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 answers of the internal users or external recipients determine which actions are carried out automatically after release. If the function under "Collaboration" is not visible, contact your administrator to obtain the corresponding permission.

Loading 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.

Editing and assigning a form

After loading, you can edit the form. In the "Users" section, you assign the form to an internal person who is to fill it out. This person then receives a notification by email. In addition, you can add a comment and a due date as well as define who should be notified upon completion.

Internal processing

Users with the "Answer" permission can fill out the individual pages and questions of the form directly in preeco | data protection.

External processing by email

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

Release and triggering of actions

Only upon release 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 release, it is traceable in detail which actions were triggered. The progress is displayed at the level of the individual pages and questions, so that it is always apparent which questions were answered, which were not applicable due to the conditional logic, and which actions were carried out. 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.