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Forms in Tasks

This article will explain how to configure Forms when creating a Task in Playbook.

  • Forms can be added to a Task to define required submissions for Task completion.

  • Forms can be configured as either:

    • Recurring

    • Singular (one-off)

Add Forms to a Task

  1. In the Create Task panel, click the Forms tab.

  2. Select the required configuration:

    • Recurring

    • Singular

Recurring Forms

  • Recurring Forms are used when a Form must be submitted multiple times over the duration of a Task.

  1. Click Recurring.

  2. Select the required Form from the dropdown.

  3. Select the frequency:

    • Daily - select specific days

    • Weekly - select a day of the week

    • Monthly - select:

      • First day of the month

      • Last day of the month

How Do Recurring Forms Work?

  • When a recurring Form is configured, the system will automatically generate placeholders based on the selected schedule.

EXAMPLE: If a Form is scheduled weekly (every Monday), placeholders will be created for each Monday until the Task due date.

  • Each placeholder represents a required Form submission.

Task Completion Behaviour

  • A Task will only be considered complete when all required Form instances are submitted.

Form Date Options for Recurring Forms

Form Creation Date

  • The system will use the submission date as the completion date.

TIP: Use this option when Forms are submitted on the same day work is completed.

Status Behaviour

  • If the Form is submitted on the scheduled date, it will be recorded as complete.

  • If the Form is not submitted on the scheduled date, it will be marked as:

    • Not Submitted

    • Incomplete

Custom Field

  • A custom field allows the actual completion date to be defined manually.

TIP: Use this option when Forms are submitted after the work is completed - this includes offline or delayed Form submissions.

Status Behaviour

  • If the Form is submitted on the scheduled date, it will be recorded as complete.

  • If the Form is submitted after the scheduled date, it will be marked as:

    • Late Submitted

Singular (One-Off)

  • Single Forms are used when a Form must be submitted once for the Task.

EXAMPLE: An Invitation to Tender Form submitted once for a Package.

  1. Click Singular.

  2. Select the required Form from the Select Form From Existing Project.

  3. Select the required Form Acceptance Status.

NOTE: This step is not mandatory.

Task Completion Behaviour

  • The Task will be considered complete once the Form is submitted and meets the selected Acceptance Status (if one is selected).

  • If no Acceptance Status is defined, the Task will be considered once the Form is submitted.

  • Only one Form instance is required.

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