Evaluation

The first thing you'll notice on this form is a big paragraph that's titled: !!! IMPORTANT CHANGES you need to make BEFORE running this workflow: This paragraph contains instructions on how to personalize the workflow for you and your school. If you intend to run the workflow, these changes can not be ignored.

Next you'll notice that there are four faded out fields. These are called 'hidden fields'. These fields capture information without displaying them to the user and make their information available to other tasks in the workflow.

The workflow starts when a logged-in teacher fills in this form.

Physical development

The teacher starts the preschooler's evaluation by filling in this form. The following forms are all available to complete at the same time (in tabs at the top of the forms, which can be viewed while the workflow is running):

• Perceptual development
• Literacy
• Life skills
• Organized activities
• The child as an individual
• Complete evaluation

Any of these forms can be completed in any order, except for the 'Complete evaluation' form, which must only be completed once all of the other forms have been completed and saved.

Complete evaluation

After completing all of the evaluation forms, the teacher indicates that the evaluation has been completed, and saves the form.

Notify parent email

This email contains two conditions:

Activate this task when...
'Send evaluation as:' IS 'Email'
AND
'Have you completed this evaluation' is 'Yes'

This email will only be sent after the teacher indicates that they've completed the evaluation in the previous form, IF they chose to send the evaluation in an email in the 'Evaluation' form task.
The parent receives an email which includes the results of their child's evaluation.

Kotive creates the content of this email by pulling in information from the previous forms.

Let's start by looking at how the email is typed up. There are lots of normal looking text words, but there are also lots of rectangular, shaded in, blocks of text. What's the difference?

Well, the normal text is just that: normal text. There's nothing special about it. But the blocks of text are actually information that is being pulled in from earlier forms. If you click on the text area of the email while in the webapp, you'll see that it changes and suddenly looks like a lot of code with lots of curly brackets { } and numbers. This code (also called dynamic field tags) is what tells these fields of text what they're going to end up saying. When this email gets sent to the parent, it won't look like it does now, it will all be normal text, because the workflow will look at the previous forms and put the information from those forms into this email.

PDF generator

This sub-workflow contains two conditions:

Activate this task when...
'Send evaluation as:' IS 'PDF'
AND
'Have you completed this evaluation' IS 'Yes'

This sub-workflow will only be activated after the teacher indicates that they've completed the evaluation in the previous form, IF they chose to send the evaluation in PDF format in the 'Evaluation' form task.

pdf

The DocRaptor task generates a .pdf file which contains the child's evaluation results.

Notify parent pdf

The parent receives an email which includes a link to download their child's evaluation, in PDF format.