Workflow scenarios for School Form for Student with Parent Response

Multiple Scenario Analysis of SFSPR

Scenario 1: Workflow with Student response first followed by Parent Response

A workflow setup like below will create a single Form in EdSmart and sends it first to the Student and once the Student completes the Form it is sent to both the Parents. Similar to Parent Slips, the Parent who first accesses the Form is able to edit it and when the second parent accesses their link from the email they can just see the contents entered and cannot edit.

With this Form type Parent is able to edit the information entered by Student when they get the Form and this is stored as the final information, in order to avoid this Field Groups have to be used and fields have to be segregated as Student and Parent fields during the design of the template.

With the discussions that we had with our Customers, most of the use cases appear they want some kind of confirmation from both the Parents for the information provided by the Students. In order to achieve this, Contact attributes were used thinking it might behave similarly to a Slip forcing both the Parents to respond however only the first Parent can enter the information.

Scenario Overview

Sent initially to Student
Once a student completes, one copy is sent to both parents
First Parent that fills the Form, completes the Form, and the second parent is unable to edit.
Leverage Field Groups to segregate Student and Parent Section
Contact attributes don’t function if used to collect responses from both parents.

Scenario 2: Workflow with Parent response first and then Student response

This type of workflow where the Parents are first in the workflow and the Student next, creates two Forms one for each parent and the Student also gets two Forms, it appears duplicate for the Student. The advantage here is that both the Parents can submit the answers in their own Forms

Scenario 3: Workflow with just Parents in the workflow

This is a simple workflow with just Parents in it, all the contacts of a Student will get a Form that they can fill out and complete. In the EdSmart account, Users will see multiple Forms for each Student.

This is good for Schools that need responses from both Parents for a number of fields and can work as an alternative for Slips with contact attributes.

Scenario 4: Workflow with Student response and send copies to Parents

This workflow is similar to Student Slips with cc to Parent, a single Form will be created and sent to Student in Schoolbox for a response.

Once they complete the Form emails will be sent to Parents with the links to view the response submitted by their child. Parents will only be able to view the response and not modify it.

Scenario 5: Workflow with Staff edit and send a copy to User steps

This workflow works similarly to the above scenarios, Forms are created based on the position of the Student and Parent in the workflow.

Once the Forms are submitted by the Students/Parents it is forwarded to the Staff member who is designated to make any modifications, send a copy to the staff behaves similarly to other template types where the User in this Step will get an email notifying that a Form has been created for the Student, they can click the link to see the Form in EdSmart.

This is advantageous for creating Forms on behalf of other Users so that they can do some modifications before sending it out to students and Parents