Setting up submission forms

What Are Submission Forms?

Submission forms in eKaizen allow employees to submit improvement ideas in a structured way. Different forms can be created for various types of improvements (e.g., Small Improvement, Near-Miss, A3 Project). Each form is customizable, ensuring relevant fields are collected for different project types.

Admins can design submission forms using a drag-and-drop style layout builder, selecting predefined elements and adjusting form properties to match their organization's needs.

Step-by-Step Setup

1. Access the Submission Form Designer

• Navigate to Plant Preferences → Screens & Forms → Submission Forms.
• On the left panel, select an existing form to adjust or click Add New to create a new one.

1. Set Up Form Properties

Click the Detail button to configure the form settings:

• Title – Define a clear and recognizable form name.
• Description – Provide a brief explanation of what the form is used for.
• Icon – Assign an icon to visually identify the form.
• Assign Project Type – Link the form to a specific project type (optional).
• Enable User Identification – Allow users to log in via email/employee ID or use a card reader for automatic identification.
• Enable touch screen support - Adjust the screen for better idea input via a touch device (kiosk, tablet…).

1. Design the Form Layout

• Use the designer to structure the form by adding blocks of different sizes.
• Use the + button at the bottom to add blocks of different sizes and assign them appropriate elements according to your needs.
• For each block, select a predefined element that fits within the chosen size.
• Arrange elements to create a clear and user-friendly layout.

1. Select Available Elements

Some elements are available by default, including:

• Kaizen title (short text)
• Current state (long text)
• Proposed Solution (long text)
• Attachment Upload
• Location (dropdown)
• Improvement Area (dropdown)
• Author & Co-author Identification (name, email, employee ID – configurable as required/optional)

Project Type Custom Fields

• If a project type is assigned to the form, any custom fields defined in the Project Type Setup will be available.
• Admins can decide which custom fields to include in the form.

1. Configure Field Requirements

• Set whether each field is required or optional.
• If you set the email field as optional, we recommend adding a note to the field explaining that the email is used for sending automatic updates about the idea to the author. If the author doesn’t provide their email, they will have to manually track their idea using their ID.
• Add info elements to provide guidance or instructions to users.

1. Save & Download QR Code

• Always save changes to the changes..
• A QR code is automatically generated for each submission form.
• The QR code can be downloaded directly from the designer and shared within the organization, allowing employees to scan and submit ideas from their phones.

Best Practices

• Keep forms simple – Avoid excessive fields to encourage quick submissions.
• Use clear instructions – Help employees understand how to complete each field.
• Enable auto-identification – Using card readers or employee login can streamline the process.
• Test before rollout – Submit test entries to verify the form layout and functionality.
• Make use of QR codes – Print and place them in visible areas for quick mobile access. (You can also ask your contact person about customizable posters and stickers with QR codes that are available to eKaizen customers - if you aren’t using them yet.)

Next Steps

• Ensure each project type has a properly configured submission form.
• Gather feedback from users and refine forms if needed.
• Monitor submission trends and adjust forms to improve the process.

💡Make the most out of submission forms in eKaizen

• A well-designed form increases the number of submitted ideas – the easier it is to use, the more employees will engage.
• Customize forms based on different improvement types – keep it short for quick suggestions and more detailed for structured projects like A3.
• Smartly designed fields save time for evaluators – collecting key information upfront reduces the need for follow-ups.
• QR codes enable easy idea submission anytime, anywhere – placing them in strategic locations (production areas, offices) encourages participation.
• Guiding text helps improve idea quality – short instructions in the form can help employees submit well-structured and actionable proposals.