Approving Dynamic Forms

Dynamic Forms Approval Overview

Dynamic Forms are often used as to help with the completion of ECHs. ECHs are used to document information obtained during inspections and serve as permanent records of inspection results.

To ensure that information in an ECH cannot be changed after it has been completed, Dynamic Forms come with approval and versioning tools to help preserve the integrity of inspection data.

When approving, deactivating and creating new versions of Dynamic Forms, there are a number of issues you should keep in mind:

• When a Dynamic Form is retired or deactivated, it will no longer be available for use in newly-created ECHS. However:

  • The Dynamic Form and any completed forms will be permanently retained in IMS.

  • The Dynamic Form will not be available for use on new ECHs.

  • Any Form being used to complete an ECH in progress will remain available for use on that ECH.

Note

To learn more about Equipment Condition Histories, see: ECH - Overview.

Approving Dynamic Forms

When you have created your new Dynamic Form and added all desired Stages, Sections and Data Fields, specified the Conditions under which it should be available for use, (and added any logic if desired), you can Approve your Form. 

To Approve your Form:

• Click on the Versions and approval tab.

• Click Approve.

A Form can be in the following statuses:

1. Working draft

2. Approved and in use

3. New iteration

4. Legacy

5. Legacy/Obsolete

New Forms always start with the status "Working draft" and can be edited and modified. Once you are ready to use your Form, Approve it. The Form cannot be modified or edited once it is approved, to preserve data integrity. If a change is needed you will need to Revert to draft. A Form can only be reverted to draft while there is no Condition History, using it, that is in FINAL APPROVAL status.

When the Approved Form is already in use, and changes are needed, it is advised to create a new version of the Form. A duplicate of the Form will be created with the status "New iteration". It can then be modified and edited. Once the new iteration is approved, the previous version will be given the status "Legacy" and it will not be possible to change it any more. If you do not want to use your Form any more, you can Retire to legacy/obsolete and the Form will be given the status "Legacy/Obsolete".

Deactivating Dynamic Forms

Deactivating a Dynamic Form allows you to maintain its status as Approved and in Use, but to prevent that Dynamic Form from being used to create new ECHs. To Deactivate a Dynamic Form:

• Open the Dynamic Form in the Wizard.

• Select the Versions and Approval tab.

• Click Deactivate on the Approval panel.

The Dynamic Form will no longer be presented as an option when completing a new ECH; however, the form will remain active for any in-progress ECHs.

Reactivating a Dynamic Form

To reactivate a Dynamic Form:

• Open the Dynamic Form in the Wizard.

• Select the Versions and Approval tab.

• Click Activate on the Approval panel.