Contribution Campaigns

Users can select an existing Campaign, add a New Folder, or add a New Campaign.

The Campaign interface consists of an Edit page and a Dashboard page. When a user selects an existing campaign or adds a new one, it opens on the Edit page, where they can configure the Campaign. On the Dashboard, users can run and manage the Campaign.

Buttons on the Edit page and on the Dashboard enable users to switch between them.

The Create Forms tab has five areas:

• Reports

• Parameters

• Bursting

• Options

• Test

Reports

In the Report Selection area, add the Contribution template(s), and then select the worksheet(s) that require input from Contributors. You can also set Report configuration options such as Sheet Suppression and Sheet Naming.

Parameters

You can define and configure parameters during the Create Forms process. You can then dynamically create multiple worksheets based on a Parameter definition, and allow parameters to be used in burst sets.

Bursting

Create Burst sets to define worksheets and assign Contacts (optional).

By default, the assigned Contacts are the Contributors. Alternatively, you can assign Contributors later in the process.

When you finish creating burst sets, you can Export them for future Import.

Options

In the Distribution Options area, specify how input forms are to be named. You must include a variable so each bursted form name (File Name) is unique. In the example below, the File Name for the input form has text, the Region variable, and a timestamp variable (AD). To insert a variable value, drag a variable pill into the File Name box, select the pill, and then select appropriate options.

Test

You can test input forms by generating previews and inspecting them:

1. Save Changes.

2. Select Generate Preview.
   A list of input forms appears.

3. Select the Run icon beside one or more input forms.
   If there are no issues, the status changes from Pending to Success. After a moment, one or more Excel file names appear.
   If there are any issues, a Warning link appears. Select the link to diagnose any issues.
   You can download and review Excel files that are generated for this input form. These Excel files are the basis of the Contributor/Approver user interface, but contain more information than participants ever see. Contributors see only the print area of these Excel spreadsheets.

The following example shows the successful results of testing the West input form.

Notification Templates

Notification templates enable Campaign Managers to save and reuse the contents of notifications. A template contains the message body from a notification. You can save new templates or modify existing ones, including default templates. When any template is created or modified, it is available to all Campaign Managers. Change to default templates apply to all new Campaigns regardless of who creates them.

The six default templates are designed to be used for the six default notifications. If you edit and save these default templates, new campaigns will include the modified versions as defaults. If you want to revert one of default notifications to its original version, delete it. Instead of being deleted, it will revert to its original contents.

To create or modify a template:

1. Edit an existing template and select Save Changes.

2. From the menu at the top of the message editor, select Templates > Save Template, and then do one of the following:

   1. If you want to create a template, specify a unique Template name.

   2. If you want to modify a template, select it from the list.
      
      

      

To Load, Rename, or Delete a Template:

1. Select any template from the Notifications list.
   The message editor appears.

2. From the menu at the top of the message editor, select Templates > Load Template.
   The Select a Template pane appears. You can select each template to see a preview.
   
   

   

3. If you want to load a template, select it and then select OK.
   Tip: You can edit the loaded message to customize it for your Campaign before you select Save Changes.

4. If you want to rename a template, select the three-dot menu beside the template name and then select Rename. Type a unique name and then select OK.

5. If you want to delete a template or reset a default template to its original contents, select the three-dot menu beside the template name and then select Delete. Confirm the deletion.

The following is an example of an Export Configuration that exports to a Database Table.

The following is an example of an Export Configuration that exports to a Planning Analytics Cube.

Options Tab

On the Options tab, you can do the following:

• Specify whether submitted input forms require approval.

• Allow or disallow Approvers to modify data on input forms. If selected, Approvers can edit data submitted by Contributors and add cell-level comments.

• Edit messages that are generated when the campaign is Paused or Stopped. The messages appear in the activity log.
  You can also distribute the messages via email. Specify the email address of the sender and the recipient(s). If there are multiple recipients, separate their email addresses by inserting a semi-colon and a space between them. For example, person1@rw.com; person2@rw.com; person3@rw.com.

• Configure options that allow Contributors to export and reimport input forms as Excel files.
  Export/Import options are as follows:

  • Allow for Export/Import of Excel file for Contributors - When selected, Contributors can export input forms as Excel files, edit them, and reimport them back into ReportWORQ Contribution.

  • Hide cells outside a defined Print Area - When selected, exported forms include cells that are within the Print Area only. The Print Area was defined when the Contribution template was created.

  • Restrict editing to input cells only - When selected, Contributors can edit cells that are within the input range only. When not selected, Contributors can edit any cells, but all changes to cells outside of the input range are discarded.

  • Protection password (and lock/unlock visibility) - When set, the sheet(s) and workbooks open password-protected. Any user with access to the password can change the state on the Excel Review tab ribbon. The user will only be able to input data into the specified input ranges no other changes, such as adding columns or rows, can be made. The lock icon hides/shows the password.

The Dashboard displays a list of generated input forms. In the following example, the Campaign is running and participants have engaged with it.

The Dashboard features the following information columns:

• Name - The name of the input form.

• Status - Can be one of the following:

  • Not Started - No data has been saved. The Contributor may have opened the input form to edit it, but has not submitted it and has not selected Close & Return to save their modified data.

  • In Progress - The Contributor has modified data and closed the input form, but has not submitted it. They can open the form again to edit and submit it.

  • Submitted - The Contributor has reviewed the input form, edited data as desired, and submitted the form.

  • Rejected - An Approver has reviewed and rejected the submitted input form. The Contributor must adjust their input and resubmit.

  • Approved - An Approver has reviewed and approved the submitted input form.

A lock icon beside the Status indicates that someone is currently reviewing or editing the input form.

• Modified - Indicates how recently the Status of the input form changed, or how recently the form was Unlocked or Reset.

• Contributor - The name of the person who is assigned to complete and submit the input form.

• Approvers - The name(s) of the person(s) who can approve the completed input form after the Contributor submits it. This column is present only if the Campaign is set to require approvals. Only one approval is required for a given form, regardless of how many Approvers have been assigned to it.

Actions

The buttons in the Action column provide access to the following options:

• Unlock Form - Releases the input form so it can be reopened.

• Reset Form - Deletes all edited data and comments and changes the input form status to Not Started.

• Download Form - Downloads a copy of the form. Downloaded forms are intended for review purposes only, not for data entry.

• View Progress - Opens a view of the input form and the Details pane. You can review current and historical data, and comments made by the Contributor and Approver(s).
  The Workflow tab displays an event record consisting of status changes and associated comments. Select a node on the workflow timeline to view the input form data as it was when the corresponding event occurred.
  
  
  The Form Details tab displays a list of data changes, validation issues, and general comments from the Contributor and Approver(s). It includes entries for all worksheets of the input form. When you select an item in the list, the corresponding data cell on the input form becomes active (green box).
  
  
  You can expand or collapse the list for each worksheet.
  To refresh the list, select a different tab and then select the Form Details tab.

  
  Beside each list item is one of the following icons:
  - The data value is valid.
  - Validation warning - The data value should be reviewed for accuracy, but it does not block form submission or approval.
  - Validation error - The data value is not valid. It must satisfy validation requirements before the form can be submitted or approved.

  
  The Form Details tab shows the number of changes , and indicates the presence of validation warnings or validation errors . If there are both warnings and errors, only the validation error icon is shown.
  
  

  

Update Forms

You can regenerate all input forms to ensure they are current.

Updating Forms regenerates the input forms to show refreshed and recalculated data if the input form has been configured to load data from a supported datasource. The user’s modifications to the form are retained.

Download All Forms

Download All Forms downloads copies of all forms if none or all forms are selected.  If one or some of the forms are selected the Download Selected Form(s) button becomes selectable. The forms are saved to the local Downloads folder as Excel .xlsx files. If multiple forms are downloaded, they are packaged in a .zip file. Downloaded forms are intended for review purposes only, not for data entry.

Notifications are as follows:

• Approver Invitation - sends invitations to all Approvers in the Campaign.

• Approver Reminder - sends reminders to all Approvers who have pending input forms that require approval.

• Contributor Invitation - sends invitations to all Contributors in the Campaign.

• Contributor Reminder - sends reminders to all Contributors who have pending input forms that require submission.

• Custom Message - opens an editor where you can create a custom message and send it to your choice of recipient group(s).
  You can also include input forms that are relevant to recipients, delivered as attached Excel files.
  To insert a variable value, drag a variable pill to where you want to insert the variable, select the pill, and then select appropriate options. When the message is ready, select Send & Close.

Run Exports

To export data, select an Export definition from the Run Export list. You can export data anytime the Campaign is running.

Clear Data

To delete saved data and reset the selected input form(s) to Not Started status, select Clear Data.
Tip: If no input forms are selected, Clear Data applies to all forms.

End the Campaign

The following tasks are typically performed at the end of a Campaign:

1. On the Dashboard page, check the Status of all forms to determine whether the Campaign has gathered all the data you need. You can Send Notifications to prompt participants to finish their work.

2. Stop the Campaign.

3. Export the data (Run Export).

4. Download All Forms, if you might want to view the data recorded on the input forms later, and/or keep an archive of the forms. The forms are downloaded as a zip file in the Downloads folder.

5. Send a Custom Message  (Send Notifications > Custom Message) to All Contributors and All Approvers to let the participants know the campaign is over. If you select the Attach Input Forms option, participants will receive a copy of the forms they submitted or approved.

Workflow for Contributors and Approvers

A ReportWORQ Contribution Campaign solicits and collects planning data from multiple Contributors. For example, a Campaign might gather budgeting data from each regional manager for each state within their region. Contributors provide data on web-based input forms, and then an Approver reviews and approves the data. Depending on Campaign settings, data approval may not be required, in which case the data is considered approved as soon as the Contributor submits it.

Each input form is assigned to one Contributor and any number of Approvers. You may be a Contributor for some input forms and an Approver for others.

Whether you are a Contributor, Approver, or both, your ReportWORQ activity begins when you receive an invitation to participate. The invitation includes a link that prompts you to log in and then opens ReportWORQ in a web browser. In the following example, ReportWORQ displays a list of input forms that require the participant’s attention.

For input forms that have an Edit Form button, you are the Contributor.
For input forms that have a Review Form button, you are an Approver.

To open an input form, select its name or its button (Edit Form or Review Form).

The input form looks almost identical for Contributors and Approvers. The example above includes multiple worksheets, each containing data for one state. This worksheet layout features a table of values and two charts. As the data is edited, the charts and calculated values are updated in real time.

Symbols on worksheet tabs indicate whether they contain data validation warnings and/or errors . If the worksheet contains both warnings and errors, only the errors icon is shown.

If you are a Contributor, your job is to review the input form and edit data in the input cells of each worksheet as required. You can also review and add general comments and cell-level comments. When you are finished editing data and adding comments, you must Submit the form.

If you are an Approver, your job is to review data and comments on each worksheet of the submitted input form. You can add general comments and, depending on Campaign settings, you may be able to edit data and add cell-level comments. When you are finished reviewing/editing the data and adding comments, you must either Reject or Approve the form.
If you Reject the input form, the Contributor must review it, make changes if needed, and resubmit.

The following figure shows input cells.

To view, edit, and upload a form:

1. Select Download Form.
   The form is saved to the Downloads folder on your computer, as an Excel  .xlsx file.

2. Open the form in Excel.

3. Edit data in the input range of each worksheet as required.

4. Save and close the file.

5. In the ReportWORQ web interface, open the form.

6. Select Upload Form, navigate to the file, and select Open.
   Any values you changed offline appear in ReportWORQ, just as they would if you had edited them online.