Instructions for Forms - How do people know what to mark and fill in?

G

Greg B

#11
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
 

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M

mshell

#12
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:
 

CarolX

Super Moderator
Super Moderator
#13
back to the question

dbulak said:
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
 
G

Greg B

#14
mshell said:
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
 
M

mitsu11

#15
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?
 

The Taz!

Quite Involved in Discussions
#16
mitsu11 said:
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
 
M

mshell

#17
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.
 

Wes Bucey

Quite Involved in Discussions
#18
mitsu11 said:
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
mitsu11 said:
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.
 
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