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Understanding Pooled Form Assignments(Overview & When to Use)

This article explains what pooled form assignment is, why organizations use it, and which common scenarios it fits best.

What is a “pooled” assignment?

A pooled assignment gives one form to a group of people instead of to one employee. Anyone in the group can claim it. Once someone claims it, the form becomes theirs to complete and the rest of the group no longer sees it as available.

You can pool a form to any of these groups:

  • Role
  • Job classification
  • Business unit
  • Permission group

From an admin perspective, pooled assignment is created by choosing the “assign once for each group, to be shared by its members” option during assignment. 

How to assign a form to a pool (admin)

  1. Go to Library > Form Submission Manager > Assign.

  2. Select the form library item

  3. Choose :  Assign this form once for each group, to be shared by its members. This is a pooled assignment.

    Assign a Pooled Form - Once for Each Group

  4. Pick the form and click Add assignees. Select one or more roles, job classifications, business units or permission groups.

    Assign Pooled Form by Group-1

How to claim a form that is pooled (Main)

There are 2 ways to claim a pooled form, from My Activities and Form Explorer:

  1. In the My Activities, pooled forms will display with the instructions 'Someone with your role must complete this form'.
    My Activities - Form Assignment
  2. In Forms Explorer, the Assigned to My Role tab includes pooled forms that are available to be claimed.
    Assigned to My Role-1

From either of these two areas, after selecting a pooled form, the 'FILL OUT THIS FORM' button can be used to 'claim' the form.

FE - Assigned to My role - Fill Out This Form to Claim-1

Once claimed, the form will display in the Forms Explorer > Assigned to Me tab And the My Activities > Assigned tab.

FE - Assigned to Me - After Claimed-1

My Activities - Form Assignment - Claimed Form-2

Why Clients Use Pooled Assignments:

    • Eliminates Bottlenecks: Forms do not get stuck waiting on an employee who is out sick, on vacation, or reassigned.
    • Streamlines Shared Queues: Teams that share operational duties can draw work from a centralized queue as capacity permits.
    • Adapts to Unknown Assignees: Complex workflows can move forward even when the exact reviewer or sign-off person cannot be determined until earlier steps are finished.

Practical Use Case:

Use Case : Shift-Based Operational & Safety Inspections (Recurring Group Assignment)

    • Real-World Scenario: A manufacturing plant, warehouse, requires a daily safety or opening/closing equipment inspection.
    • The Problem: Scheduling individual assignments causes failures or backlogs when workers swap shifts, take sick days, or work alternating rotations.
    • How Pooling Solves It:
      • The form is assigned once to the entire group/role (e.g., Warehouse Leads or Shift Supervisors) with a daily recurrence rule.
      • Employee A works Monday, claims the inspection, completes it, and submits it.
      • Upon submission, recurrence generates the Tuesday inspection and automatically returns it to the group pool (it does not carry forward Employee A).
      • Employee B is on duty Tuesday, sees it in their queue, claims it, and completes it.