Purpose
The purpose of this article is to outline the steps required to customize the exam image audit form for your organization and to distribute the customized form to your project's audit team.
Preparation
Below are a list of items you will need to get started.
- Collaborative template:
- Microsoft 365 license
- List of locations, technologists, image evaluators, and other applicable elements for your organization and collaborative.
Customizing the Form
- Click on the link below to access the relevant collaborative audit form:
- Click the Duplicate it button in the upper right hand corner. A customizable copy will open in the same window.
The copy includes tabs for both Questions and Responses.
The Questions tab will be used to customize the form. The Responses tab will be used when you wish to view image audit responses. Both of these processes are outlined below. - Click on the element you would like to customize (e.g. 'Technologist Name'). This will expand the selected section to allow you to make changes.
- To edit an existing option, click on the option, remove the existing text, and substitute the desired text.
- To remove an option entirely, click on the trash can icon to the right of the option you wish to delete.
- To add a new option, click + Add option. A new option box will appear. Remove the existing text and substitute the desired text.
- Repeat steps 3-6 until all form fields are customized for your organization. There is no save button. Edits are saved automatically as they are made.
- To preview the form, click Preview in the top right header. This will redirect you to the form view users will see when they input their responses.
Distributing the Form to Your Project's Audit Team
You may determine which members of your team should have administrative privileges on your form. Such privileges will allow those individuals or groups to edit the form itself, and to view results, but individually and in aggregate. To determine administrative privileges:
- Click on the three dots in the top right header to expand options. Click on Collaborate or Duplicate.
- Defining collaborator access: Under 'Share to collaborate,' click on + Get a link to view and edit. A default level of collaboration ('Users with an Office 365 work or school account can view and edit') will appear. To limit who has access to your form, click the arrow to expand the options and select the appropriate level of collaborative access.
- Obtain the form url: Click on the Copy button to copy the form url to distribute to your collaborators.
Distributing the Form to Your Project's Clinical Team
When you have finalized your form and determined which team members may access submitted responses as described above, you may distribute the fillable form to your team members.
- As a form administrator, click on the Collect Responses button in the top right corner.
- The resulting pop-up window will allow you to select respondents and to edit and send a message requesting form completion. Select the appropriate restriction level for your team on the left-hand side. If you choose 'Specific people in my organization can respond,' you will be given the opportunity to specify names, groups, or email addresses. If you wish to simply copy the form link and distribute it manually, you may do so using the Copy button.
- Alternatively, to auto-generate a message with a form completion link, simply edit the text of the message provided on the right-hand side of the pop-up, enter your desired contacts and distribution preference (Outlook or Teams), and hit the Send button.
Viewing Submitted Responses
As an administrator, you may access all data submitted by your team via the Responses tab at the top of your form. This tab will provide you with a summary of all responses, including graphical representation as relevant.
To view a specific set of responses, click the View results button on the top left. This will allow you to view data provided by individual responses.
Transferring Data to the Control Chart Template
You may transfer data to your Control Chart Template's Form 1 tab as follows:
- From the Responses tab of your customized form, click on Open in Excel in the top right corner.
- An Excel file will open. The column headings and column order on the sheet should match those on the Form 1 tab in your Control Chart Template. If you notice that the order of the columns does not match, update the control chart columns so the column order matches the audit form, before you transfer your data.
- Copy the rows of data you wish to transfer by highlighting those rows, then clicking the copy icon in the 'clipboard' section at the top left and selecting 'copy' from the dropdown.
- Open your Control Chart Template and select the Form 1 tab. Highlight the first blank row. Then click on the Paste icon in the 'clipboard' section at the top left.
- To work with your Control Chart Template, please see the relevant article: