In this release:
Key Features and Enhancements
- Assigning questions to specific assignees in a Form
- Updating existing business process record using a Form
- Update Inherent Risk hover over for incomplete Third Party or Company Entity records
Feature Details
Assigning questions to specific assignees in a Form
It is now possible to configure questions in a form to specific assignees so that different assignees can see only the questions applicable to them. This can be done when sending a form, both from the form editor as well as from the form sent to assignees (if share permission is enabled).
Here is an example of sharing the form with John Doe, a new assignee on the form who is the System owner of the LinkedIn Recruiting system. John only needs to see the questions regarding the system, while Henry is the business owner responsible for the rest of the questions in the form.
To configure what questions are visible for John, when sending or sharing a form:
1. Click on the Settings icon to the right of user name, and then select Configure Visibility.
NOTE: Select Reset Configuration to reset the configuration for that user.
2. You can hide all the sections except System Selection and Build Data Flow.
3. On the System Selection page, you can take the following steps:
- Deselect Show New Systems Added By Other Assignees (1) so that John will not see systems added by others.
- Hide other Systems not related to LinkedIn by clicking the Hide icon (2).
4. Click Save (3) at the bottom of the window to apply the changes.
Bulk configuration
It is possible to bulk configure question visibility for one or more users at a time.
1. In the Send Questionnaire modal, click the Select All checkbox (1).
2. Click the Settings icon (2), and then select Configure Visibility (3).
3. You can hide one or more questions or an entire section except System Selection and Build Data Flow, and then click Save.
Update existing business process record using a Form
One can now create a new form to update an existing Business Process Record.
To create a new form from the Business Process Forms page:
1. In the Create New Form modal, under the Choose Business Process Record section, click Existing Record (1).
NOTE: Select “Form requires approval to create or update the business process record” if you want to review the changes before they are made to the BP record.
2. Select an existing Business Process Record.
From the All Business Processes page, you can click on the ellipsis icon (2) on the far right, and select Create New Form (3) to create a form for the selected record.
While the Form is in progress, the business process record will be in a “Locked” state.
During this time, you can edit the record via the form editor.
After editing or updating the settings in the form editor, you can send the form.
Once you’ve reviewed the submissions from the Form Assignees, you can approve the form at which time the updates will be made to the Business Process record and the record will become unlocked.
One Form for one Business Process Record
To simplify the process of working with forms, it will only be possible to have one form for one business process record. Here are some pointers to be mindful of:
- After a form is approved/completed, one can send the form out again for the same business process at a later time and it will enter back into a Sent state.
- Modifications such as hiding questions or changing question terminology can be made at any time.
- It is always possible to delete a form or disable the form and recreate it at a later time.
Enabling or Disabling Forms
You can disable forms from the Business Process Forms page or the form editor if you need to temporarily prevent assignees from accessing the form while it is in progress.
To see the “Enable Form” column, you need to click on the Configure columns action icon, and then select Enable Form.
From the Business Process Forms page, under the Enable Form column, click the toggle button to enable or disable the form.
Alternatively, you can open the form and click the toggle button on the upper-right corner of the page.
NOTE: Forms that are Approved/Completed are automatically inaccessible by assignees even if the form was not disabled.
Once disabled, the form will not be accessible by Assignees.
Viewing which Form is assigned to a Business Process record
On the All Business Processes page, you can add the “BP Forms column” using the Configure Columns action icon to quickly see which BP records have a form.
Alternatively, you can click on the ellipsis icon (2) on the far right of the record to see an associated form and its status.
Bulk actions on the Business Process Forms page
You can now do bulk actions like approve multiple Forms at once, or enable or disable multiple Forms at once.
Update Inherent Risk Hover Over for Incomplete Third Party or Company Entity Records
Third Party Records
If a Third Party record is the owner of a system record, risk will not be shown for that third party record until the system it owns has been completed to calculate risk. When this occurs, you will see a popover message like the following:
Company Affiliate Records
If a Company Affiliate record is the owner of a system record or a Business Process record, risk will not be shown for that company affiliate record until the records it owns have been completed to calculate risk. When this occurs, you will see a popover message like the following:
