Working with Employee Forms: Publishing/Unpublishing Employee Forms

The "Submission Status" column of the list of Employee Forms tells you whether the form has been published or not. To publish a form, you must open it by clicking on the button.

Once the Employee Form is open, three new tabs appear:

Form publishing controls appear on the "Modify Form" screen near the bottom:

The publishing parameters include "publish-to" parameters (which staff members will receive the form), "publish-when" information (now or at a specified later date), and whether or not to "auto-publish" (automatically publish to newly qualifying staff members).

To publish the form, do the following:

• Fill in all of the relevant parameters.  Not selecting any "publish-to" option will publish the form to all active staff members.
• Go to the bottom of the screen and click the "Save" button (not shown above).
• Click the "Publish Now" button to publish the form.(see below).

Form "Publish-To" Parameters

You can choose to have the form auto-publish to staff members from a selection of staff options:

• Staff List - This is a specific static or dynamic list of Staff Members that can be altered - or can automatically pick up new staff members - at any time. . Click there to learn how to create a Staff List.
• Location - This specifies a location (e.g. district building) and will publish the Employee Form to all staff members at the selected location.
• Staff Category  - This specifies a staff Category (selectable on the Demographics screen) and will publish the Employee Form to all staff members assigned to the specified staff Category.
• Eval Category  - This specifies an Evaluation Category (selectable on staff members' NJ Smart Eval screen) and will publish the Employee Form to all staff members assigned to the specified Evaluation Category.

Automatic Form Publishing

Automatic publishing causes the system "Employee Form Auto Publisher" task to run periodically to publish the form to any staff member who newly qualifies to receive it.

If the 'Enable Auto Publishing' checkbox is checked, the form will be automatically published to staff members who newly qualify for the form based on the selected criteria.

Click the blue "i" icon to learn about this:

"Publish When" Information: Delayed Availability

An Employee Form can be fully configured but it's availability to staff members can be delayed to a selected date:

If a future date is selected in the "Do not publish or make available for use until" field, the Employee Form is not made available to the receiving staff members until that date.

Publish Form

To publish the form, select the recipient parameters, then click the  button.  This brings up the following confirmation dialogue:

Click OK to proceed and publish the for with all specified parameters.

Once publishing is complete, an information dialogue lets you know how many staff members the form was published to:

The Form's Publish screen

The Publish screen has publish/republish and delete controls for published forms:

It specifies how many staff members currently have the form ("This form is currently published to 350 staff members").   It also contains 2 or 3 controls:

•  -This will publish or republish the form:  it makes the form available to all staff members who qualify for the form but do not yet have it.
•  - This button only appears once the form has been published.  Clicking it "unpublishes" the form and removes it from all staff members who received it in the specified school year.
• - This has nothing to do with publishing. If the Form is being routed for approvals, clicking this button will update the Approvers and route the Forms accordingly. This is used if Approvers have been replaced (someone left the district, someone new assumed approval responsibility, etc.).