Form Management

Permissions

• Available to: Digital Forms
• For full details on permission please review User Management

Admin

For admins to have access to the form builder they need to have: View, create, updated, and delete permissions for; Form Creation and Form Submission. It is recommended to give access to all permissions if forms are utilized throughout the tool. For example, managing assets through forms require Asset permissions as well. 

Field User

For field users to submit a form they need to have View, Create, and Update permissions for; Form Submission. Also, View permissions for Form Creation. With these settings, a field user will not have visibility or access to the form builder. 

Specific form viewability may be limited by deselecting the view checkbox under the (+) button. 

Table of Contents

• Form Basics
• Form Builder
• View Form Entries
• Submitting a Form - Web
• Submitting a Form - iOS/Android

Form Basics

Digital forms may be applied to many areas within the platform. Most commonly they are attached to job assignments and tasks within a team board. As such, it is recommended to first fill out Asset, Employee, User, and Client data on their respective tables. Please reach out to Support or review the knowledge base if you have any questions.

Form data is also commonly requested to be displayed on a Report. Reports must be built separately. Please contact your Account Executive or contact Support to check your report availability or to get a quote.  

Recent Submissions

Recent submissions are forms that have been recently submitted only through individually submitting a form either via Web or Mobile. You may add these recent submissions anywhere a form can be added. You may not use a recent form for an assigned or required form.

Assigning a Form to an Assignment Collection/Timer

Assigning a form to an Assignment Collection will populate a required form for every day the assignment has been assigned. This will display on a field user's assignment timer. You may assign a form template on a Bill as Type to apply this form in every case a specific assignment collection is assigned or individually when creating an assignment collection. This can only be done via the Web App.

Assigning a Form to a Bill as Type 

1. Click Settings > Billing Types
2. Select a Bill as Type line item
3. Assign a form template in the Form Template dropdown

Assigning a Form to an individual assignment collection 

1. Click Operation > Queues
2. Create or Click on an existing job
3. Click Assignments
4. Click Add assignment dropdown or Select an existing assignment collection
5. Assign a form template in the Form Template dropdown. You may prepopulate this field by reviewing and following the Assigning a Form to a Bill as Type steps. 

Attaching a Form to a Component Task 

You may assign a form to a recurring task either within a Work Order, Route, or individual component task. As component tasks are added to recurring Work Orders you only need to assign the form once on the Component Task. 

1. Click Maintenance > PM Programs
2. Click All PM Tasks. To learn how to create PM Tasks please review the Administrative Team Boards (Maintenance, HSE, and Operation) Setup
3. Select a Component Task
4. Attach a form under the Attach Inspection drop-down field. 
5. Click Update Current Item

Form Builder

Forms > Manager > Builder

The form builder is utilized to generate Form Templates. These templates are then to be filled out by field users. Please note that form templates may not be deleted to preserve past historical submissions. Form Templates are commonly hidden within permissions when no longer utilized by unchecking view on the specific form template.  Any edits to existing form templates must be carefully considered as these edits will break configured reports.  

Form Template Basics

• Save: It is recommended to save frequently while building a form as they do not automatically save drafts
• Copy: Copying a form will transfer both question fields and question field settings. It is recommended to only copy forms with no form field settings applied. This will mitigate notification and work order question field setting generating when not applicable.  
• Preview: Preview displays the form that field users fill out on both the mobile and desktop App
• Form Name: The form name displays when a field user selects the form to fill out
• Form Title: The Form Title displays when selecting the form within the form builder.
• Form Description: This form description is viewed directly under the form name. Please preview to view changes. 

Form Template Settings 

• Paginate Sections. Paginate sections allow for faster loading times on long forms. This will condense sections on a form.
• Color Code PDF. This setting displays colors for select buttons on all completed form PDFs
• Exclude Colors From PDF: This setting removes all gray colored select questions from all completed form PDFs
• Upload Excel File: This button allows for Custom PDFs to be applied to the question fields. Each unique ID generated is mapped in the fields they populate on an excel file.

Section Controls

• Add: This will add a section to the form template
• Up/Down: This will move entire sections above or below other entire sections
• Copy: This will copy entire sections, all fields included. Keep in mind that question field settings will need to be adjusted
• Settings: These settings will allow form sections to collapse and hide fields while filling out the form. Fields required will still need to be filled out before submitting and will result in an error.
• Del: This will delete the entire section, all question fields included

Question Field Types

• Information: This question field type will only display an Information Label. Do not apply work order or notification question field settings to this question field type. 
• Text: This field will allow users to input either text, email, number, date, time, VIN scan, or Scannable Tags.
• Text Area: This field allows the user to input large amounts of text. Typically for notes or descriptions.
• Checkbox: This field allows you to utilize a checkbox
• Select Button: This field allows you to have Select Buttons on a form. These can be color-coded to Green, Red, Blue, Orange, or Gray. They may be adjusted for multi-select, meaning you do not limit them to one selection. The templates available are the most commonly used forms.
• Radio button: Radio buttons are utilized for multiple choice type questions. This field allows the user to only select one correct option among many.
• Dropdown: Dropdown questions may be input manually or automatically in the Field Settings. These options include Assets, Asset Types, Employees, or Clients. If an existing item is selected you may associate other fields to this dropdown to pre-populate them. Assets may be set to require a QR code scan to fill in the field. 
• Signature: This field allows the user to input a signature on a form
• Image: This field displays an image to the right or left side of the form with helper Text. Typically these are schematics or visual how-to's. This field does not allow for images to be input on a form. That is leveraged in the File/Photo question field settings.

Question Field Settings 

View Form Entries

Forms > View Entries

Form entries allow you to view all forms, permissions allowing. Filters must be applied to identify a form submission. These filters include the Form Template, Days to Get, Users, Start Date, End Date, and Region. The start and end date filter on the first time a form was submitted.  Utilize these filters and view to find form submissions not applied to a job. 

After selecting a form template to view submissions, the default form template columns "Name", "Created At", and "Created By" are what will display in the table initially. Click on the hamburger icon button on the top right corner of the table if you would like to display or hide form template data columns for your user.

Submitting a Form - Web

There are many areas within the web platform to submit a form. These include individually, on a Job Assignment/Timer, and a Team Boards Task. Before being able to submit forms on an assignment timer or task they must first be assigned. See Assigning a Form to an Assignment Collection or Timer; Attaching a Form to a Component Task 

Individually submitting a form

Individual submissions are most commonly used to track information on configured individual reports. Additionally, these submissions may be applied later to a Job Assignment/Timer or a Team Boards Task. 

Forms > Submit

1. Select the form to submit, you may need to select the folder first
2. Click on the form
3. Fill in the required information
4. Click Submit
5. Optionally Save; This will save the form as a draft which can be accessed when selecting the form on step 2. 
6. Optionally Click Share; You may share a draft or submitted form with an employee or separate email address. 
   • Add an Email Subject.
   • Inline Images allow you to include added pictures directly into the form. If unchecked these images will be placed at the end of the form. 

Submitting a Form on a Job

1. Click Operations > Queues
2. Select the colored header for an already created job 
3. Navigate to the bottom of a Job and click Content
4. Click Forms 
5. Click Forms and select the form you would like to submit
6. Fill out the form and Submit

Submitting a Form on a Job Assignment Timer

Before being able to submit a form on an Assignment Timer the form must be assigned to the Assignment Collection. See Assigning a form to an Assignment Collection Also, you must be assigned to an assignment from the assignment collection on a created job. Assign a Form if for every instance the form is required on the assignment. 

1. Click on the clock icon in the top right corner of your screen
2. Click the date and select the correct date the assignment is on.
3. Click Submit on the assigned form. 
4. Fill out the form and Submit

Submitting a Form to a Team's Board Task

For any given task you may submit a form that is assigned or not assigned to a Component Task. See Attaching a Form to a Component Task. A Component task is a template by which tasks will regenerate. Assign a form to a Component Task if you need the form to be assigned for every instance the task is generated. 

Submitting Forms on a Task that are unassigned

1. Click Maintenance > Maintenance or Operations > Operations or HSE > HSE
2. Select List View, Chart View, or Task View whichever is applicable
3. Open a work order by selecting the arrow next to the work order name Applicable only to Chart and List View. 
4. Click on the Task
5. Scroll down to the attachment section
6. Click Attach Form
7. Click Add Form
8. Select a Form in the dropdown
9. Fill out the form and Submit

Submitting Forms on a Task that is assigned

1. Click Maintenance > Maintenance or Operations > Operations or HSE > HSE
2. Select List View or Chart View
3. Open a work order by selecting the arrow next to the work order name
4. Click the Form icon on the task card
5. Fill out the form and Submit

Submitting a Form - iOS/Android

Individually submitting a form

Individual submissions are most commonly used to track information on configured individual reports. Additionally, these submissions may be applied later to a Job Assignment/Timer or a Team Boards Task. It is recommended that field users avoid submitting individual forms if these forms later need to be attached to a Timer/Job or Reliability Task. Instead, a field user should submit their forms directly to a timer, job, or reliability task. 

Submitting a Form on a Job

Forms may not directly be assigned to a Job alone. They may be assigned to an Assignment Collection or Timer which requires them on every assignment. When a form gets submitted on an assignment it will also get submitted to the Job. Alternately a form may be directly submitted to a Job and not associated with a timer. To do this:

1. Tap Jobs
2. Navigate through Today's Jobs, Open Jobs, or Completed Jobs
3. Select the Job to submit a form to
4. Tap the (+) button on the top right
5. Tap Add Form
6. Tap New Form. To review Recent Submission for details on Choose Recent
7. Fill out the information and tap Submit.

Submitting a Form to an Assignment Timer

For details on assigning a form to an Assignment please review Assigning a Form to an Assignment Collection/Timer. When a form gets submitted on an Assignment Timer it automatically is applied to the Job the assignment timer is associated with. You must submit a form that is assigned to a timer. Additionally, you may add a form that is not assigned to a timer. 

Submitting an assigned form on a timer

1. Tap Time
2. Select the time card. A red form icon will display if assigned and required
3. Scroll down to the inspections section
4. Tap on the required form
5. Fill out the information and tap Submit. You may now submit this timer when all required forms are submitted on it. 

Submitting an unassigned form on a timer

1. Tap Time
2. Select the time card
3. Tap the (+) button on the top right
4. Tap Add Form
5. Tap New Form. To review Recent Submission for details on Choose Recent
6. Fill out the information and tap Submit.

Submitting a Form to a Team's Board Task

You may have a form assigned to a task. To view details on how to assign a form to a task please review Attaching a Form to a Component Task. Additionally, you can submit any form template available on a task. 

Submitting an assigned form on a task

If a form is required on a task. A red form icon will display on the task line item within a Work Order.

1. Tap Reliability
2. Select the correct Board
3. Navigate through Assigned to me, Assigned to my Role, All Open, or Completed
4. Select a Work Order
5. Tap on a Task. A red form icon will be displayed
6. Scroll down to the Required Form and tap on it. 
7. Fill out the information and tap Submit.

Submitting an unassigned form on a task

1. Tap Reliability
2. Select the correct Board
3. Navigate through Assigned to me, Assigned to my Role, All Open, or Completed
4. Select a Work Order
5. Tap on a Task 
6. Tap the (+) button on the top right
7. Tap Add Form
8. Tap New Form. To review Recent Submission for details on Choose Recent
9. Fill out the information and tap Submit.