About Grouped Forms

What is a grouped form?

A Grouped Form is a set of multiple forms that are submitted together or in a particular order as a package or group - making it easier to review and process submissions efficiently. Examples of a grouped form can be:

• Example 1: A grouped form for an affiliation process that includes 5 forms representing 5 stages of the process: Expression of Interest, Affiliation Signatures, Draft Constitution, Annual General Meeting Minutes, and Society Council Meeting form.
• Example 2: A grouped form for registering an event that requires a club to submit multiple forms including: Venue Booking Form, Funding Request Form, Equipment Request Form and Marketing Approval Form. 

Create a grouped form

1. Navigate to Grouped Forms page
   • Select Forms from the top menu bar in the portal
   • Select Manage Forms
   • Select Grouped Forms from the left side menu panel
2. Create or Add a grouped form
   • Click on Create Group button on the Grouped Forms page, and start filling in the details.
   • Group name: give your form group a name. For example (referring to the examples above): New Club Affiliation, Event Registration Package.
   • Description: add a description explain the process or what your group form is for or about. 
   • Add forms to group: select forms from the available list that you'd like to add in a group.
     
     Note: Once a form is added to a group, it cannot be added to other groups. E.g: if you add form XYZ to Group Form A, you cannot add the same form to Group Form B or Group Form C. And form XYZ will not be shown in the list of forms to choose from when creating a new group form.
     
     
   • Check the box for "Forms must be submitted in order" if you would like clubs to submit only 1 form at the time in the order of the forms that you added in the previous step (such as Example 1 above in which forms need to be submitted in 5 stages). Clubs can only submit the next form once the previous form in the group is approved.
     If you don't check the box, clubs can submit all the forms in the group together in no particular order.
     
     
   • Click on Create Group to save and finalise the details of the new grouped form.
     
     

Once a grouped form is created and active, clubs can log in the Clubs Portal, go to Forms > Forms Overview > Available Forms to access to the grouped forms.

Manage grouped forms

From the Grouped Forms page, you can view the list of the grouped form that you have created. 

When click on the Actions button for each grouped form, you can:

• Copy the sharing link of the grouped form.
  Alternatively, you can also click on the name of the grouped form to copy the sharing link. 
• View list of forms in a group/Edit a grouped form: click Edit.
• Delete the form group.
  Note: if you want to hide the grouped form from the Clubs portal, navigate to the grouped form that you want to hide, turn off the toggle on the Active column.

Grouped forms' submissions

• To view submissions of your grouped forms, click on Grouped submissions under Submissions on the left menu panel.
• Click on the name of the grouped form to view the list of forms in the group and view the submission of each form. There will be status indications of each form such as: Submitted, Pending Approval, Approved, or Rejected.
• To view the submission, and approve or reject a submission, click on View Submission > More > Approve this form (or Decline this form)