Event advice and approval form (C5) - Initial setup
The C5 - Event Advice and Approval form has been setup as a self-service form template. A self-service form is a type of eForm that is optional and made available to Staff (ie Leaders) to complete at any time.
Unlike other forms that are pushed to Staff for completion, a self-service form is selected from the Form Library menu in Operoo Central by staff when required. The Form Library menu item will only appear for Staff if they have at least one self-service form that has been made available to them.
The C5 once setup for a Scout Group is then available for Leaders to use and continue to use. These steps in this article outline the process for the Administrator to setup the eForm and approval process and is only required to be done once for each Scout Group.
The following steps must be done by an Administrator.
There are three steps to setting up the eForm which are covered in this article:
- Create an approval group containing the Group Leader.
- Create the eForm from the template.
- Assign Staff to the eForm for them to use.
Create an approval group for approval by Group Leader
Creating the approval group must be done within the Staff section not Members
Go to the Staff section of the Administrators view by clicking on the 
icon on the left hand purple menu bar.
To use the approval stages of an eForm, there must be at least one Operoo group containing at least one profile. The Members within this group will be asked to approve the eForm. For the purposes of setting up the C5 eForm we will be using the Group Leader as the approving Member.
At the lower left part of the Administrator home page, please go to the " Groups " section and click Add .
Fill out the "Group Name". Suggest using "Approval group - Group Leader". The name of this group is important when selecting it during creation of the eForm. For the "Parent" field, click the drop-down menu and choose the name of the existing Scout Group where the approval group will be added.
At the " Groups " section, a small arrow will show up next to a group to indicate that there is a sub-group under that particular parent group.
To complete the approval group setup, we need to assign the Group Leader's profile to the group. To assign the profile to a sub-group, find and click the profile (it will turn to dark green) and drag them over onto the approval group. The profile will be added and clicking on the group will show all the members of the approval group.
Step one is now complete.
Create the eForm from the template
These steps will create the eForm for the staff within your Group. Setting up the eForm only needs to be done once. The eForm can be used as many times as required until it is archived. You may need to repeat these steps should the C5 template change in the future.
On the main Operoo Administrator screen, click the Add " button in the eForm section. Select Add Staff Form.
You will then be presented with four options. Select Start from an existing eForm template and select the name of your template from the list that appears. Select the C5 - Event Advice and Approval template.
The most recent version of the C5 form will be created. You can review and edit the eForm as you would do for any normal eForm. Once you are happy with the layout click on the Save button at the bottom of the form.
The next step is to assign the approval group that we setup earlier. Click on the green Add Stage button.
Enter the name of the approval stage " Group Leader approval " into the field Approval Stage name. Select the approval group we setup earlier in the Approving Group box. Lastly check the box next to " Notify submitted when this approval stage is completed" . Checking this option will let the Leader know when the Group Leader has approved their submission.
Your screen should look like this. If so click on the Save button.
Finalise the eform setup including enabling the eform on the next screen.
Assign Staff to the eForm for them to use
To allow the Leaders within your Group to see and use this eForm they need to be assigned to it. While editing the eForm, click on the Assign/Delegate Staff option on the left hand menu. Follow the normal steps to assigning staff as you would with an other eForm. If you need further instructions follow the steps in this article How does an Administrator assign Staff Carers to a group or an eForm?
The C5 Event Advice and Approval eForm is now enabled and ready for Leaders to access. For instructions follow the steps in this article .
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