Sonia: Assigning Forms

 

 

Introduction

Assigning a form can be done from several places:

• On an individual profile
• In the Placement Group

– this is the ONLY option if the form must have placement context (e.g., Learning Contract, Evaluation)

• From the Search tab on Students, Site Contacts, Supervisors and Placement Group modules
• Auto-assignment using Workflows
• Allowing the user to self-assign

 

 

Assigning a form on an individual’s profile

Note: Forms rarely need to be assigned on an individual basis      

 

1. Open the user’s profile
2. Click the Forms button on the ribbon
3. Click the green + at the right side of the screen
4. Select the form
5. Enter a due date if applicable
6. Click OK to close the dialog window
7. Save the user’s profile
8. Notify the user that a form has been assigned

 

 

Placement Context

If a form is assigned “with context”, Sonia will know who needs to complete each section of a multi-user form.

 

“Context” means that the form was assigned on a particular placement, which allows Sonia to determine who can complete the Supervisor and Mentor sections of a form. If you do not assign a form to a student with context, even though it has sections for Supervisors and Mentors, those people will not see the form in their list.

 

The Placement Group is the ONLY way to add context, as it is the only place where Sonia can identify the intended placement.

 

1. Open the placement group in which you need to assign a form
2. Click the Forms button on the ribbon
3. Click the green + at the right side to add a form
4. Select the form from the dropdown at the top
5. Select the Role on which to assign the form (see table below)
   1. Any form that is about the student, regardless of who completes it or has visibility permissions on the form, MUST be assigned on the “allocated student” role.
6. Tick “exclude existing respondents” to ensure you do not assign the form on anyone who already has it assigned
7. Select everyone who needs the form assigned
8. Enter a due date if needed
9. Click OK to close the dialog window
   1. You will see N/A in some fields in the grid until you save the placement group.
   2. Once the placement group is saved, the N/A will be replaced with appropriate content.
10. Save the placement group

 

 

 

 

Adding a form from within a placement group gives the following options:

 

Option	Assigns to	Context	Student sees it?	Supervisor sees it?	Subject Coordinator	Mentor sees it?	PC/SC sees it?	Site contact?
All students	Selected students from list	None	Y		Y
Allocated students	Selected students	DOES include the context of the site and placement	Y	Y	Y	Y	Y	Y
Unallocated students	Selected students	None	Y		Y
Primary Site contacts	Selected site contacts	None					Y
Student Site contacts	Selected site contacts	None					Y
Mentors	Selected mentors	Site and Placement				Y
All site contacts	Selected site contacts	None						Y
Supervisors	Selected supervisors	None		Y
Position supervisors (supervisors assigned on position level)	Selected supervisors	Site and Placement		Y

 

The key aspect of this table is that if you wish to have a form that is completed, or even touched, by several people – (the student, their supervisor, their mentor)

– you must pick the “Allocated students” option when adding a form, and this can only be done from within a Placement Group.

 

In most other cases, the form will only be seen by the assigned user.

 

 

 

Assigning via Search tab

The search tab for Students, Site Contacts, Supervisors, and Placement Groups includes a Forms button for adding forms to the people in the search results.

 

The image below shows two forms being added to the students in the search results.

There is an option to exclude students who already have a copy of that form (1).

You can also set a due date on the form (2).

 

This is ideal for surveys, pre-assignments, etc.

 

 

 

Assigning forms in bulk – the Placement Group Form wizard

The Form wizard is accessed on the Placement Group Search tab.

 

 

The first step is to run a search to limit the number of placement groups to the ones of interest.

 

Step #1 – Choose the form

 

Step #2 – Choose the group of people the form is to be assigned to

In the example above, we have picked “Allocated students” from the respondents drop down list.

This will assign a form to the students’ allocated placements.

If a student is involved in 3 placements, they will get 3 copies of the form. 

 

Step #3 – Process

The final step is a confirmation to proceed.  Click the Finish button to assign the forms.

 

 

Assigning forms via Workflow

The workflow capabilities include actions to:

• Send a communication
• Launch another workflow
• Assign a form

 

When a workflow assigns a form, the context of the workflow is passed to the form. 

If you assign a workflow to a student on placement, it can, in turn, assign forms to any role attached to that placement. 

 

 

 

Assigning forms to people outside Sonia

This is done from the Respondents page of the form you wish to send.

Be sure to design the form with fields marked with permissions for the External role.

 

 

The image above shows the “Invite external” button being clicked and opening a dialog. 

 

• Multiple email addresses can be typed/pasted into the TO field.
• Each recipient will receive a link to their own copy/instance of the form to complete.
• The template for the email message can be defined under School Options > Communication > External. 
• The placeholder [NotificationText] will be replaced with a URL link that will open the form in a browser. 
• The email will send when you save the form.

 

Form self-selection

A form can be marked as “self-selection” on the Details page as displayed below.

 

Self-selection allows a Sonia Online user to select a new copy of a form without having it assigned to them by placement staff.

 

 

For each form design, you can choose the roles that can access this form and the maximum number of copies of the form they can have.

A user can go to the Form page in Sonia Online and select a new form from a dropdown list (1).

The student can select the form's context by choosing the placement group and site (2).

If the form hasn't been actioned, they can delete it (3).

 

Understanding the column headings

 

 

The screen above shows the student’s form page, listing four assigned forms. Tools on the right allow users to: add a form, edit responses, complete the form as the Placement Officer, unassign (delete) the form, open it as a PDF, set a due date, download a document, or delete one.

The Completed column shows progress (e.g., “1 of 1” means fully completed; “1 of 2” means one section remains). Some forms, like the Monthly Report, have sections for both student and supervisor.

Sonia allows the same form to be sent multiple times—for example, a weekly form completed over a 4-week placement.

The Due Date column shows when the form is due; this can be set during assignment or later via the tools.

The same process applies to assigning forms to Site Contacts and Supervisors.

 

 

 

Related Article

 

Sonia Workflows