From the Form List page, click the Open button to view the form details.
Depending on the form type, up to five tabs may be displayed:
Details Tab - Basic settings for the form behavior and usage
Dates and Deadlines Tab - Sets various date and deadline options for the form
Default Workflows Tab - Settings for one or more workflows to add to a new submission by default
Workgroup Routing Tab - Settings for which workgroup(s) should be assigned to the new submission
Form Sets Tab - Indicates whether the form is part of a Form Set or is used by a Schedule Type
Tags Tab - Lists the nFORM form sections and controls that make up the form for each version of the form.
Details Tab
The following elements are displayed on the Details tab:
Field | Description |
|---|---|
Short Form Name | This field may be used to specify an abbreviated name that will be used for display in internal list screens (e.g., My Tasks, Submissions Lists). This saves screen space and minimizes text wrapping when very long names have been used in the nFORM form configuration. If this field is left blank, the nFORM name is displayed on the list screens. |
Form Type | Each form must be assigned a Form Type. The default is "Unspecified" when a form is first created. The following types are available:
|
Program Component Type | Only visible when Form Type is set to Program Component. Allows for linking a form to a Component Type. |
Program Area | The program area that applies to the form. |
Form External Security Level | Indicates whether external users can view or use the form. Internal forms are typically used for quick data entry of only key information from a paper application. Options include:
See the article on restricting forms to specific users for more information. |
Fee Category / SKU Number / HotKey | Used for integration with financial systems. If a form has a fee associated with it, a Fee Category must be assigned before the form can be made available for use. |
Draft Submission Retention Days Before Deleting (Blank to Never Delete) | Submissions that have been abandoned will be deleted after the specified number of calendar days. Notifications may be triggered via system actions to inform users in advance of pending deletions. |
Allow Additional Fees to be Added After Import (e.g. Expedited Review Fees) | Checking this box allows users with the “Submissions - Manager - AddFee” role to add additional fees to submissions using this form. |
Import Settings and Defaults | |
Assignment Type | Indicates whether new submissions should land in the inbox ("Manual," via the Submissions - Inbox page) or bypass the inbox and be automatically assigned to a workgroup/processor ("Auto Import"). |
Processor Must be Selected Before Import Checkbox | Only applies when Import Type is Manual. When this box is checked, a specific processor must be selected before the "Assign" button becomes available in the inbox. This setting controls whether the form is managed using "push" or "pull" processing. Push processing means that the person that monitors the inbox decides which specific processor should be assigned to a submission. Pull processing puts the submission in the "My Tasks" list at the Workgroup Level. Workgroup users would be trained to monitor the My Tasks lists for any submissions that are unassigned within their workgroup and assign them to themselves when they are ready. |
Entity Category to Create | Specifies the category of the entity (Site, Person, or Organization) that will be created when the form is submitted (if SITE tags are specified in the form). |
Default Program Components | Provides the ability to specify one or more program components that are automatically created when the form is submitted. |
Submission Reference Number Prefix | Allows configuration of a specific prefix for system-generated submission numbers. Note that this is separate from the nFORM reference number. |
Submission PDF and Attachments Security Classification | Determines the document security class setting for the submission form PDF and any attached files when the form is submitted. See Submission PDF File Naming for more details. |
Submission PDF File Naming Schema | This field allows the user to customize the format of the file name for the generated submission PDF. |
Summary Description Formula | A formula used to compose a summary description of data provided on the related form submission. If configured, the summary description text will appear on various screens, including My Tasks, Submissions - All, Submission Details. See this page for details. |
Other Settings | |
'Priority' Field Options | Defines the behavior of 'Priority' assignment fields for submissions associated with the form:
|
'Processing Hours Spent' Field Options | Defines the behavior of the 'Processing Hours Spent' fields for submissions associated with the form:
|
Processor Instructions | This field may be used to add instructions for the processor of the submission. It will display as a read-only field on the Submission Details page. |
Data from submissions using this form can be copied to new submissions. | If this checkbox is checked, then previously submitted forms of this type will have a Copy Submission option available on the submission list page. Note: This option is only available to External users. When selected from the submission list screen, the Copy Submission option will copy the selected submission as a new draft submission on the specified site. The user will be prompted to either select an existing site or create a new site as the destination site for the copied submission. Once copied, the draft submission form will open for editing. To support this form copy capability, the form must be configured in nFORM to inherit from itself, with any controls to be copied mapped. This means that any new submissions of this form type will automatically inherit data from the previous submission, if there is one. |
Dates and Deadlines Tab
The Dates and Deadlines tab is hidden for Component and Schedule form types.
The following elements are displayed on the Dates and Deadlines tab:
Administrative Completeness Settings | |
'Application Review Complete Date' Field Options | Indicates whether the Application Review Complete Date field should be hidden, displayed/optional, or displayed/required. Required indicates that the field must be entered before the Submission status can be updated to "Closed". |
Allow Application Review Complete Date to be greater than Admin Complete Date | If unchecked, the user will be prevented from entering an Application Review Complete Date greater than the Admin Complete Date. |
'Administratively Complete Date' Field Options | Indicates whether the Administratively Complete Date field should be hidden, displayed/optional, or displayed/required. |
Days from receipt to determine Administrative Completeness | Creates a deadline for the determination of administrative completeness. This setting can trigger notifications as the date approaches. The calculation uses calendar days. |
Automatically set Administratively Complete Date when date occurs | Indicates that, when the administratively complete due date comes to pass, the system will automatically set the admin complete date. This is performed as part of a nightly batch process. |
Holds and Extensions | |
Allow holds after Administratively Complete Date | If unchecked, users will be prevented from adding holds that begin or end after the administratively complete date. |
Hold duration affects Processing Deadline Date | Indicates that hold days should push out the processing deadline date. When an open hold is in place, the deadline date will be blank since it is indeterminate until all holds are ended. |
Allow Extensions | Indicates that the "Extensions" tab should be visible. This will extend the processing deadline date up to the maximum allowed processing days. |
Actions and Deadlines
Action Types and Deadline Rules can be configured at a form level. An action type indicates the type of processing the agency will perform on submissions using the form. The primary reason to assign an action type to a form is to configure one or more processing deadlines for that form.
A single form can be configured to have one or more action types. For example, an application may have two action types—one for regular processing and one for expedited processing. When action types are configured for a form type, the processor can manually assign one of those action types to submissions of that type after they are imported into the system. This is done by selecting from the list of available action types in the Action Type field on the submission details page. Forms can also be configured in such a way that the Action Type of the form is automatically set based on data in that submission.
Once one or more Action Types/Deadlines are added to a form, only the selected action types are available for selection upon submission of the form. If no Action Types/Deadlines are added, then all action types are available for selection on a submission.
Configuration of Processing Deadlines
An application or permit change form can be configured with one or more deadlines, each of which sets a “processing clock”—a deadline for how long the agency has to complete processing that submission. These deadlines can then be used to trigger notifications within the system, such as reminders to the agency processor that the deadline is approaching. The steps to configure deadlines are as follows:
On the Dates and Deadlines tab of the Form Details page, click the Add Action Type/Deadline button.
Select the action type in the Action Type field.
Select the appropriate deadline rule in the Deadline Rule field. To do this, either select one of the predefined rules or select Custom Rule.
If creating a custom rule, select the appropriate options in the Custom Rule Options section.
In the Deadline Calculation Start Date Trigger field, select which date to use as the start of the processing clock.
In the Number of Days to Complete Processing field, enter the number of days that the agency has to process the application, starting from the date selected above.
In the Day Interval Type field, indicate whether the deadline date should be calculated using business days or calendar days.
Click OK. The action type and deadline are added to the Actions and Deadlines table.
If necessary, repeat the above steps to configure additional action types and deadlines for the form. For example, you might configure a 90-day deadline for a “New” action type and a 30-day deadline for an “Expedited” action type.
To summarize, the deadline for a form (called the Processing Due Date in nVIRO) is calculated as follows:
Processing Due Date = Deadline Calculation Start Date Trigger + Number of Days to Complete Processing
The Processing Due Date is displayed on the Application Details (or Permit Change Details) page in the Processing Due Date field. This is a calculated, read-only field that will only display a value if both of the following are true:
An action type has been selected for the submission (either manually via the Action Type field, or automatically via nFORM configuration).
The trigger field (the field specified in the Deadline Calculate Start Date Trigger field) contains a value.
For example, for the form in the following screenshot, the Processing Due Date has been configured as 90 days from the Application Administratively Complete Date. Because that field has not yet been populated, the Processing Due Date field is blank. Once the Application Administratively Complete Date field is populated, the system will automatically calculate the Processing Due Date.
Additional Deadline Settings | |
Maximum Processing Deadline Days | Indicates the longest possible period allowed for processing an application. Extensions will never be allowed to exceed this number. Value is either Business or Calendar days, as specified in the Day Interval Type used by the applicable Action Type/Deadline. |
Deadline Type | Indicates whether the deadline is a legal deadline (defined in a law or rule) or just an internal target. This setting has no bearing on system behavior. |
Default Workflows Tab
The Default Workflows tab lists the Workflow Templates that are automatically added to a submission upon receipt.
The Default Workflows tab is hidden for Component form types.
Default Workflow Assignment Based on Geographic Location
If certain workflows should only be added if the site or project is in a certain county (such as special reviews for projects in coastal areas, for example), this can be set up in the Workflow Template configuration. If a workflow is applied based on county, the Assignment Type column will indicate By County.
Statewide or no assignment type workflow templates will always be assigned to the submission record. County-based workflows are assigned if the determined county matches the counties listed on the workflow template.
Workgroup Routing Tab
The Workgroup Routing tab is used to route received submissions to the appropriate workgroup. If processing is always performed by a specific individual in a workgroup, the Default Processor can be set.
Submission Routing can be configured in a few different ways:
Always Route to a Specific Workgroup - configure a single one workgroup on the Workgroup Routing tab
Route Based on Data in a Submission - Configure a special control in the form design that indicates the workgroup to assign. See the section below for details.
Route Based on Geographic Location of Project/Site - Configure workgroups for specific geographic boundaries and add them to the form’s workgroup routing tab. See the section below for details.
Combination of Submission Data and and Geographic Location of Project/Site - Both techniques above can be used in tandem. If this is the case, nVIRO will first select the candidate workgroups basd on the submission’s routing control value followed by evaluation of the geographic coordinate.
Routing Submissions based on Data in a Submission
Submissions can be routed to different workgroups based on information provided in a submission. For example, a pollution incident reporting form can route to an Air Quality workgroup if the submitter indicates the incident relates to an air quality issue.
To route a submission based on form data, perform the following steps:
For each workgroup that a submission may need to be routed to, navigate to the Workgroup Edit screen, click the Boundaries and Routing tab, and specify a value in the Workgoup Routing Tag Value field. For example, an “Air Quality” workgroup might have a Workgroup Routing Tag Value of
AIR.Navigate back to the form details screen, navigate to the Workgroup Routing tab, and add the workgroups that the submission may need to be routed to.
In the form design, add a calculated control to the form, tag the control
WRKGRP_ROUTE_TAG_VAL, and enter a calculation that sets the control value to the Workgroup Routing Tag Value for the desired workgroup based on an answer to other questions in the form.
Routing Submissions to a Workgroup Based on Geographic Location
Submissions can be routed to a specific workgroup depending on the geographic location of the site or project referenced on the form. For this to function properly, the assigned workgroups must have a county-based geographic boundary. Furthermore, nVIRO must be /wiki/spaces/Wiki/pages/1064828929 with the appropriate SQL spatial layer data for county boundaries.
A submission record is assigned by default to a workgroup based on the workgroup's inclusion in a county. A workgroup is assigned to a submission based on the county's assignment to that workgroup. The county will be determined by one of three values in the system:
The system will first look to identify the latitude and longitude obtained in the site's location control of the submission record (this is the location control in a tagged SITE within a section also tagged SITE). In order for this method to work, the appropriate SQL spatial layer data for county boundaries must be accurately configured.
If the system cannot determine the county based on the method above, nVIRO will designate the county value on the corresponding site's Site Details page as the determined county for the submission.
If both of the above methods have failed to determine a county for the submission, the site county provided in the submission record is set as the determined county (this is usually a short text or single select with the tag SITE_CNTY). If the submission is associated with a person or organization site entity, the county in the contact control that is the site will be used (this is a contact control tagged SITE in a section tagged SITE).
Upon submission of a form, nVIRO looks for workgroups associated with the form where the coordinating county has been configured. This workgroup will then be assigned as the default workgroup. If no workgroup associated with the correct county is available, any statewide workgroup associated with the form will be assigned. No default workgroup will be assigned if there are no county-based workgroups that match and no statewide workgroups assigned to the form.
Note: If there is only one workgroup assigned to the form, this workgroup will always be assigned to the submission record, regardless of the workgroup configuration.
Form Sets Tab
The Form Sets tab lists any Form Sets or Schedule Types that reference the current form. This is a read-only list screen. The Add Schedule Type button can be used to create a new schedule type that is based on this form.
The Form Sets tab is hidden for Component form types.
Tags Tab
The Tags tab provides a list of the form sections and controls in the form. This can be useful as a quick method for auditing the questions on a form and can also be used to verify that form fields are integrated with nVIRO correctly.
Tag Inheritance Indicators
When a form has been set up to use inheritance as the parent or child of another form using nFORM data Inheritance, the inheritance is displayed at the top of the tags table.
Individual control-level source mapping is visible in the Form Tags list, as illustrated in the picture below. The highlighted icon denotes inheritance on the control.
Lookup Mapping Validation
A green mark should appear next to the control tag value for rows where the control type is Contact. The system performs a validation of each contact control to ensure that a matching value exists in the Affiliation Types (Roles) lookup table. If a matching value exists in the affiliation types list, then a green check mark is present. If no match exists, the form will be invalid and no green check mark will be present.
View Tags Between Form Versions
Tags associated with different versions of the form can be viewed using the "Select Form Version to View" drop-down to select which form version's tags to display. The latest form version is selected by default. Previous versions are sorted by version number in descending order.
Dependencies Tab
The dependencies tab lists documents or notification templates that reference this form. This can be useful for administrators to analyze whether any pending changes to form design may have downstream impacts. Renaming or removing tags from forms will break any notification or document templates that reference a tag that no longer exists.