form, you can group them together:

1. Go to Forms > Grouped Forms from the left-hand menu in the Admin Portal.

2. Click Create Group.

3. Enter the Group Name (e.g., Annual Reporting Package).

4. Add a Description to explain the purpose of the group to admins.

5. Add Forms:

   • Select existing forms from the list to include in the group.

   • Note: Once a form is added to a group, it cannot be added to another group.

6. Decide if forms must be completed in a specific order:

   • Tick “Forms must be submitted in order” if each form needs approval before the next one is accessible.

   • Leave unticked if all forms in the group can be submitted in any order.

7. Click Create Group to save.

Managing Grouped Forms & Submissions

Managing Groups

From the Forms > Grouped Forms page, you can manage existing form groups. Just like individual forms, groups have options to share, edit, or deactivate them.

Available Actions:

• Copy Group URL:
  Share the entire form group with clubs or students by clicking Actions > Copy Group URL (or by clicking the group name).

  • What it does: This link gives users direct access to the grouped form package, making it easy to distribute in communications or on websites.

• Edit a Group:
  Click Actions > Edit to modify the group name, description, tags, or the forms included.

  • What it does: You can add new forms, remove forms, or reorder the sequence. For example, if you add a new reporting form mid-year, you can update the group so all clubs see it.

  • Important: You cannot edit the content of individual forms from here. To edit a specific form, go to Forms > Manage Forms, click the three dots next to the form, and select Edit.

• Hide/Deactivate a Group:
  Use the Active/Inactive toggle to prevent anyone (clubs, students, or staff) from seeing or submitting any of the forms in the group.

  • What it does: This is useful when you want to temporarily pause submissions or hide the group while you prepare updates, without deleting any data.

• Delete a Group:
  Permanently removes the grouped form (this does not delete the individual forms within it).

Managing Submissions

Once grouped forms start receiving responses, all submissions will appear in the Submissions > Grouped Submissions page (left-hand sub-menu).

What you see in the table:

• Reference: A unique ID for the submission, useful for tracking.

• Group Submission ID: Identifies the grouped submission as a whole.

• Group Name: Which grouped form the submission belongs to.

• Form Submission: The specific form within the group that was submitted.

• Submitted By: The club or student who submitted the form.

• Affiliation Status: The current affiliation status of the club (if applicable).

• Tags: Any tags assigned to the club or student.

• Submitted Date: When the form was submitted.

• Staff Notes: Any notes added by admins or staff.

• Actions Column: Quick actions like approving, rejecting and editing the submission.

What you can do from here:

• Click a form submission to open the complete form in a new page.

• From there, you can review all responses, add notes, and proceed with approving or rejecting the form - the same workflow as for regular form submissions (explained in detail in the next article).