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Summit-forms-workflow.md

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Last update: 5/9/2020

Overview

The following page describes the process workflow by which forms will be used to support record-restriction summits.

Process

Notes:

  • "GJP" is Georgia Justice Project
  • "Clean-Slate Team" is the team of volunteers with Code-for-Atlanta assisting by GJP by defining/documenting use of JotForm to assist in summit applications.
  • "Summit Admin" is administrator associated with local summit jurisdiction

Step 1 - Template Creation

Clean-Slate Team | Create template

  • Clean-Slate Team creates master template (with help from GJP Admin)
  • This form should be a superset form, containing any fields required for any jurisdictions.
  • GJP creates JotForm account
  • Form imported into to GJP JotForm account

Clean-Slate Team | Define process workflow

  • Clean-Slate Team defines process workflow (this document)

Step 2 - Summit Planning

Create JotForm account for summit

  • Each summit will have it's own JotForm account
  • Based on the available technical resources in the jurisdiction, this may be done by either the GJP Admin or the Summit Admin.
  • (Optional/As needed) GJP Admin provides Summit Admin & Prosecutor(s) any needed instructions/training for accessing JotForm account.
  • Once JotForm account created, the master template (supplied by GJP Admin) will be used to create a summit specific (application) form.

Summit Admin | Customize summit form

  • Summit Admin logs into summit JotForm account and customizes summit form to meet jurisdiction needs.

Step 3 - Summit Prep

Summit Admin | Publicize form

  • Once summit form is ready, the summit admin publishes the URL link to the summit application form using whatever is best means for reaching potential attendees.
    • Social media
    • Flyers
    • E-Mail
    • Website

Attendee | Fill out & submit application

  • Prospective attendees follow publicized link to the summit application form & fill it out.
  • When they submit it, their response is automatically saved to the summit JotForm account

Prosecutor | Review applications

  • Local jurisdiction prosecutors log into the summit JotForm account to obtain a list of submitted applications
  • After downloading applications, they review & process them, producing record restriction results.

Step 4 - Day of Summit

Attendee | Receives record restriction results

  • After signing in at summit, attendee receives their record restriction results

Attendee, GJP, Attorney | Q&A, Consultations

  • Attendee then reviews the record restriction results with volunteer from GJP and/or volunteer attorney