Workflow/tracking form

(Jessica Powell) #1

Hi, has anyone created a form that allows the submitter to follow the progress?

 

I want something along the lines of a ticketing system. So that the receiver can also mark the progress of the form submitted.

 

Thanks

(Nic Hubbard) #2

A Custom Form can do this if you use multiple pages. Is that what you were after?

(Jessica Powell) #3

Thanks for the reply, will it show the progress of a 'ticket' as such and how would the receiver be able to mark what part of the ticket they are upto?

(Nic Hubbard) #4

Thanks for the reply, will it show the progress of a 'ticket' as such and how would the receiver be able to mark what part of the ticket they are upto?

 

Can you explain this a bit more? 

 

The Custom Form can show what page you are on out of the total pages. So, you could use that info to create a prettier progress indicator.

(Jessica Powell) #5

I am after more of a tracking progress for the submitter.

 

Would be more of a ticketing system rather than a form, as it would need to be interactive from both sides. The completion of the form would be from the receiver not the submitter.

 

Step 1 – the submitter would complete the items that they require

Step 2 – the receiver would mark the submitted form as received and the progress – pending, actioning, rejected …..

Step 3 – the receiver would mark the form closed

 

All that time the submitted could login and see what stage there order is at.

(Anthony) #6

I understand what you want, and I'm pretty sure the simple answer is "no"! But the form submissions are just assets, even though they are type 3 links and hidden from the tree. So you can apply a metadata schema to the submissions folder, and then use one or more metadata fields to track the status. And then an asset list for the submitter to be able to see the current status. Of course you's also have to provide a page - probably using the JSAPI - for the receiver to manage that metadata. And permissions would get a bit tricky too. All in all I suspect its complicated! Unless of course someone else knows a totally different way to do what you want without using a custom form.

 

I dont have anything quite like what you need on my site, but I do have something vaguely similar where people enter a competition, I provide a set of pages where the central administrator can update details and assign each to a specific heat and then a separate page where local organisers can see who has been assigned to their heat and review the data submitted. Took quite a lot of effort to put together and since it was a "version 1" effort I'm sure in hindsight it could be a bit neater / smarter.

(Tbaatar) #7

I was faced with similar issue for creating and tracking an Artwork Request form. At the end we went with using external service - BaseCamp because we also wanted it synced with calendar, attach files and give to various people within the organization.

 

If the ticketing system is only going to be used within Matrix then this is very easy to do.

First, I would not use custom form, instead use physical asset e.g data source, comment or calendar (if you require due date/end date).

 

This is how I would approach your progress/ticketing system:

 

Step 1

 

- Create a metadata that acts as form field and apply it to your asset builder/asset (e.g data source, comment, or single calendar)

- When the asset is created it is set to go up for review

 

Step 2

When the asset is created, the receiver can change the status to mark the submitted form as

  • pending  - leave it as up for review
  • actioning - safe edit 
  • rejected - archived

Step 3

To mark it as complete the receiver would change the asset status to live.

 

You can run various triggers to match the status and send out relevant e-mails. Also you can add paint layout with comment asset and the receiver could comment. As for reporting, you can use asset listing to create CSV file.

 

 

I hope it helps.

(Eric) #8

to add to @tbaata You can use it for external customers the same way just use metadata field for statuses and reciever would change metadata dropdown field recieved / actioned / submited ...