Form responses workflows

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You are able to set up forms with Edit, Approval, Release or Download steps within the form settings.﻿ 
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Configuring the "After Submission" Workflow
Once a form has been submitted, you can decide what you would like to happen afterwards. Who can edit the form?  Does it need to be approved? Should the response not be shown until a "release"? 
Completing forms follow a set path as displayed below. 
You are able to opt in to either the approval or release steps but approval will always come before release. 
Form Workflow Overview
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You are able to opt in or out of each step in this menu:
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Configure a form to be approved
By adding a "approval" step to your form workflow, you can empower managers or manager's managers to "sign off" on information before it is released.  
How to setup form approvals:
Add the form to a column in a Custom profile tab﻿. 
In Form > Settings > After Submission > Approval — Enable the approval step by clicking the checkbox for: ✅ Require approval
Select an option for: "Who is responsible for approving this form response?"
Manager
Manager's Manager 
Approval and Release options
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Configure a form to be released
The release of a person's performance review or other forms often involves specific individualized timing. By adding a "release" step to your form workflow, you can empower managers and other leaders to release the information when they are ready. 
How to setup form releasing:
Add the form to a column in a Custom profile tab﻿. 
In Form > Settings > After Submission > Release — Enable the release step by clicking the checkbox for: ✅ Require release
Select an option for: "Who is allowed to release form responses?" — These are the people who will be able to press the “Release response" button on the profile tab
Respondent or Admin — The person who submitted the form. For example, a manager in a downward review.
Admin — In this context:
An owner or editor of the Review associated with the form response.
Anyone in the org with the formResponse:update permission.
The only built in roles with this is Owner
Using Custom Access Roles﻿ this permission can be given to any custom access role.
Configure sharing options for a form
Form responses may be configured to support direct sharing similar to how you share a scenario﻿ or share a dashboard﻿. This can be helpful if someone outside of an individual's reporting line such as an HRBP or Team Lead needs to see a form response about them. 
A few examples:
When running a project-based performance review, a peer review from a teammate may need to be shared with the project leader. 
During a review, if someone changes manager mid-review and you need to give both new and old manager access to see/edit the response
In goal setting, a manger can be given editor access to a direct reports form response so that they can collaborate and refine the goals before they are shared with the rest of the org.  
During onboarding, a manager submits an initial draft of a 30/60/90 day plan. The new hire then has the ability to edit and refine them as start. 
An HRBP needs to be able to edit a PIP form originally submitted by the manager before it is released to the employee. 
An HRBP just simply needs to be "looped in" to any process and can be added as a viewer of a form. 
How to setup sharing on form responses:
Add the form response history to a column in a Custom profile tab﻿. 
In Form > Settings > After Submission > Sharing — Enable sharing by clicking the checkbox for: ✅ Allow sharing individual 
Select an option for: "Who is allowed to share individual form responses?" — The are the people who will see the "+" button to share the form. 
Respondent or Admin — The person who submitted the form. For example, a manager in a downward review.
Admin — In this context:
An owner or editor of the Review associated with the form response. (If applicable.)
Anyone in the org with the formResponse:update permission.
The only built in roles with this is Owner
Using Custom Access Roles﻿ this permission can be given to any custom access role.
Optionally, click the + Add button under "Share automatically with" to add anyone who the form should automatically be shared with after it is submitted. 
Selet the level of access that you would like them to have.
Select who the person should be. All of the options are relative to the person the form is about. 
For addition details on the roles and notifications see: Sharing form responses﻿ 
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Important setup and usage notes
If a person has not been invited to ChartHop then they will not receive the invitation to view the form response. 
The form response history must be added to a profile page that is set to Org public or the form response will not be accessible to the person who the form is shared with. 
It's recommended that all other form visibility settings are kept to their defaults if you are using sharing. 
Only the originaly form submission will automatically share the response. Any edits will not share it, so if you are automatically sharing with a person who is selected as part of the form, then you edit that value, it will not re-share to the new person. The form response must be shared with them manually. 
Configure editing options for a form
Depending on the form-based process your are configuring you may want different people to be edit a form response until certain dates or actions are performed. 
By default, a form response cannot be edited after it is submitted other than by an admin.﻿ You are able to optionally allow either the respondent or the approver to edit the form submission.
How to setup form editing options:
Add the form to a column in a Custom profile tab﻿. 
In Form > Settings > After Submission > Editing — select who you would like to be able to edit by clicking the ✅ for either:
Allow respondent to edit
Allow approver to edit
Select an option for: "How long can responses be edited?" 
Indefinitely 
Default - Recommended for forms where it will not matter if the responses change over time. 
Until it's approved
Only availible if approvals are part of this form's workflow.
Recommended for forms where the info may be changed until a "Approval" finalizes it such as a Goal Setting process with a manager and their direct report. You can use this to make the approval step as "sign off" that finalizes the form.
Until the Review or Survey is closed
Used if the form is associated with a Review or Survey to allow responses until the administrator manually closes a review﻿ or closes a survey﻿. 
Recommended for forms where the results need to be finalized and remain unchanged (other than by admins) at the close of the review or survey. 
For a period of time
Set a number of days after submission that the person can edit the response. 
Recommended for forms where historical information doesn't need to and shouldn't change. 
Edit form options
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Example Downward Review Setup:
About: Another Person
Submitted by: Their Manager
Approval: Manager's Manager
Release: Submitter (The Manager) or Admins
Allow respondents to edit: Until it's approved
Allow approvers to edit: Until the Review is closed
Configure export & download options individual form responses
If you need form responses to be downloaded and stored as a PDF, you can allow anyone with access to the form responses. This will then display a download button on the form response so that it can be downloaded by the person. 
How to setup a form response export for:
In Form > Settings > After Submission > Export — Enable the release step by clicking the checkbox for: ✅ Allow viewer to export as a PDF
After you select this, anyone who can view the response will now see a "download" button in the top right corner. 
Click "Download PDF" will generate a PDF of the form response and all relevant details. 
Access restrictions will always be applied and text blocks will not be included in the export. 
If you are looking to do a bulk export of form responses, see Exporting form responses.﻿ 
Download button on a form response
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Editing & deleting form repsonses as an admin
Anyone in the org with the formResponse:update permission can edit forms at any time. The only built in roles with this is capability is Owner﻿. Using Custom Access Roles﻿ this permission can be given to any custom access role.
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Notifications
Notifications are sent to either email or slack depending on your org’s notification setting at the following times:
Event
Notification
Upon Submission
📨 [If Approvals are used] To the Approver, notifying them to review and approve the form
📨 [If Sharing is used] To anyone who the form is automatically set to be shared with
📨 To anyone else who is set to be notified based on the form settings
Upon Request for changes
📨 To the submitter of the form, notifying them they should make changes to the submission.
Upon Approval
📨 To the submitter of the form, notifying them the form has been approved.
Upon Release
📨 To the person who the form is about, notifying them that they can now view the form.
📨 To the submitter of the form if the submitter is not the person who released the form.
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Monitoring form responses
As people submit their reviews, as an admin, you can monitor them within the review﻿.
From the Forms tab within the review, you can see a graph that displays the responses.
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To view the status of Individual responses, you can go to the Responses tab, then the Sheet or Individual View. 
From the Sheet view, you can see the Approval Status and the Release Status.
From the Individual View, you can even take actions as an admin and Approve, Reject or Release forms.
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FAQ
The approver has left the organization, how do we approve the form?
The Owner of the ChartHop org will have the ability to approve the form.
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The submitter has left the organization, how do we release the form?
The owner of the Review associated with the form response or the Owner of the ChartHop org will still have the ability to release the form.
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What if a form is part of multiple reviews, can the owners/editors of all of the reviews release the form?
No. Only the owners/editors of the review associated with that form response. You can see the for response in the Review area of the app.
Event	Notification
Upon Submission	📨 [If Approvals are used] To the Approver, notifying them to review and approve the form 📨 [If Sharing is used] To anyone who the form is automatically set to be shared with 📨 To anyone else who is set to be notified based on the form settings
Upon Request for changes	📨 To the submitter of the form, notifying them they should make changes to the submission.
Upon Approval	📨 To the submitter of the form, notifying them the form has been approved.
Upon Release	📨 To the person who the form is about, notifying them that they can now view the form. 📨 To the submitter of the form if the submitter is not the person who released the form.
Anonymous and De-Identified Surveys & Forms
Approving form responses