Teleflex Request Form

What do you get when you combine Telework + Telecommute? Teleflex. The form will be used by employees to request working from their home office and/or client site. As the company innovates its in-house processes, this will help eliminate paperwork, and streamline a more efficient way of processing requests.

Project Type

  • Information Architecture
  • User Flow
  • User Interface Design
  • Business Logic
  • User Testing
  • Development & Integration

Role

I was tasked with working with stakeholders to automate the telework/telecommuter form for employees and research a new name.

What’s flowforma?

FlowForma is a content mangement tool that digitizes your processes. The process automates your workflow to maximize time and efficiency of your business. It offers a no-code process to develop, and helps manage content and information. To use it, you will have to be using SharePoint within your organization.

What’s Teleflex?

Teleflex’s definition embraces ‘Tele’ for Transportation and ‘Flex’ for workplace flexibility. The new term became a blanket name for both telecommuter and telework.

Sitemap & User Flow

This project was fairly complex as it required working in SharePoint and using FlowForma’s content management system to create and build the Telecommuter/Telework form. These flow diagrams served as a central tool for me in the development process by which this form would be used by employees and upper management. These flows where created during feedback sessions from stakeholders. These flows include the steps, step conditions, notifications, and the final deliverables.

wireframes and function specifications

Since our forms where already in paperform, the wireframes were created based on existing information, and refined during our weekly review sessions which included prototype reviews, revising the information architecture and user flow of the Teleflex Request form.

Prototypes

The prototypes include the steps and email notifications.

Development Challenges

After receiving approval of the final prototypes, we began building the forms using FlowForma. We needed to prepare each step and condition in a spreadsheet so that the development was linear without missing steps.

One of the challenges in using FlowForma was once you set up a question code, field behavior and added conditions, it had to be done correctly or it could be a non-responsive action once it’s tested. We could turn off certain functions to ensure we built out the business logic, but we didn’t want to have a broken process from the get-go. This spreadsheet was vital to building out the form process.

In FlowForma, it was good that we could use existing question codes from our initial form developments. This allowed us to use the same question code across any form as most had the same process of pulling employee data within SharePoint. Custom question codes were needed depending on the type of form we were building (i.e. – Employee of the Quarter, Performance Reviews, etc).

Its design wizard is a drag and drop style of builder within HTML tables. The issue with this is that tables are not responsive, and force most of the content containers to be on 2/3 columns without a proper base grid. If the design wizard was more flexible (i.e. WordPress or Webflow), the possibilities of building out a proper form design would be endless. Perhaps it’s just a SharePoint limitation to intranet design, but a lot could be achieved with a more enhanced and flexible CMS builder.

User Testing and Integration

Once the form was built in Pre, we needed to test our conditions, permissions, email/form validations. Our checklist included:

  • Unexpected Behaviors: conditions/rules not responding
  • Faulty Permissions: Why isn’t a certain step assigned to the proper personnel?
  • Document template creation: where final docs created?
  • Email notifications: are all parties being notified of form status?
  • Completed forms: was the form signed by all parties?
  • Jira ticket confirmation: Upon completion of said form, where Jira tickets created for HR and Facilities to document?

Testing and getting user feedback would last a few days to find all the bugs to fix and update so we could integrate the final product into our production SharePoint server.