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Smart Forms give organizations the agility and flexibility to get work done


At Utmost, the industry’s first extended workforce system -- a single, global platform built to manage and engage all classifications of workers -- we believe flexibility is everything. You may have read our recent blog about how we extend that to our custom fields. We continue that flexibility in our Smart Forms -- one of the building blocks of our platform.

Our Smart Forms are highly configurable, editable, and can be added to our UI in a self-service manner. These dynamic forms allow users and workers to easily interact with any Utmost object (i.e., Worker, Engagement, Work Request, Job Request) without requiring any custom coding. Smart Forms provide access to both standard and custom fields on objects and allow the customer to easily tailor form appearance and behavior as required. 

What's more, Smart Forms are configurable to anyone with access, and they become available as soon as a person hits “publish,” with no code push or delays.

Why does this matter?

As we mentioned in our above blog, configurability is a major differentiator over traditional vendor management systems where there is limited flexibility on what users can change or update in the system. In a VMS, often, any changes that are considered configuration changes require putting in a ticket and waiting for days or weeks for the change to be made. 

This is done in the name of “we know our system best,” but Utmost takes a different approach by design, making our technology user-friendly, so anyone with access to create or manage Smart Forms can do so. 

What’s more, all of our flexibility is built around configurability, not customization, so every customer has the same code, which means when new functionality is available, every customer has access to it, regardless of how many changes, additions, or updates are made to our custom fields and Smart Forms.

This configurability fundamentally changes the user experience, allowing immediate changes based on an organization’s changing business needs, offering the agility and scalability necessary in today’s market.  

How do Smart Forms work?

A Smart Form is associated with a specific task in Utmost, be it creating a worker, on/offboarding, extending an assignment, provisioning, adding an engagement, submitting a job request, validating background checks, etc. They pose a question or set of questions to the user to get to a specific result. All validation rules are configurable, and each part of the Smart Form is auditable. Smart Forms can be sequenced in a flow with configurable logic and can be bound to public websites.

Users can easily modify or add to a Smart Form to:

    • Make certain parts of the form required
    • Change a given label
    • Add/delete text
    • Create additional tasks
    • Add visible help text and parameters to certain fields
    • Add or remove any fields, including custom fields

For instance, say a user (or supplier, Smart Forms can be delegated to suppliers via our Supplier App) wants to create an extended worker profile to eventually add to an active assignment in Utmost. They would do this by filling out a “Worker Details” form that would pop up when you click on “Add Worker Profile.” If, as a manager, you realize there is another field you want captured at the time a worker is added, you can modify the form in Utmost to include what you want. Once you hit “publish,” and go back into the Worker Details form, and your addition will be available as either a required or not required field. It’s as simple as that! 

Smart forms can be created within any workflow (i.e., IT, security, hiring manager, etc.), and you can decide how and where it goes first. Our Smart Forms have scriptable validation rules and help text, so users can copy and paste commonly used definitions with ease. 

Security and control

Utmost uses attribute-based access control (ABAC), which allows for ‘multi-layered’ rules based on an organization’s needs. These rules are created and stored in Utmost and give organizations the ability to control what a particular user is able to see, modify, or create down to the attribute level (i.e., job level, title, engagement type, etc.). If a manager in your organization isn’t allowed to modify or change a Smart Form, access will not be given. The goal, again, is to give organizations and users flexibility in how they work. 

If you want to hear more about how Utmost provides flexibility and agility to the extended workforce, please contact sales@utmost.co.

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