With the popularity of IIQ catching on in our district, I’ve had multiple departments asked me to automate their paper forms in a digital workflow. We do not have an HR or Forms modules (we only have Ticketing, Assets and Facilities), so I wanted to know how the other districts are doing it and to see if someone has a better idea.

I am working on an Overnight Travel Request Form (OT for short).

Current process:

The paper is filled out by a teacher, turned in to a principal, who approves and moves it to the director of Elementary or Secondary departments, who in turn approves it and turns it into superintended to do a final approval.

My plan is to create a bunch of custom fields with OT as identifier (hint hint IIQ, we need displayed and hidden custom name fields!!), so an example: OT-Names, OT-Events, etc.

Create a new Issue and tie in the custom fields to a ticket with the issue types of Overnight Travel.

Then build the rules to specific people for approvals. My trigger for progression will be a resolution action (Director Approved/Denied, Principal Approve/Denied, etc) so each person would stamp their Approve/Deny via a Resolution Action, then those RAs used to move the workflow along to the next approver. I would assign the ticket by requestor location and build a matrix of principals to assign the initial ticket to (or build teams, populate those teams from Google with principals and use the rule to assign it to a team).

Any thought on it? A lot of work for a simple form, since we have 50 schools, so a ton of rules to be built, is there an easier way to do this?

Thanks for making it this far, I appreciate any feedback (positive or negative)