Open eLMS Forms: Complete User Guide

Overview

Open eLMS Forms is a powerful data collection and workflow management tool that allows administrators and managers to create customizable forms for learner assessment, feedback collection, progress tracking, and administrative processes. Forms can be configured with sign-off workflows, custom fields, and automated assignment rules to streamline organizational processes.

Table of Contents

1. Getting Started

2. Creating Forms

3. Custom Fields

4. Form Assignment

5. Form Templates

6. Form Workflows

7. Form Audit and Logging

8. Form Sign-Off Process

9. UK Apprenticeship Compliance

10. Managing Forms

11. Troubleshooting

12. Best Practices

Getting Started

Accessing Forms

To access the Forms functionality in Open eLMS:

1. Log in as an Administrator

2. Go to Learning Library › Forms

Form Types

Open eLMS supports various types of forms:

• Learner Assessment Forms - For progress reviews and evaluations

• Feedback Forms - For course and event feedback

• Risk Assessment Forms - For health and safety compliance

• Administrative Forms - For data collection and reporting

• Sign-off Forms - For formal approval processes

Creating Forms

Step 1: Create a New Form

1. Navigate to Learning Library > Forms tab

2. Select Form Data link

3. Click Add Form button

4. Give your form a descriptive Name

Step 2: Configure Form Properties

Configure the following properties based on your needs:

Hide from learner

• ✅ Check if the form contains confidential information about the learner

• Used for: Career reviews, disciplinary records, manager-only assessments

• ❌ Uncheck for forms learners should complete themselves

Allow learners to assign

• ✅ Check to let learners select this form themselves

• Appears in the learner interface for self-assignment

Type Dropdown

After configuring "Allow learners to assign", you'll see a Type dropdown with the following options:

Event Feedback: Select this for forms specifically linked to events (webinars, classroom sessions)

- Assign to user who has attended an event

• ✅ Required for event feedback forms (when Type is set to "Event Feedback")

• Links form to specific events (webinars, classroom sessions)

Learning Resource/Lesson Feedback: Select this for forms specifically linked to learning content and course evaluations

- Learning Resource/Lesson Feedback Form

• ✅ For feedback specifically linked to learning content (when Type is set to "Learning Resource/Lesson Feedback")

• Used for course evaluations and learning assessments

Leave blank/default: If the form is not intended for event or learning resource feedback, simply leave this at the default setting

Requires Sign Off

• ✅ Check for formal approval processes

• Creates a workflow involving learner and management

• ❌ Uncheck for simple feedback forms

When "Requires Sign Off" is enabled, additional options become available:

Add Roles for Sign Off:

• Select which roles must sign off the form (e.g., Learner, Manager, Trainer, Administrator)

• Multiple roles can be added to create multi-stage approval processes

Enable Sign Off Order:

• ✅ Check to enforce a specific sequence for sign-offs

• When enabled, email notifications trigger in the selected order

• Useful for hierarchical approval processes (e.g., Learner → Manager → Administrator)

• ❌ Uncheck if sign-offs can happen in any order

Select roles who cannot edit once signed off:

• Choose which roles lose editing permissions after completing their sign-off

• Prevents accidental changes after approval

• Can be configured per role (e.g., learners cannot edit after signing, but managers retain editing rights)

• Helps maintain integrity of the approval process

Step 3: Add Form Fields

NB: Company/Department Form

• ✅ Check for location or organizational audits

• ❌ Usually unchecked for individual learner forms

• When checked: Responsibility is shared rather than individual

Add Custom Field section

1. Select field category: Choose which category the form fields will be selected from:

   • User: For personal data about individuals

   • Event: For event-specific information

   • Programme: For programme-related data

   • Company: For organization information

   • Department: For department details

   • Location: For location-specific data

2. Select from existing system fields or from created custom fields (steps on how to do this are in the next section) within the chosen category:

3. Configure field permissions:

   • Mandatory: Must be completed i.e. user cannot complete form without completing this field

   • Common Permission: Same permissions for all roles (read/write/hide)

   • Author Permission: Role-specific permissions (e.g., learner views, manager edits)

4. Has Default Value (optional):

• ✅ Check to set a default value for the field

• When checked, a dropdown appears with the following options:

Form Field:

• Can take previous or current values from any field on any other form currently live on the system

• Useful for carrying forward data between related forms

• Example: Automatically populate learner details from enrollment form to progress review form

Plain Text:

• Enter a static default value that will appear in the field

• Users can modify this value when completing the form

• Example: Default text like "To be completed" or standard responses

SQL Query:

• Add a custom database query to populate the field

• Advanced option for dynamic data population

• Requires technical knowledge of database structure

JS Math Expression:

• Use JavaScript mathematical expressions for calculated fields

• Can perform calculations based on other field values

• Example: Automatically calculate totals, percentages, or derived values

Step 4: Save and Configure Assignment

1. Add a Query Builder rule for automatic assignment (optional)

2. Click Save and Close

Custom Fields

Custom fields allow you to collect specific data for your organization's needs.

Creating Custom Fields

1. Go to Learning Library > Forms tab

2. Click Add Custom Field button

3. Provide a descriptive Name

Field Categories

Choose the appropriate category for your data:

Make This Visible in Specific Category Section

When selecting a category, an additional option appears: "Make this visible in specific category section"

• ✅ Check this option to make the field appear in two places:

  1. As a Form Field option when building forms

  2. As a custom field in the relevant system section

Examples:

• User category field with this checked: Appears in forms AND on the edit user profile page for learners

• Event category field with this checked: Appears in forms AND in the event setup/editing interface

• Department category field with this checked: Appears in forms AND in department management pages

• ❌ Uncheck this option if you only want the field to be available for forms and not appear elsewhere in the system

Benefits of enabling this option:

• Dual functionality: Use the same field for both forms and general data management

• Consistency: Ensures the same data structure across different system areas

• Efficiency: Avoid creating duplicate fields for the same purpose

Field Types

• Text: Single line text input

• Textarea: Multi-line text input

• Select: Selection from predefined options

• Checkbox: Yes/no or multiple selections

• Date: Date picker

• Number: Numeric input

• File Upload: Allows users to attach files to the form

• Header: Section separator (doesn't collect data)

Role Visibility

Configure which user roles can see and edit each field (examples below):

• Learner: End users taking courses

• Manager: Line managers and supervisors

• Administrator: System administrators

• Trainer/Coach: Training staff

Form Assignment

Method 1: Manual Assignment

1. Navigate to Learning Library > Forms tab

2. Select Forms link

3. Click Assign Users button

4. Select your form and target users:

   • Departments: Assign to entire departments

   • Groups: Assign to specific user groups

   • Jobs: Assign based on job roles

   • Employees: Assign to individual users

Note: Forms may take several minutes to appear on learner accounts.

Method 2: Query-Based Assignment

Query-based assignment allows automatic form assignment based on specific criteria. This is configured within the Edit Form interface of the form you want to set up with automatic assignment.

To set up a query:

1. Navigate to the form you want to configure

2. Click Edit Form

3. Scroll to the Query Builder section

4. Configure your assignment criteria

Available query elements include:

Organisation:

• Company membership

• Department assignment

• Group membership

• Job roles

• Location-based criteria

Programmes:

• Learning programme enrollment

• Programme completion status

• Programme start/end dates

Timing-Based Criteria:

• Days since a resource was completed

• Time elapsed since course enrollment

• Days until programme completion

• Specific date ranges

Form Status:

• Completion status of other forms

• Sign-off status of related forms

• Form submission dates

Resource Status:

• Learning resource completion

• Resource progress percentage

• Assessment results

• Event attendance status

Example Query: Automatically assign a "Progress Review Form" to all learners in the "Engineering Department" who completed "Health & Safety Training" more than 30 days ago.

Method 3: Workflow Assignment

Assign workflows (which include multiple forms and reports) for comprehensive processes:

1. Go to Learning Library > Forms tab

2. Select Workflows link

3. Click Assign Users

4. Select workflow and target users

Form Templates

Overview

Form Templates allow clients to create custom-designed forms using their own branding and layout while mapping data from Open eLMS forms using field keys. These templates can be used to generate professional PDF outputs that maintain organizational branding and formatting standards.

What are Form Templates?

Form Templates enable organizations to:

• Design custom layouts: Use your own form designs and branding

• Map form data: Link Open eLMS form fields to template positions using %%field_name%% keys

• Generate PDF outputs: Create professional printable documents

• Maintain branding: Ensure forms match organizational standards

Key Features

• Custom Design Freedom: Upload your own form designs

• Field Mapping: Use %%field_name%% syntax to map any form field

• PDF Generation: Professional PDF output for printing or sharing

• User Profile Integration: PDFs accessible via the forms area in user profile pages

• Workflow Integration: Templates can be added to Form Workflows

Creating Form Templates

Step 1: Design Your Template

1. Create your form design - you can use a Word document or Google Doc

2. Include field placeholders using the %%field_name%% syntax where data should appear

Step 2: Configure Field Mapping

1. Navigate to Learning Library > Forms tab

2. Select Form Templates link

3. Click Add Template button

4. Upload your template design

5. Configure field mappings:

Field Key Syntax: %%field_name%%

You can map any field into the template by using the %%example%% syntax and utilizing the Fetch and Generate Key button, which provides options to choose which specific form and field you want to map.

Using the Fetch and Generate Key Button:

1. Click the Fetch and Generate Key button in the template editor

2. A dropdown appears showing all the %% fields found in your document

3. Select the %%field%% placeholder you want to configure

4. Choose the source form containing the field you want to map

5. Select the specific field from that form

6. Press the Associate Key button to complete the mapping

Form Workflows

What are Workflows?

Workflows combine multiple forms and reports into a single assignable process, streamlining complex documentation requirements.

Benefits

• Simplified assignment: One workflow includes all required documentation

• Consistent processes: Standardized procedures across the organization

• Automated reporting: Combined data from multiple forms

• Reduced administrative overhead: Assign once instead of multiple times

Creating Workflows

Workflows must be created after Form Templates have been set up, as templates can be included in workflow processes.

Step-by-Step Process:

1. Navigate to Learning Library > Forms tab

2. Select Workflows link

3. Click Add Workflow button

4. Create a name for the workflow (descriptive name for easy identification)

5. Choose from available Form Templates:

   • Select one or more templates to include in the workflow

   • Templates will be combined into a single assignable process

   • Each selected template can generate its own PDF output

Workflow Assignment Options:

Once created, workflows can be assigned through three methods:

1. Direct Assignment from Form Workflows Area:

   • Assign to specific users, departments, groups, or jobs

   • Manual assignment for targeted distribution

2. Event Configuration Integration (see Event Integration instructions below):

   • Add workflows to Event Types or Event Visit Types

   • Automatic assignment when users register for events

3. Query Builder Assignment:

   • Set up automatic assignment rules based on criteria

   • Dynamic assignment based on user attributes or actions

Event Integration

Workflows can be mapped to Events to automatically add forms to specific events or meetings:

Configuration Process:

1. Create your workflow following the steps above

2. Navigate to System Setup > Events

3. Access Event Types or Event Visit Types configuration

4. Edit the specific event type or visit type you want to configure

5. In the edit section, select the workflow from the available created workflows

6. Save the configuration

Automatic Assignment: Once an event is added to the system with an attached workflow:

• Forms are automatically assigned to all users registered for that event

• No manual form assignment required

• Consistent process ensures all event attendees receive the same forms

Form Sign-Off Process

Overview

The sign-off process enables formal approval workflows where multiple parties must review and approve form submissions.

For Learners

1. Complete the form with all required information

2. Submit for approval - form status changes to "Awaiting Sign-off"

3. Receive notifications about approval status

4. Make revisions if requested by approvers

For Managers/Approvers

1. Access sign-off dashboard:

   • Go to Manage Learning

   • Select Forms option

2. Review pending forms:

   • Browse forms awaiting approval

   • Open the form from its row to review details

3. Take action:

   • Review: Review the completed fields

   • Sign Off: Use the sign off area to complete actions

Administrator Management

Administrators can monitor all sign-offs:

1. Go to Administer Learning > Forms

2. Select Forms tab

3. View comprehensive overview:

   • Form names and owners

   • Submission dates

   • Current status

   • Roles awaiting sign-off

Admin Actions:

• Download reports: Export form data as CSV

• Disable forms: Prevent further changes

• Edit forms: Make administrative updates

• Monitor progress: Track approval workflows

Form Audit and Logging

Overview

Open eLMS provides comprehensive audit functionality that allows administrators to track all actions performed on forms. This creates a complete audit trail for compliance, monitoring, and troubleshooting purposes.

Accessing Form Logs

Navigation Path:

1. Log in as an Administrator

2. Go to System Setup

3. Select Audit

4. Choose Form Logs

Audit Information Captured

The Form Logs section displays the following information for every form action:

Core Log Data

• Learner Name: Who performed the action

• Form ID: Unique identifier for the form

• Form Title: Descriptive name of the form

• Edited By: User who made the changes (may differ from learner name for admin edits)

• Date/Time: Exact timestamp of when the action occurred

• Notes: Any notes or comments associated with the action

Detailed Action Breakdown

Each log entry includes an Actions button that provides:

• Form Log Breakdown: Detailed view of what was changed

• Captured Fields: Shows all field values at the time of action

• Field-Level Changes: What data was modified, added, or removed

• User Context: Additional information about who made the changes

• System Information: Technical details about the action

Types of Actions Logged

The audit system captures various form-related activities:

Form Completion Actions

• Initial form submission

• Form completion and finalization

• Partial saves and draft submissions

• Form abandonment tracking

Edit and Modification Actions

• Field value changes

• Form data updates

• Administrative modifications

• Bulk data changes

Sign-Off Actions

• Approval submissions

• Rejection notifications

• Sign-off completions

• Workflow progression steps

Assignment Actions

• Form assignments to users

• Workflow implementations

• Query-based auto-assignments

• Manual assignment changes

UK Apprenticeship Compliance

Overview

Open eLMS provides specialized support for UK Apprenticeship providers through integrated Individualised Learner Record (ILR) functionality. Forms can be configured to capture and manage all required ILR data fields, ensuring compliance with Education and Skills Funding Agency (ESFA) requirements while streamlining the apprenticeship management process.

Available ILR Fields

Open eLMS includes comprehensive ILR field mapping:

Learner Information

• Unique Learner Number (ULN): 10-digit unique identifier

• Learner Reference Number: Internal provider reference

• Family Name/Given Names: Full learner identification

• Date of Birth: For age calculations and funding rules

• Sex: Male/Female classification

• Ethnicity: 31 ethnicity categories as per ILR specification

• LLDD Health Problem: Learning difficulty or disability assessment

Programme Data

• Learning Aim Reference: Links to specific apprenticeship standards

• Learning Aim Title: Full qualification name

• Learning Start Date: When learning commenced

• Learning Planned End Date: Expected completion date

• Learning Actual End Date: When learning was completed

• Completion Status: In learning, completed, withdrawn

• Outcome: Achievement grades and final results

• Source of Funding: Levy, non-levy, co-investment, loans

Employment Information

• Employment Status: Employed, unemployed, not seeking, not known

• Employment Status Monitoring: Additional employment data

• Employer Identifier: UKPRN or company registration numbers

• Small Employer: Indication for funding calculations

• Employment Outcome: Post-completion employment status

Learning Support

• Learning Support Cost: Financial support provided

• Learning Difficulty Assessment: Support needs evaluation

• Reasonable Adjustment Flag: Accessibility accommodations

Configuring ILR-Compliant Forms

Step 1: Map Required Fields

1. Identify ILR requirements for your apprenticeship standard

2. Create custom fields that correspond to ILR data elements

3. Use appropriate field types:

   • Date fields: For start dates, end dates, birth dates

   • Dropdown fields: For standardized codes (ethnicity, employment status)

   • Number fields: For ULN, costs, hours

   • Text fields: For names, references, free text

Step 2: Configure Field Validation

1. Set mandatory flags for required ILR fields

2. Configure dropdown options using ESFA-approved codes

3. Set date ranges to prevent invalid dates

4. Add help text explaining ILR requirements

Step 3: Set Permissions

Configure role-based access:

• Assessors: Can update progress and outcomes

• Data managers: Can edit learner and programme data

• Employers: Limited access to employment-related fields

• Learners: View-only access to their own data

Common ILR Form Types

Apprentice Enrollment Form

Essential fields for new apprentice registration:

• ULN validation and capture

• Personal details (name, DOB, ethnicity)

• Learning aim and programme details

• Employment status and employer information

• Prior attainment levels

• Learning support requirements

Progress Review Forms

Regular assessment forms including:

• Learning progress against milestones

• Skills development tracking

• Employment status updates

• Additional support needs

• Planned vs actual progress

• Evidence links and portfolios

Completion and Achievement Forms

Final assessment capturing:

• Actual end dates

• Final outcomes and grades

• Employment outcomes post-completion

• Certification details

• Destination data

Troubleshooting

Common Issues and Solutions

Forms Not Appearing for Learners

• Cause: Assignment processing delay

• Solution: Wait 5-10 minutes after assignment

• Check: Verify user is in correct department/group

Sign-Off Emails Going to Wrong Recipients

Issue: Weekly reminder emails sent to users who already signed off

Current Known Issue: System may send reminders to managers who completed their sign-off when form is actually awaiting learner signature.

Workaround:

• Manually check form status before acting on reminder emails

• Contact support if issue persists

Form Data Not Saving

• Check: All mandatory fields are completed

• Verify: User has appropriate permissions

• Try: Refresh browser and retry

• Contact: Support if data continues to be lost

Assignment Issues

• Verify: User has correct role permissions

• Check: Department/group membership is accurate

• Confirm: Form settings allow assignment to user type

Getting Help

For technical issues:

1. Check this guide for solutions

2. Contact your system administrator

3. Submit support ticket via the Open eLMS help system

4. Email support@openelms.com for urgent issues

Best Practices

Form Design

1. Keep forms focused: One purpose per form

2. Use clear field names: Avoid technical jargon

3. Group related fields: Use headers for organization

4. Make instructions clear: Include help text where needed

5. Test thoroughly: Verify all permissions and workflows

Assignment Strategy

1. Use workflows: Instead of individual forms when possible

2. Leverage queries: For automatic assignment based on criteria

3. Plan timing: Consider workload when assigning multiple forms

4. Communicate clearly: Inform users about new form requirements

Sign-Off Management

1. Set clear expectations: Define approval timelines

2. Monitor regularly: Check for bottlenecks in approval process

3. Provide training: Ensure approvers understand their responsibilities

4. Document processes: Maintain clear procedures for complex workflows

Data Management

1. Regular exports: Backup form data periodically

2. Archive old forms: Remove outdated forms from active use

3. Monitor usage: Track which forms are being used effectively

4. Review permissions: Regularly audit who can access what data

UK Apprenticeship Compliance

1. Map to ILR requirements: Ensure all mandatory ILR fields are captured

2. Use standardized codes: Apply ESFA-approved values for dropdown fields

3. Regular ILR exports: Schedule monthly exports for funding claims

4. Data validation: Implement checks to ensure ILR data quality

5. Audit compliance: Regular reviews to ensure forms meet current ILR specifications

6. Training provider oversight: Ensure assessors understand ILR implications of form data

Security Considerations

1. Limit access: Only grant necessary permissions

2. Use confidential flags: For sensitive information

3. Regular audits: Review who has access to confidential forms

4. Training: Ensure users understand data protection requirements

Conclusion

Open eLMS Forms provides a flexible and powerful system for data collection, assessment, and workflow management. By following this guide and implementing the recommended best practices, you can create efficient, secure, and user-friendly form processes that support your organization's learning and development goals.

For additional support or advanced configuration requirements, contact your Open eLMS administrator or the support team