Giving forms out

Purpose: a check only helps if it is done, by the right people, at the right place and on time. Giving a form out asks the people who must fill it in to do so at a site, once by a due date or again every day, week, month or any other step, and shows you who has done it.

Who: Safety Managers and Org Admins. Others see “You may not give forms out in this company.”

1. Open the forms given out

On a computer open Forms, then Forms given out. The list shows each form given out, the latest changed first: the form, how often it is due and from when, the site, who it is for, and whether it is In use or Archived. Search by the form’s title, and filter by status.

2. Give a form out

1. Select Give a form out, or open a published form under Design forms and checklists and select Give this form out.
2. Choose the Form. Only published forms that are not archived can be given out; people always fill in the form’s latest version.
3. Choose the Site where it is to be filled in. A form filled in at another site does not count.
4. Choose Who must fill it in: one or more roles (everyone who holds the role, now and later), and/or people named one by one with Add a person.
5. Choose How often:

Choice	Meaning
Once, by a due date	Done once, from the First day until the Due date. Not done by then, it is overdue until it is done.
Every day / Every week / Every month	Due again in each period, from the First day.
Every few days, weeks or months	Choose Every how many, and days, weeks or months (at most 365 days, 52 weeks or 12 months).

A period runs until the day before the next one begins. A monthly form that starts on the 31st is due by the last day of a shorter month. 6. Add a Note for the people asked if they should know why or what to look for. 7. Select Give it out. The form given out opens at Who has done it.

The people asked see nothing before the first day.

3. Who has done it

Open the form given out and select Who has done it. It shows the current period, how many of the people asked have done it and the share in per cent, and each person with Done (and when, with See the form), To do, Overdue or Missed. A form counts as done when the person submitted it at the site within the period, however they opened it.

For a repeating form, Earlier period and Later period step through the periods; Back to the current period returns. In an earlier period, those who did not do it are Missed.

Who is asked follows people’s roles as they are now: someone given the role joins the list, someone deactivated leaves it.

4. Change, archive or restore

Under Details, change the site, who must fill it in, how often and the note, then Save. The form itself cannot be changed: give the other form out instead. Earlier periods are counted by the schedule as it is now.

Archive stops asking anyone; the forms already filled in are kept. Restore asks them again. An archived form given out cannot be changed. When the form itself is archived, nobody is asked for it until the form is restored.

Not yet in Custos

Giving a form to a department, a group or everyone at a site; emails or alerts when a form is due or overdue.

If something goes wrong

Message	What to do
“This form has no published version yet; publish it before assigning it.”	Publish the form first under Design forms and checklists.
“This form has been archived and cannot be assigned; restore it first.”	Restore the form, or choose another.
“This person is not an active user of the company.”	Remove the person, or ask an Org Admin to reactivate them.
“Someone else has changed the assignment since you opened it…”	Select Load the latest, then make your change again.