WS Forms for Automations

Process Approval

Each step of the form development process must follow a formal review and approval process. The approval process varies for each step, but all generally include the following people:

1. Direct Supervisor of the person creating the form

2. Automations Manager

3. Director of Technology

4. Director of Marketing

Note that in order to avoid confusion with changes requested by each person, we should not request a review from multiple people at the same time. Instead, wait for the previous person to approve before sending it to the next person in the approval chain.

1. Scope

The project scope is defined and owned by the software team.

All forms will be scoped in specific detail in the Hawk team shared drive. The scoping document will include the following:

• Form Name: The name of the form as it will appear in the WS Forms interface.

• Form Description: A brief description of the form's purpose.

• Timeline: The expected timeline for the form's development up until Final Draft.

• Form Questions: A detailed list of all questions that will be included in the form, including any conditional logic.

• Automations: A description of the automations that will be related to the form, including any triggers or actions that will be taken based on the form responses.

Before moving on to the rough draft, the scope must be approved by the following people, in this order:

1. Automations Manager

2. Direct Supervisor of the person creating the form

3. Director of Technology

After approval is gained from the above, the form creator can request approval from the Director of Marketing, and begin work on the rough draft of the form. The director of marketing should review the scope within 1-2 weeks. However, the for creator can begin work on the rough draft before this review is complete.

2. Rough Draft

The rough draft is built and owned by the software team.

The Rough Draft of a form will include:

• all questions and conditional logic as outlined in the scoping document

• placeholder or final images for any images that will be used in the form

The rough draft does not need to be polished or fully styled. It should be fully functional as a form, but it is not necessary to include any automations at this stage.

Before moving on to the final draft, the rough draft must be approved by the following people, in this order:

1. Direct Supervisor of the person creating the form

2. Automations Manager

3. Director of Technology

The Director of Marketing does not need to review the rough draft.

3. Final Draft

The final draft is built and owned by the software team.

The final draft of a form is developed in response to commentary from the rough draft. It will include:

• all finalized fields and conditional logic

• any necessary automations (and includes testing them fully)

• correct/final styling

• any images that the software team has created for the form, and meaningful placeholders for any icons that will be added later by the marketing team

The final draft may not be reviewed or approved by anyone until the scope has been approved by the Director of Marketing. This is to ensure that the form aligns with marketing standards and expectations.

The final draft must be approved by the following people, in this order:

1. Direct Supervisor of the person creating the form

2. Automations Manager

3. Director of Technology

4. Director of Marketing

After the final draft is approved by the Director of Technology, the software team's role is considered tentatively complete. The Director of Marketing will then take responsibility for image review and final publishing of the form.

4. Image Review and Publishing

Image review and publishing is the responsibility of the marketing team. However, the marketing team may request changes from the software team if necessary, including generation of new CAD renderings or adjustments to existing CAD renderings.

After the Final Draft of the form has been approved, the images used in the form will be reviewed by the marketing team. The marketing team reserves the right to change or replace any images used in the form to ensure they meet branding and quality standards.

The only person allowed to publish final forms is the Director of Marketing.

Image Creation

The software team is responsible for generating any CAD rendered images necessary for forms. All CAD rendered images will be stored in the appropriate subfolder of the Engineering folder on the server (Y:\Engineering\02 Product Design\[product]\03 Pics).

The Marketing team is responsible for creating any icons or other necessary images for forms. They are also responsible for annotating and overlaying any CAD rendered images that are used in forms.

Image Optimization

Image optimization is detailed in this document from marketing. Please follow all of these guidelines when creating images for uploading to our websites.

Image Uploads

Images can be uploaded following the instructions in this video. Please follow these instructions carefully.

Image uploads made by our team should be placed in the "Automations Form Images" folder to keep them organized. This allows marketing to replace images in the future without having to search through multiple folders.