FLS Admin Guide

Prerequisites

• An FLS Registration must exist for your form type before creating an Instance. Registrations are the master config templates. If one doesn't exist for your use case, create it first (see Create a Registration).
• An EIP notification template must be published for FLS dispatch emails. The Registration's DefaultEipTemplCode field must reference a valid template. Contact your System Admin to verify.
• A Bridge Config row (MFLSBRIDGECONFIG) is required if your module needs to receive FLS events (e.g., TMS certificate gating). This is a one-time developer setup.
• A Survey Instrument Config must be created and not locked before an instance can open with CompletionMethod=Survey. See Instrument Config.
• You must have an Access Rule granting you at minimum AccessType=Manage for the target Registration. System Admins grant access rules.

Admin Roles Setup

Two roles are relevant for FLS administration: HR Admin (manages registrations and instances) and Incharge (monitors specific instances and manages respondents). Both are granted via MFLSACCESSRULE.

What is a Registration?

A Registration is the master configuration template for a type of form. Think of it as the blueprint — it defines the form's behaviour (completion method, draft support, multi-attempt, token expiry, reminder schedule). Once a Registration is created, you can create many Instances from it — each instance is a specific deployment to a specific group of people at a specific time.

Example: "TMS Training Feedback" is one Registration. Each training batch that completes creates a new Instance from that same Registration. The Registration is created once; Instances are created repeatedly.

Create a Registration

Call POST /fls/registrations or use the Admin UI. Fill all required fields:

// POST /fls/registrations — example request body
{
  "registrationCode": "TMS-TRAINING-FB",
  "registrationName": "TMS Training Feedback",
  "formTemplateId": 4,
  "moduleId": 301,
  "completionMethod": 0,
  "allowDraftResponse": true,
  "allowMultiAttempt": false,
  "isMandatory": true,
  "tokenExpiryHours": 72,
  "defaultEipTemplCode": "FLS-TMS-DISPATCH-V1"
}

Reminder Rule Builder

Reminder rules automate nudges and escalations. They are configured on the Registration and apply to all Instances created from it. Rules are evaluated daily by a Quartz job.

Recommended rule set for TMS Training Feedback:

Bridge Config Linkage

If your Registration needs to send events to another module (e.g., TMS needs to know when feedback is submitted), a Bridge Config row must exist in MFLSBRIDGECONFIG. This is typically a one-time developer setup per integration. As an admin, you should know which Bridge Configs are active so you understand what happens when respondents submit.

Access Rules

Access Rules control who can manage or view results for a Registration. Use POST /fls/registrations/{id}/access-rules to grant access.

Survey Instrument Config

An Instrument Config is the questionnaire definition. One Registration links to one or more Instrument Configs (e.g., Step 1 uses Config #21, Step 2 uses Config #22 in a multi-step appraisal).

Adding Sections

Sections divide a long survey into pages. Each section is shown one at a time with a "Next" button. Recommended: 3–6 questions per section to avoid respondent fatigue.

Question Bank

Questions are defined once in MSURVEYQUESTIONBANK and reused across multiple Instrument Configs. This means a question like "How would you rate the trainer?" can be standardised and used in multiple survey types without rewriting it.

6 Question Types

Branching Rules

Branching rules show or hide questions based on previous answers. Stored in BranchRulesJson on MSURVEYINSTQUESTION. The format is a JSON array of conditions.

// Show Question 106 (text) only if Question 101 (rating) scored < 3
// BranchRulesJson on Q106:
[
  {
    "conditionQuestionId": 101,
    "operator": "lt",   // lt | gt | eq | neq | in
    "value": 3,
    "action": "show"    // show | hide | require
  }
]

Anonymous Settings

Two different anonymous modes exist — understand the difference:

Create an Instance

An Instance is a specific deployment of a Registration to a specific set of people for a specific time period. Creating an instance is the most common admin task.

Scheduling (Opens / Closes)

Groups & Target Audience

Groups divide respondents within an instance — useful for multi-batch or multi-department deployments. Each group has its own completion stats, optional deadline, and step configuration (for multi-step forms).

Opening an Instance

Opening an instance is the point of no return — tokens are generated, emails are dispatched, and the form is live. Verify these before opening:

• All respondents added to their correct groups
• Survey Instrument Config linked and not locked (if CompletionMethod=Survey)
• EIP dispatch template confirmed as published
• OpensFrom and ClosesOn dates set correctly
• Reminder rules configured (if auto-nudge is desired)
• At least one incharge assigned (so someone monitors progress)

Pause / Resume / Close

Use POST /fls/instances/{id}/control with Action parameter:

Add Respondents (One by One)

Use POST /fls/instances/{id}/respondents for single adds (or the Admin UI "Add Respondent" form).

Bulk Import (CSV)

For large groups, paste a CSV into the Bulk Import tab. The system expects comma-separated values, one row per respondent:

// CSV format (header row required):
Name,Email,Reference,Group,RespondentType
Arun Kumar,arun.k@myorg.com,EMP-10842,Batch A,0
Bhavana Singh,bhavana.s@myorg.com,EMP-10843,Batch B,0
Chetan Rao,chetan.r@myorg.com,EMP-10844,Batch A,0

Respondent Statuses

Send Reminder / Nudge

Nudging sends a new email reminder to a respondent with their token link. Call POST /fls/respondents/{id}/nudge or use the "Remind" button in the admin UI. The NudgeCount field increments on each nudge — use this to track how many times a respondent has been contacted.

Opt-Out Handling

If the EIP dispatch template includes an opt-out link and the Registration allows opt-out, respondents can decline participation. When they opt out:

• RespondentSts is set to 5 (OptedOut)
• OptedOutAt timestamp is recorded
• No further reminder emails are sent
• They appear in the respondent list with "Opted Out" status

Admins cannot force opt-out respondents to re-enter. If the form is mandatory (IsMandatory=1), the admin must handle the opt-out case through their module's own workflow (e.g., manager override in HRMS).

Create a QuickRating Config

A QuickRating Config defines how a rating widget behaves for a specific entity type. Create one config per type of entity you want rated (e.g., one for Trainers, one for Courses).

Embed Context (ObjectTypeId)

The Angular QuickRating widget uses [objectTypeId] + [objectId] to scope the widget to a specific entity. Ensure your ObjectTypeId values are consistent across modules — define them in a shared constants file or system table.

<!-- Trainer rating widget embedded in TMS Batch card -->
<app-quick-rating-widget
  [objectTypeId]="3"        <!-- 3 = Trainer -->
  [objectId]="trainerId"    <!-- specific trainer ID -->
  [bizTypeId]="sessionId"   <!-- optional: scope per session -->
  [showSummary]="true"      <!-- show avg rating badge below stars -->
/>

Review Ratings

View all ratings for an entity via GET /quickrating/ratings?objectTypeId=3&objectId=301. Returns paginated QuickRatingRows with Rating, CommentText (if allowed), RatedOn, and optionally RatingByRefId (if IdentityMode=1).

View trend over time via GET /quickrating/trend?objectTypeId=3&objectId=301. Returns monthly AvgRating trend data, suitable for charting on the Trainer Rating Card.

Enable TMS Feedback

TMS feedback is enabled at two levels: per-organisation (in TMS Settings) and per-batch (at dispatch time).

Certificate Gating

When BlockCertificate=1 is set at dispatch time, the MFLSINSTANCEGROUP row is created with BlockingFlag=1 and BlockingSp=SP_TMS_CHECKFEEDBACKBLOCK. The SP is called whenever a learner requests their certificate:

-- SP_TMS_CHECKFEEDBACKBLOCK returns 1 (blocked) or 0 (allowed)
IF EXISTS (
  SELECT 1 FROM MFLSRESPONDENT
  WHERE  FlsRespondentId = @FlsRespondentId
  AND    RespondentSts <> 3   -- not Submitted
  AND    BlocksCertificate = 1
)
SELECT 1  -- blocked
ELSE
SELECT 0  -- allowed

Auto-Dispatch Settings

Viewing Trainer Reports

Navigate to TMS → Trainer Profile → Feedback tab, or to the Trainer Rating Card component. Select the trainer and period (e.g., Q2-2026). The card shows:

• Dimension bars: Knowledge / Clarity / Engagement (average from survey questions linked to these dimensions)
• Overall average
• Completion rate (how many learners submitted vs. total assigned)
• Historical quarterly trend

The dimension averages come from SP_TMS_FLS_UPDATESUMMARY, which maps specific InstQuestionIds to each dimension. If you add a new survey instrument, ensure the question IDs are mapped in the SP — otherwise the trainer report will show no data.

Survey Results Dashboard

Access results via GET /fls/surveys/{flsInstanceId}/results or through the admin UI Results tab. The dashboard shows:

• Completion summary: submitted/total, progress bar
• Group filter: All Groups / Batch A / Batch B (if multiple groups)
• Per-question cards: Rating shows average + distribution bar chart; NPS shows Promoters/Passives/Detractors + NPS Score; Choice shows option counts; Text shows free-text list
• Respondent detail: Click a respondent row (if AccessType=ViewResponses) to open a modal showing all their answers

Export Options

• Summary CSV: One row per question, aggregated stats (AvgRating, NPS Score, option distribution)
• Full response export: One row per respondent per answer. Only available with AccessType=Manage or ViewResponses. Anonymous instruments export without respondent names.
• Trainer report PDF: Auto-generated from TTRAINERFEEDBACKSUMMARY — includes dimension bars, historical trend, session count

Access Control for Results

As noted in Access Rules, ViewSummary allows aggregated results only. ViewResponses allows per-respondent detail. For anonymous instruments, even ViewResponses users cannot see respondent names — only response content.

Troubleshooting

GoodBooks GB5 · FLS Admin Guide · 2026-07-01