Our auditor mentioned that it was ok to use a blank form (nothing filled out) as an example for others to use when filling out the form. I have always used a form and a list of the areas on the form that are to be filled out. Anyone have thoughts on this?

Our auditor mentioned that it was ok to use a blank form (nothing filled out) as an example for others to use when filling out the form. I have always used a form and a list of the areas on the form that are to be filled out. Anyone have thoughts on this?

I most respectfully ask, HUH?

How can a blank form be an example of how to complete it? I can see filling out a form (the way you WANT it completed) with fictional or factual information as an example; then you could downsize it on a work instruction or make it an attachment. I have also seen circled numbers in each field that correspond to an instructional sheet (your "list of areas"?).

Perhaps you could give us more specific information?

IMO you should create the form in Microsoft Word making it interactive and add help text to each field (WI inside of form). I am attaching an example.

If you can not see the help text located at the bottom of the screen, save the file and password protect it for forms, tab from field to filed and you should see instructions at the bottom of the window.

mshell

IMO you should create the form in Microsoft Word making it interactive and add help text to each field (WI inside of form). I am attaching an example.

If you can not see the help text located at the bottom of the screen, save the file and password protect it for forms, tab from field to filed and you should see instructions at the bottom of the window.

mshell


mshell:

Excuse my ignorance, but could you PLEASE tell me how you get the gray "forms boxes" into a Word doc? We will be moving many forms online soon, and it would sure be great if I could get them to work like that right out of the box.

THANKS!!

Craig

mshell,

Great additional thought (I'd forgotten about that)!

Craig,

Under "View" you have to open up the "forms" tool bar; there, the icon 'AB|' provides the grey box. It can be grey or transparent by toggling the icon ['a' with shading in the background]

Craig,

When you open word, you should have a forms toolbar. If not, click view, toolbars and select forms. You can then insert the various interactive features. Also, if you right click and choose properties, you can insert the text for the drop down boxes and add help text. Remember to password protect the document for forms or the fields won't work.

Let me know if you need more information.

mshell :bigwave:

mshell:

Excuse my ignorance, but could you PLEASE tell me how you get the gray "forms boxes" into a Word doc? We will be moving many forms online soon, and it would sure be great if I could get them to work like that right out of the box.

THANKS!!

Craig

See attached. I hope it isn't too technical. Make sure when you do yours, you go to "view" and check "forms". Have fun. Meow or bowwow? :vfunny: Click your over the box and watch the magic! :bonk:

Craig,

When you open word, you should have a forms toolbar. If not, click view, toolbars and select forms. You can then insert the various interactive features. Also, if you right click and choose properties, you can insert the text for the drop down boxes and add help text. Remember to password protect the document for forms or the fields won't work.

Let me know if you need more information.

mshell :bigwave:

Rob, mshell, energy:

THANKS!! I don't know how I didn't see those, but I don't use the Toolbar option in Views very often. I have tried it just now, and it looks easy.

Thanks again. This is going to save me lots of work and frustration.

:thanx:


Craig

Craig,

Good luck. It is easy after you create a few. Don't forget to use the help text feature as it will save you and your co-workers a lot of time and eliminate some confusion (they will know exactly what information is required). I have also used it to eliminate some work instructions.


Also, if you need any help just let me know.

mshell

COOL
I learned how to add "notes" to excel cells recently (although at the moment I don't remeber), but I've never tried making a form in WORD... HMMM...
Of course I've added Adobe's Acrobat to our budget's wish list, and I know they have forms options built into the program...

Hi Guys,

I too have stumbled onto the excellent WORD form tool. We use it for almost all of our forms especially for things such as Leave, CAPA, Suggestion forms etc. Here is one I prepared earlier. It is very basic and as yet does not have drop down menus for Departments and Crews etc.

Michelle (mshell) when you say password protect do you mean 'Protect' (use the lock key on the forms tool bar)?

The beauty of these type of forms is that people can take them from the intranet fill them in online and email them or file them electronically. It also gets rid of the 'Doctor' type script that some people write down and it takes you several days to decipher. :confused:
I have some better samples at work and if I remeber, tomorrow, I'll post them here.

Greg B

Greg,

I always select tools, protect document from the dropdown menu then click the forms radio button. I also use a password (the same one for every document) so that the protection can not be removed. If you click the lock key, you do not have the option of protection for forms and the protection can be removed by simply clicking the lock button thus allowing for the users of the form to change the contents.

I hope this helps.

:bigwave:

Our auditor mentioned that it was ok to use a blank form (nothing filled out) as an example for others to use when filling out the form. I have always used a form and a list of the areas on the form that are to be filled out. Anyone have thoughts on this?
Use whatever works for you. I have done this both ways. Bottom line...whatever works for teaching people how to use it IS the best method.

Great tips on the use of the grey out function in Word. Works in Excel also. I have used this for many type of applications.

CarolX

Greg,

I always select tools, protect document from the dropdown menu then click the forms radio button. I also use a password (the same one for every document) so that the protection can not be removed. If you click the lock key, you do not have the option of protection for forms and the protection can be removed by simply clicking the lock button thus allowing for the users of the form to change the contents.

I hope this helps.

:bigwave:

Michelle,

Thanks for the tips

Greg B

I have a related question. I am currently reading a book on document control and configuration management. I have already found a few areas in which this guy doesn't know what he is talking about, but I have heard this tidbit elsewhere. Must each form have an accompanying instruction for completing it? I understand the need to have a procedure or work instruction which creates the need for the form. However, in my opinion, a well-designed form should require little or no instruction. Of course, there are exceptions, but I do not agree with this "rule". Opinions?

I have a related question. I am currently reading a book on document control and configuration management. I have already found a few areas in which this guy doesn't know what he is talking about, but I have heard this tidbit elsewhere. Must each form have an accompanying instruction for completing it? I understand the need to have a procedure or work instruction which creates the need for the form. However, in my opinion, a well-designed form should require little or no instruction. Of course, there are exceptions, but I do not agree with this "rule". Opinions?
Let me ask you this question. . . when you last registered a vehicle. . . or renewed a registration. . . what work instruction were you given?? The instructions were on the form. . .

The best type of form is a self-instructing form. . . if you have to, put a flow chart on the back-side for complex operations that require interfacing with other processes (Non-conforming material control for an example)

This is probably the most efficient method I have seen so far. . . You don't have to look for another document. . . though your tax return (US) comes with a booklet (Basically explaining laws, rules, and calculations, etc.), the basic instructions for how to fill it out or calculate is on the form. . . JMHO

If you are using electronic forms with fill in fields, you can add help text (micorsoft word/access). The text will appear at the bottom of the form and guide the users through proper completion.

You can also color code the forms to help the users understand what sections are to be completed by whom. I would not add instructions to or create instructions for every form as some are self explanatory.

I have a related question. I am currently reading a book on document control and configuration management. I have already found a few areas in which this guy doesn't know what he is talking about, but I have heard this tidbit elsewhere. Must each form have an accompanying instruction for completing it? I understand the need to have a procedure or work instruction which creates the need for the form. However, in my opinion, a well-designed form should require little or no instruction. Of course, there are exceptions, but I do not agree with this "rule". Opinions?Pretty straightforward answers - follow "mistake proofing" concepts when designing a form. Always ask yourself, "How can someone screw this up? What can I do to eliminate or reduce that possibility?"

I have a related question - Please expand on what you mean by
a book on document control and configuration management. I have already found a few areas in which this guy doesn't know what he is talking about, Document Control and Configuration Management are special concerns to me. Let's explore where you think the author of the subject book has gone astray. Perhaps a new thread here in the Documentation and Forms Forum?
(I don't want to split this series off from the original thread.) Don't be afraid to name the book and author.