Form Compliance Rules
Form compliance rules allow you to require that a participant complete a form in TrackMy.
If you do not see the buttons described here, contact your TrackMy Client Success team to be granted the necessary admin permissions.
Create a Form Rule
In your admin/clinical portal, go to Manage Compliance:
At the bottom of the Manage Compliance Rules page, click Add New Rule:
For the compliance rule type, select Form.
Select the form to which the rule will apply.
You can create multiple rules for a single form. This flexibility allows you to create different requirements for different user groups for the same form.Enter the ruleset name.
Select configurations.
The following describes each configuration option in the Form Compliance Rule Wizard.
Participant Groups
Does this rule apply to a specific group?
No: The compliance requirement is not limited to a user group and will apply to all users.
Yes: The compliance requirement will only apply to users in the select user group(s).
You must select at least one user group to which the rule applies.
Form Status
Is the user compliant upon submitting the form?
No: Form submissions must be updated to the Completed status for the user to meet compliance.
Yes: Users can meet compliance requirements upon submitting the form, even if the form is Pending.
Form Renewal
Will the user be required to submit the form on a recurring basis to maintain compliance?
No: The user will not have to submit a new form submission again to maintain compliance.
Yes:
When will the user be required to complete the form again?
On a set date - All users will no longer meet compliance on a set date (i.e., Jan 31 every year or The 1st day of every month), and will have to submit a new form submission after that date to regain compliance.
Use case: All Tuberculosis Surveys expire on January 31st every year, and users must submit a new Tuberculosis Survey after January 31st to regain compliance. This automates the client’s annual Tuberculosis Survey drive.When the form submission reaches a certain age - Each user will no longer meet compliance once their form submission is older than the accepted age.
Use case: Tuberculosis Surveys expire 365 days after submission. The user must resubmit the Tuberculosis Survey to maintain compliance. The exact timing varies for each user because each submitted at a different time.
Example form rule to require annual submission of the Tuberculosis Survey.
Edit a Form Rule
In your admin/clinical portal, go to Manage Compliance:
For the rule, click Edit.
On the rule summary page, click Previous to navigate through the wizard and update any settings.
Return to the rule summary page and Save.
Triggering events for Form Compliance Rules
The only way for a participant to become compliant is to submit the required form. There are no accommodations, declinations, or other alternatives for the user to submit.
The following events will trigger a form to be evaluated for compliance:
Form is submitted by participant
Other status change
Admin updates form status after review
Completed status - Meets compliance
Declined status - Does not meet compliance only if the Completed status is required
Form submission age hits expiration limit - goes to Expired status - Does not meet compliance only if the Completed status is required
Form status and compliance
Due to the ability to set a default status for a form submission within the Form Builder, and the ability to set the required status in the Rule Wizard, it is important to understand how the two settings work together.
When a user will immediately be compliant upon submitting the form
Form default status is set to Pending + Rule Wizard is set to accept Pending status
Form default status is set to Completed + Rule Wizard is set to require Completed status
Form default status is set to Completed + Rule Wizard is set to accept Pending status
When a user will remain not compliant until after form review
Form default status is set to Pending + Rule Wizard is set to require Completed status