When creating a form there is an option called "Only usable in workflow" - this option controls how a form can be accessed to be filled in but also can be used to limit visibility of the form completely.
The default option of No means that a form can be used in a workflow but the form can also be accessed via Forms, Reviews and so on - anyone with permission to access the form will be able to add a new instance of the form, edit an existing form and so on.
If you choose the option Yes means this will still allow the form to be used in a workflow but, crucially, whilst the form will appear in the Forms and Reviews modules, no data will be able to be added to it via that route - you would not be able to create a new instance of the form other than by triggering the workflow. You could, however, view and edit existing responses to the form even if they had been created via the workflow.
The final option, Yes - do not show in relevant modules, works in a similar way to Yes with one major difference - the form and its responses will not appear in the relevant form modules. This includes Forms, Performance/Reviews, Performance/Performance improvement, Employee/Reviews, Employee/Forms and Self Service/My reviews.
The form will not appear under any of those modules which means you will not be able to view or edit the responses in the same way as in the other options.
This means that data for forms with this setting enabled will only be able to be accessed via the workflow or via reporting. Further, should you need to edit or delete a response you will need to change this setting for the form temporarily and then change back once completed.
HRWize
Comments