Configure Smart Forms

Learn how to set up Smart Forms, allowing you to extract insights about the performance of your Contracts and Vendors in Gatekeeper.

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Sections in this article:

• Introduction
• Smart Forms Reporting
  • Contract and Vendor Smart Form Tabs
  • Smart Form vs Group-by-Group Score
  • Display Scores in the Repository List View
  • Workflow Score
• Configure Smart Forms
  • Part 1 - Create a Smart Form
  • RAG Thresholds
  • Part 2 - Select Which Groups and Fields are Scored
  • Part 3 - Assign Weightings
  • Part 4 - Assign Scores
• Using Smart Forms
•  FAQs

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Introduction

Smart Forms allow you to assign Scores and Weights to your custom fields. This means that when internal or external users complete these fields, their responses are automatically assessed based on your predefined criteria. The system then calculates a Summary Score by applying weights to different responses.

This allows you to benchmark performance and compliance of your Vendors/Contracts over time, and compare Vendors/Contracts in your Gatekeeper repository.

Once configured, data in Smart Forms can be populated directly in the Repository, via API, or by users within Workflows.

This article walks through how to configure and use Smart Forms to get the most reliable insights from your data and processes.

See the video demonstration below to learn how to embed Smart Forms into Workflow Forms. This is the recommended method, as you can automate their initial completion as well schedule re-assessments in structured and collaborative processes.

Smart Forms Reporting

Contract and Vendor Smart Form Tabs

When data has been populated in a Smart Form's scored fields, they will be visible within the Contract/Vendor record. You can view these by opening the record and clicking the Smart Forms tab:

A record of all previous scores associated with a record is available at the bottom of the Smart Form.

Click View Details to see the metrics associated with the previous scores.

Smart Form vs Group-by-Group Score

Within a Smart Form, the Score Summary and Historical Timeline scores will provide values of the whole form.

Additionally, your custom fields can be organised in groups. This means that each group has its own Group Score, which is calculated separately based on the fields within that group.

Display Scores in the Repository List View

Once a Smart Form has been created, you can configure your columns to include the Score Summary for that Smart Form in your Repository view. This will allow you to compare Scores from multiple records' Smart Forms in a single view:

 

It's recommend to store these in a Saved View so you can easily revisit them later.

Workflow Score

If any of the contract/vendor records linked to a Workflow Card have a Smart Form, Scores will be displayed in the Sidebar tab:

• Current Score - the Score which has been published within the vendor/contract record.
•  In Progress Score - the Score calculated based on input provided during the current Workflow.

Click on this to navigate to the Smart Form within the specific record:

Configure Smart Forms

The following sections outline how to create a Smart Form, and how to configure the specific Scores and Weights required to begin assessing and benchmarking your data.

Part 1 - Create a Smart Form

Create a Smart Form From Scratch

1. From the navigation menu, expand Settings then click Configuration.
2. Click Custom Data.
3. Click Add, then select Smart Form.
4. Enter a Title and select which record type it is allocated to.
5. Select the Layout. Note: Sidebar navigation is recommended when grouping a large amount of custom data groups together in one Smart Form.
6. Set the RAG Thresholds.
7. Click Save to create the new form.

Once you have created the Smart Form, you then need to add Custom Groups to organise the data, followed by the Custom Fields to be scored. This is the same process for creating custom fields outside of a Smart Form.

For guidance on how do do this, refer to:

📖 Configuring Custom Data: Creating Custom Groups

📖 Configuring Custom Data: Creating Custom Fields

Convert an Existing Custom Tab to a Smart Form

If you have a Custom Tab where you've already collected data, you can convert it to a Smart Form to enable scoring for your existing data. To do this:

1. From the navigation menu, expand Settings then click Configuration.
2. Click Custom Data, then click the Custom Tabs tab.
3. Expand the 3 dots on the relevant Custom Tab, then select Convert to Smart Form.
4. Set the RAG Thresholds.
5. Click Save to complete the conversion.

RAG Thresholds

RAG (Red-Amber-Green) thresholds determine how Smart Form data appears in Contract/Vendor tabs based on the values you enter:

• Red – Scores below the Amber from threshold.
• Amber – Scores between the Amber from and Green from thresholds.
• Green – Scores above the Green from threshold.

Part 2 - Select Which Groups and Fields are Scored

Not all groups or fields in a Smart Form need to contribute to the total Score, some sections may serve only as context and supporting information. Therefore, you must decide which parts of your Smart Form are Scored. To do this:

1. Within the Smart Form, click Configure Weights.
2. For Groups which should contribute to the overall Score, select the Scored checkbox.
3. Expand your scored Groups, then select the Scored checkbox for all the Fields which should contribute towards the score for that Group.

Part 3 - Assign Weightings

Next, you can define the importance of each Group and Field in calculating the overall Smart Form Score using weightings.

1. To enter the weight for a field/group, enter a value (between 1-100) on each row.
2. When you have entered all weightings, click Save.

Part 4 - Assign Scores

For Yes/No or Dropdown field types, you can assign what score will be given based on user input.

For example, if a  a Dropdown field asks How would you rate the supplier’s performance?, scores could be assigned as:

• Excellent = 100%
• Good = 75%
• Average = 50%
• Poor = 25%
• Unacceptable = 0%

1. Expand the scored field to display the available options (e.g. Yes, No, N/A).
2. For each of the values which should be a score-able answer, select the Scored checkbox.
3. Enter a score out of 100 for each value and once finished, click Save.

Using Smart Forms

Smart Forms can be populated in multiple ways:

• Direct Entry - Adding data directly to a Contract or Vendor record.
• Bulk Import - Updating multiple records at once.
• API/Integrations - Syncing data from external systems.
• Workflow Forms - Embedding Smart Forms into a workflow process. This requires some further configuration steps, see Use Smart Forms in Workflows for further details.

The most effective way to use Smart Forms is by embedding them in Workflow Forms, offering structured processes, automation, and customisation. 

FAQs and Technical Aspects 👨‍💻

Q: What if I add new options to a dropdown list after assigning the scores?

A: These would be added to the Smart Form by default as un-scored options.

After adding the new option, return to the Configure Weights view, then select the Scored checkbox and assign the value:

Q: What if a user selects a dropdown field value which is not scored?

A: If a non-scored value  is selected, Gatekeeper will disregard the field from the scoring calculation and automatically redistribute the weighting assigned to the current field to the remaining fields from the Custom Group.

 

Q: What if a scored dependent field is hidden while a Smart Form is being completed?

A: If a scored field is hidden based on the value entered in another field, Gatekeeper will disregard the hidden field and automatically redistribute the weighting assigned to the hidden field to the remaining fields from the Custom Group.

 

Q: What if scores are amended/populated more than once during a single assessment?

A: Gatekeeper will only capture separate "snapshots" of scores if they occur on different days, i.e. The Score History Timeline does not show more than one score from the same date

 

Q: What happens if I embed only one Custom Group from a Smart Form in a Workflow?

A: When the specific Group is updated via that workflow, the Smart Form will recalculate the overall score regardless of how much data is changed.

 

Q: Who can complete a Smart Form ?

Only administrators can create smart forms and configure the weightings/scores. 

Any user can populate Smart Form data as long as they have access to enter data via the Repository, the API or Workflow Forms.

Additional Reading

• Use Smart Forms in Workflows - Learn how to embed smart forms into workflows.
• Configuring Custom Data - Learn about adding Custom Fields to your Gatekeeper data model
• Custom Tabs - Learn about organising your Custom Fields into separate tabs (without Scores)
• Setting up Workflow Forms- Learn about creating Workflow Forms, including how to add Custom fields so that your users can view and interact with the data stored in your repositories.