Form Template Management Best Practices

The Youreka Form Template Object is at the center of many of the operations that Youreka is utilized for. Thus, we at Youreka wanted to give our customers valuable insights on how to manage the Object effectively. From custom Template versioning controls to Object field and Page Layout configuration/development, this resource aims to provide our user base with a summary on how to start thinking about how you manage this object. Below we will focus on these main areas of Form Template Management

Form Template Versioning

Having a Form Template versioning plan in place ensures that updates to Form Templates do not disrupt existing workflows or compromise data integrity. It will also help guarantee that the right Form is always created for the right purpose

Key Considerations

1. 1. Why Versioning Is Necessary: Direct modification of in-use Templates is restricted to preserve the integrity of existing Forms and their related data structures. In order to release new Templates for Form creation and use those, a versioning strategy should be in place.
      
      
   2. When to Version: Create new versions when structural changes (e.g., adding/removing questions, images or content) are needed.
      
      
   3. How to Version: Use cloning tools and manual methods or Salesforce automation for creating new versions and deactivating legacy Form Templates.

Recommended Solutions

1. 1. Cloning Form Templates:
      • Use the "Edit" feature and select "Yes, Copy for a New Version" to clone a Template. This creates a new version with a unique identifier.
      • Leverage Youreka's Template Versioning Accelerator for consistent naming conventions (e.g., "Safety Inspection 2023 V.2").
        
        
   2. Automating Versioning:
      • Build Salesforce Flows to automate the transition of a Template to "In Use" and deactivate older versions.
      • Assign the latest version ID dynamically for use in Form creation processes, by storing it somewhere you automation can access (such as a custom object or in custom metadata types).
        
        
   3. Managing Legacy Forms:
      • Establish policies for handling unsubmitted Forms from older versions. For example, set a time limit for forcing Form submission (using automation) or delete them.

Best Practices for Form Creation Using Template IDs

Form creation relies on valid Form Template IDs to generate Forms with up to date Questions and structure.

Key Considerations

1. 1. Ensure that only "Published" Templates are used in Form creation processes.
   2. Maintain dynamic references to the most recent Template ID for consistent Form generation (Using custom objects or custom metadata types as an example).

Recommended Solutions

1. Streamlining Template ID Access:
   • Create a central repository (e.g., a "Form Template Family" object) to store the latest Template IDs.
   • Update Form creation methods (manual or automated) to reference this repository dynamically.
     
     
2. Automating Form Creation:
   • Use record-triggered Flows/Apex to automatically pull the latest Template ID during Form creation.
   • Implement batch processes for large-scale Form creation to avoid manual errors.
     
     
3. Managing Deprecated Templates:
   • Deactivate outdated Templates to ensure only valid Forms are created.

Configuring the Form Template Object

Customize the Form Template Object's interface and settings to meet the specific needs of different user groups (Template Builders vs Admins and QA users).

Key Considerations

1. 1. User Needs: Determine what inFormation and functionality each user group requires (e.g., Template Builders vs. Admins).
   2. Permissions and Access: Ensure users only access relevant records and fields.

Recommended Solutions

1. Tailoring Interfaces:
   • Create custom Lightning Pages for different roles and assign accordingly (i.e. Template Builders need access to these functions whereas Admins need access to these)
     
     
2. Setting Permissions:
   • Use custom permission sets to grant granular access to Template records, fields, and actions.
   • Restrict access to publishing or editing Templates to designated roles.
     
     
3. Enabling Collaboration:
   • Integrate tools like Slack or Salesforce Chatter for seamless communication among Template Builders.
   • Set up automated notifications for Template updates or approvals.

Publishing and Approval Processes

Structured publishing and approval workflows ensure quality control and accountability in Template management.

Key Considerations

1. 1. Approval Requirements: Decide if Templates need Formal approval before publishing.
   2. Automation vs. Manual Processes: Balance efficiency and oversight by integrating automated tools with manual reviews.

Recommended Solutions

1. Building Approval Workflows:
   • Create Salesforce Flows to route Templates through an approval process. Use decision nodes to handle approvals and rejections dynamically.
   • Add validation rules to enforce approval before Templates are published.
     
     
2. Establishing Roles and Responsibilities:
   • Designate approvers and publishers with the necessary permissions.
   • Use VisualForce pages or Lightning components to display review statuses.
     
     
3. Enforcing Publishing Standards:
   • Use automation to set Template statuses (e.g., "Drafting," "In Use," or "Inactive") based on predefined triggers (i.e. when a new template of a particular family of Templates is published, deactivate older versions so Forms can no longer be created from them in error).
   • Notify relevant stakeholders upon publishing decisions.

Additional Considerations

• Training and Documentation: Provide clear guidelines and training materials for Template Builders and Administrators (use the enlighten academy for a full feature guide walk through).
  
  
• Monitoring and Optimization: Regularly review Form usage and Template configurations to identify areas for improvement.
  
  
• Integrations: Explore integrations with tools like Slack or third-party apps for enhanced collaboration and notification workflows.

The following PDF is an expanded look at how to accomplish the above. It includes real world examples implemented by organizations that have successfully implemented Youreka. We encourage you to download this resource and try out some of the suggestions in a Sandbox

Youreka Form Template Management Best Practices