IT Manager Guide for Forms Management

Overview

This guide provides IT Managers with step-by-step instructions on how to create and manage forms efficiently within the RAKAN Team Portal. By following this guide, IT Managers can ensure a structured approach to form creation, configuration, and deployment across departments with proper access controls and functionality.

1. Accessing the Forms Management Page

• Log in to the RAKAN Team Portal with your IT Manager credentials.
• Navigate to the My Dashboard section.
• Click Forms in the top navigation menu.
• Click Add New Form to create a new entry.

2. Creating a New Form

2.1 Entering Form Details

• Title: Enter a clear and concise title in the “Add title” field.
• Content: Use the text editor to add relevant information.
  • Use Heading 2 for main sections.
  • Use Paragraph for regular text.
  • Click Add Media to insert images or documents if necessary.

2.2 Assigning Form Categories

• In the Form Categories section, select the relevant category for the form.
• Available categories include:
  • None: No specific category assigned.
  • Internal: Forms restricted to specific departments or users.
  • Public: Forms that are open and viewable by everyone.

2.3 Adding FAQs (Optional)

• Scroll to the Frequently Asked Questions section.
• Click Add Question to include frequently asked questions related to the form.
• Question Field: Enter clear, concise questions users might have.
• Answer Field: Provide comprehensive, helpful responses.
• Example: For HR-related forms, include questions about submission procedures, approvals, etc.

2.4 Choosing the Department (Mandatory)

• Department Selection: Choose the target department(s) from the checkbox list.
• Multiple Selection Allowed: You can select multiple departments as needed.
• Available departments include:
  • Account Department
  • Brand and Marketing Department
  • CEO Department
  • CEO Office
  • Factory Department
  • HR Department
  • IT Department

Note: Department selection is required for proper access control and form visibility.

2.5 Manual Form Upload Configuration

• Form Name: Enter a descriptive name (e.g., “Employee Onboarding Form”).
• Form File: Upload required documents with these specifications:
  • Accepted Formats: PDF, DOC, DOCX, XLS, XLSX
  • Maximum File Size: 20MB
• Upload Process: Click Add form file to complete the file upload.

2.6 Form ID Auto-Generation

• Form ID: Enable automatic ID assignment when form is saved.
• Auto-assignment: IDs are automatically generated when you save the form.
• Benefits: Ensures unique identification and tracking for each form submission.

2.7 User Access Management (Optional)

• User Selected for Forms: Allow designated users from other departments to access Internal forms.
• Selection Process: Use the “Allow User To See Forms” dropdown.
• Use Case Example: An HR Manager accessing an IT Department internal form.
• Implementation: Select specific users who require cross-departmental form access.

2.8 Discussion Settings (Optional)

• Navigate to the Discussion section in the form editor.
• Check Allow Comments to enable user feedback on forms.
• Moderation: Comments can be moderated through Settings > Discussion menu.
• Use Cases: Useful for forms requiring user clarification or feedback.

2.9 Author Management

• In the Author section, select the appropriate user from the dropdown.
• Default: Form creator is automatically assigned as author.
• IT Manager Role: Can assign authorship to other appropriate personnel.
• Use Case: Assign to department heads or subject matter experts for specific forms.

3. Publishing Options

3.1 Setting Visibility

• In the Publish box, adjust the visibility settings:
  • Public: Visible to all users.
  • Password Protected: Only accessible with a password.
  • Private: Only visible to administrators.

3.2 Scheduling a Form

• By default, forms are published immediately.
• To schedule for a future date:
  • Click Edit next to “Publish immediately.”
  • Select the desired date and time.
  • Click OK, then Schedule.

3.3 Saving or Publishing

• To publish immediately, click Publish.
• To save as a draft, click Save Draft.

4. Editing an Existing Form

• Navigate to the Forms page in the admin menu.
• Use the search bar to locate the form.
• Click Edit to make changes.
• Modify the content, attachments, or categories as needed.
• Click Update to save modifications.

5. Deleting a Form

• Navigate to the Forms page.
• Locate the form to be removed.
• Click Move to Trash.
• To permanently delete:
  • Go to the Trash tab.
  • Click Delete Permanently.
• If needed, restore a form from the Trash before permanent deletion.

6. Key Points to Remember

• A featured image enhances form identification and should follow recommended specifications.
• Department selection is required to ensure proper access control.
• Use appropriate categories and tags for better organization.
• Visibility settings determine who can access the form.
• User access for specific cases can be managed using the “User Selected for Forms” dropdown.
• Forms can be edited at any time, but changes should be reviewed before updating.

By following this guide, IT Managers can efficiently manage forms within the RAKAN Team Portal.