Super Administrators on LMS² sites can create, edit, manage, and publish editable workflow forms.
Editable workflows provide greater flexibility in designing form templates by allowing control over stage ownership and the number of stages in the form journey. Specific users, user groups, or reporting line relationships can be assigned as contributors to each stage.
When using an editable workflow, the form layout should be designed first in the Layout tab. Fields created here will be available in Stage 1 of the Workflow tab.
Forms typically move between a user and their manager, but additional roles, such as a manager's manager or other designated approvers, can also be included. Editable workflows make it possible to define who can authorise each stage, either advancing the form to the next contributor or marking it as complete.
Follow the guide links below to assist you with working through setting up your Editable Workflow Form.
Create - Initial creation, name, description, access and visibility
Layout - Design the content of the form
Create a workflow for the editable fields within the form
View versions of a form
Publish a form and manage versions
Permissions: Set and enable permissions for the Form
Editable workflow forms glossary
Term | Description |
Additional Reporting Lines | System Roles used as relationships between Users, for example a T&C Manager. |
Assignee | User the form is assigned to. |
Contributor | Can view and input into the stage but cannot sign off the form or stage as being complete.
No limit on how many contributors for each stage.
It is not mandatory for contributors to input in to the form and the owner can complete the stage without any contribution as long as all mandatory fields are complete. |
Line Manager | The person the assignee reports to as specified on the Line Manager tab of the user's profile. |
Manager's Manager | The person who the line manager reports to as specified in the Line Manager tab of the line manager's profile. |
Owner | Person responsible for signing-off the submitted information for the stage once complete.
There can only be one owner for each stage, but it's possible to have different owners for different stages. |
Specific User | Alternative user, with an account on Access LMS Evo, but who isn't the Assignee, Line Manager or Senior Manager. For example, this may be a HR or Training Manager specified by name.
The specified user must be an individual, it's not possible to specify a Group.
📌 Note: If assigning a Specific User, if they leave the organisation the form template will need to be revisited and the Specific User changed. |
Specific User Group | A specific group, such as administrator or custom groups created by super administrators. |
Stage | Each step within the workflow. Each stage must be signed off as complete before it can pass to the next stage. When creating a new form template, there are two stages as default - Stage 1 and a Sign-off stage. |