Collaborative Forms are ideal for shared inspections, compliance documentation, or any scenario where multiple team members provide input. Each change is saved and synced across devices every minute (when online), with each update recording the user and timestamp for accountability.
Enable: Forms can be marked as “Collaborative” in form settings.
How it Works: Assign the form as required to a task. All users with permissions to the assigned board can see and edit the draft.
Syncing: Works online for real-time updates; offline inputs sync when reconnecting.
Visibility: On mobile, drafts show for all users. On web, drafts visible only via the forms tool.
Tracking: Each form field logs latest user and update time, visible in UI.
Collaborative Forms (A Weekly Open Office Hours Session)
This session highlights Redlist’s Collaborative Forms feature, which lets multiple users update and complete forms together in real time for more efficient inspections, maintenance, and compliance tracking.
This session of the Redlist Weekly Office Hours introduces Collaborative Forms, a new feature that enables multiple users to work together on the same form in real time. Teams can save drafts, see each other’s updates with timestamps, and complete forms across shifts or locations, ensuring smoother collaboration on complex inspections, maintenance, or compliance processes. The session demonstrates how to enable collaborative functionality in form settings, attach forms to preventive maintenance tasks, and manage submission requirements like signatures and proof of presence. By consolidating individual technician forms into one shared form, this feature simplifies revision tracking, reduces duplication, and improves efficiency across teams.
How to Set Up a Collaborative Form
Mark Form as Collaborative in Form Builder (Web).
How to Use the Collaborative Forms
Identify: Look for the collaborative icon in form lists.
Notify Team: On starting/editing, choose to notify others (by name or role) with optional message.
Receive Notification: Notified users get a push message linking to the form draft.
Access Drafts/Submissions: All users with permissions see updated drafts and submissions in their app (iOS: Recents now has a Drafts and Submissions tab).
Team Edits and Sync:
a. Key Point: Any edits made are not visible to others until the form is saved.
b. After you save, all authorized users see the updated version after sync.
c. If someone else saves while you’re working, an in-app notification appears, and changes are loaded.
Dynamic Section Support: You can add dynamic sections to collaborative forms; others see them once you save.
Results: Clean handoffs and easier coordination; no surprise changes—everyone sees updates only after they are saved.
Limitations: Changes only appear to others on save; always save work frequently to share your changes.