Publishing a form is only part of the process - now it’s time to make it available to employees. That’s where Form Library Items come in. This configuration layer controls how your form is presented, assigned, and accessed in iTacit. Think of it as the bridge between your form and the end-user experience.
Example Scenario
You’ve published a “Position Change Request” form. Now you want to make it available to managers and HR.
-
Create a new Form Library Item.
-
Link to the published form.
-
Set the subject to “This form is about someone else.”
-
Enable visibility in the Library and Employee Record.
-
Assign permissions to the “HR Coordinator” and “Manager” roles.
Creating a Form Library Item
1. Log in to iTacit Admin site.
2. Navigate to Menu > Library > Form Library Items.
3. Click the New button to begin the setup process.
4. Enter a clear, descriptive Name for the form (e.g., “Employee Satisfactory Survey”).
5. Select the published form you want to link.
6. Define who or what the form is about:
-
This form is about the assignee (e.g., a survey form completed by the employee)
-
This form is about someone else (e.g., a performance review completed by a manager about an employee)
-
This form is about a subject defined in the form (e.g., a room or vehicle selected by the user)
7. Show in Library: Displays the form in the employee’s Library tab, allowing users to browse and start the form manually.
8. Show in Employee Record: Adds the completed form to the employee’s record for future reference.
9. Show in User Profile: Makes the completed form visible to the employee in their personal profile.
10. Show in My Team Activities: Allows managers to view forms completed by or about their direct reports in the My Team dashboard.
11. Allow Attachments: Enables users to upload files (e.g., documents, images) while completing the form.
12. Allow Notes: Lets users add free-text notes to the form during completion. Helpful for providing context, comments, or additional information.
13. Allow employees to re-open forms they submitted: Gives employees the ability to re-open and view their own submitted forms.
14. Optional: Check the box for Scoring:
-
Display scoring information for this form when reviewing
-
Allow employees to view scores on completed forms they submitted
15. For the Multi-user forms: Allow the primary assignee to see the current assignee - helps users track progress and understand who is responsible for the next step in the workflow.
16. Image: You can upload a visual icon or image to represent the form in the Library. This helps users quickly identify the form.
17. Select Apply to save changes.
18. Choose a permission group to control who can see and manage this Library Item. You can select a predefined group or click Change... to customize access.
