Using data collection forms

Under "Collaboration > Data collection forms" you manage your data collections. A data collection form works like a checklist with stored actions and conditions: The responses from internal users or external recipients determine which actions are automatically executed after approval. If the function is not visible under "Collaboration", contact your administrator to obtain the appropriate permission.

Load a workflow

Navigate to "Collaboration > Data collection forms" and click on "Load data collection workflow". First select the desired affiliation and then the corresponding workflow.

Edit and assign form

After loading, you can edit the form. In the "Users" section, you assign the form to an internal person who should fill it out. They will then receive a notification by email. Additionally, you can add a comment and a due date, as well as specify who should be notified upon completion.

Internal processing

Users with the "Respond" permission can fill out the individual pages and questions of the form directly in preeco | datenschutz.

External processing via email

The form can be sent to an external person who does not have access to preeco | datenschutz via "Actions > Send to email". The recipient receives a link to the form that remains valid until the response is completed or the form has been approved.

Approval and triggering of actions

Only upon approval are the actions defined in the workflow triggered, for example the automatic creation of a processing activity. This applies regardless of whether the form was answered internally or externally.

Status and progress

After approval, it is traceable in detail which actions were triggered. Progress is displayed at the level of individual pages and questions, so it is always apparent which questions were answered, which were not applicable due to condition logic, and which actions were executed. Documents created by actions, such as processing activities, are also displayed directly in the form. Insight into the triggered actions is available to users with the corresponding permissions.