What are as-needed forms, and how can I use them?

⚠️ This guide only applies to Jobready CTE Users

What is an "As-Needed Form"

An As-Needed form is a form that you want to have available for users to complete as needed. For example, you may have a form for teachers to complete when they would like to make purchases.

1. Go to the Forms page

2. Click on Settings

3. Click on As-Needed Forms

4. Click on New

5. Click on the From Template

This is where you’ll set the form template you want to be set as an "As Needed" Form

6. Click on the Form Template selection box

You can use a keyword from the name of the form template to find it quickly.

7. Give the required form an Alias.

This is where you’ll set the name of the form that will appear to both yourself when managing the form, as well as users who are completing/submitting the form. In our example, we are using the name Supply Requisition.

8. Create Tags

The beauty of Tags is that they can be whatever you want! They can help you organize, differentiate at a glance, and report on different forms. They’ll show in the Tags column in the main As Needed Forms table, and you can even use them as a filter! If a tag doesn’t exist yet, simply type what you want it to be and hit Enter/Return on your keyboard!

9. Append a Document (Optional)

If you wanted to append a document to your form, you can check this box. Only one document can be appended to a form. Documents available to be appended can be managed under Documents → Archived Documents in the left navigation bar on your screen. This is optional.

10. Setting who will be using the As Needed Form

1. Setting the form to be available for Teachers - check the box next to Teachers

You can set which teachers in Jobready CTE should be able to complete this form by choosing one of the 3 available filters. All will allow every teacher in Jobready CTE to complete the form. You can choose Individuals to specify that the form be completed by only specific teachers. Lastly, you can choose By Program to have the form be required by all teachers tied to a particular Program or Programs in Jobready CTE.

2. Setting the form to be available to Students- check the box next to students

You can check this option if you want teachers to be able to manage this required form for their students, including viewing the form, changing the signer, or canceling a submission. (Optional)

You can set which students should be able to complete this form by choosing one of the 3 available filters. All will allow every student to complete the form. You can choose Individuals to specify that the form be completed by only specific students. You can choose By Program to have the form be required for all students tied to a particular Program or Programs. Lastly, you can choose By Group to only assign this form to students in certain Student Groups.
These filters will also respect the choice(s) you made for the Grade Level filter, if any.

3. Setting the form to be available to Staff- check the box next to Staff

You can set which staff users in Jobready CTE should be able to complete this form by choosing one of the 2 available filters. All will allow every staff user in Jobready CTE to complete the form. You can choose Individuals to specify that the form be available only to specific staff users for completion.

(Optional) Click on Suppress Emails (Don't send emails to required submitters)

11. Click on Add As-Needed Form to save the settings