Managing Tasks with Forms

Managing tasks with forms can be an effective way for teams to streamline workflows, enhance collaboration, and track submissions from both internal teams and external customers. Here’s how teams can leverage forms to manage tasks seamlessly:

5.4.2.1 Form Templates

1. Creation of Templates : Users can design and store standardized form templates for recurring tasks, such as leave requests, feedback collection, progress updates, incident reports, or request submissions. These templates can be reused as needed.
2. Customizable Fields: : Fields can be customized to capture all necessary data for different tasks. For example, you can include text boxes, dropdown menus, checkboxes, and file upload sections, depending on the nature of the task.
3. Predefined Workflows: When reused, forms can automatically trigger predefined workflows. For example, once a form is submitted, it can assign tasks to specific team members, send notifications, or move the task to the next stage.

Figure 5 7: Sample Form Template (Source: Vabro)

Figure 5-7 above shows Vabro's Leave Management dashboard with HR and Finance forms, submission details, and actions like Submit and Reports.

5.4.2.2 Task Management and Team Collaboration

1. Assigning Tasks : Once a form is submitted, it is added to the Kanban Board as a task and can be assigned to relevant team members or departments for follow-up. Task owners are notified, and form responses are stored for quick reference.
2. Real-Time Updates: Team members can update task statuses in real time. Comments, feedback, and progress updates can be shared with the team, ensuring everyone stays on the same page.
3. Collaborative Communication: Team members can communicate within the task interface using comments or a discussion board. They can also set reminders and prioritize tasks as needed.

Figure 5.8: Kanban Board for Leave Management (Source: Vabro)

Figure 5-8 above shows Vabro's Kanban Board for Leave Management, displaying tasks in columns: Submitted, Rejected, Under Review, Approved, and Rejected.

Figure 5.9: Sample Leave Request Form (Source: Vabro)

Figure 5-9 above shows a Leave Request Form in Vabro for John Smith, detailing team, assignee, status, board details, and approval options.

5.4.2.3 Communication with the Form Submitter

1. Automated Acknowledgment : After a form is submitted, an automated response can be sent to the submitter to acknowledge receipt and outline any next steps.
2. Custom Responses : If the form requires follow-up or clarification, forms can enable direct communication with the submitter via email, chat, or notifications. Custom responses can be created based on the nature of the request.
3. Feedback Loops : : If a task or request requires additional information or clarification, team members can request more details from the submitter. For example, an automated clarification email or chat message can be sent to the submitter.

Figure 5.10: Form Template Selection for Leave Response (Source: Vabro)

Figure 5-10 shows Vabro's "Apply Leave" form with employee details, supporting documents, and a template selection for leave response messages.

5.4.2.4 AI-Generated Responses

1. Automating Initial Replies : AI can generate initial responses based on the content of submitted forms. For example, it can automatically confirm submissions, provide estimated timelines, or suggest potential solutions based on keywords or past form data.
2. Smart Suggestions : When submitters include specific keywords or phrases in their forms, AI can suggest possible resolutions, answers, or resources before human intervention is needed. This reduces response times and enhances customer satisfaction.

Follow-Up Automation: AI can trigger follow-up messages based on specific timelines or conditions. For instance, if a form requires action within 24 hours, AI can send a reminder or escalate the task to management if it remains incomplete.

Figure 5.11: Form Interface with Response Templates (Source: Vabro)

Figure 5-11 above shows Vabro's Forms interface with response templates, sample questions from Vabro Genie AI, and options to insert, edit, or delete templates.