A form is a template that contains a list of actions required to be performed by the employee.
Task forms are assigned to a route waypoint and collectively make up a task with the Scheduled for Execution status.
A task form can contain a sequence of actions, a list of works to be performed, information to be collected, or any other arbitrary amount of planned actions.
In order to open the Forms, proceed as follows:
1. Click the Administration block in the left pane.
2. Select the Forms tab.
In order to create a new form, proceed as follows:
1. Click the Create button.
2. Enter a name for the new form.
3. Save the form by clicking Save.
To edit/delete a form, select the form by clicking on it, then press the corresponding button (Pencil/Recycle Bin).
The screen can be conditionally divided into three work zones:
- The central part for creating, editing and deleting task forms.
- The right part containing a complete list of elements which make up the form (form fields). In order to open the list of available items, click the Pencil button.
- The left part contains a list of forms that already have been created
Once the form have been created, you can add the required fields. Click the Pencil button → Hover the mouse cursor over the required field (the element will be highlighted in grey) → Click the + icon. Add all required fields in such a manner and then click Save.
A form may contain the following functional elements:
- Text. This element allows the user to add an arbitrary text to the form. It can be used for adding explanatory captions or a detailed description of a certain event. A default value can be configured. A specific feature of the Text field is that it can be linked to another field.
Example. The executor needs to enter information about the inventory number of the new counter at the facility. Since the field in the task form will be associated with the entity of the property (counter), the data will be updated automatically after the task is completed. The user will not have to search for the counter among other entities and enter its number manually.
- Number. This element functions similarly to the Text element, but it can contain only an integer value, no other values are allowed.
- Checkbox. This element allows the user to mark the completion of a certain stage of the task.
- Date. This element allows the user to specify a date by selecting it from the calendar.
- Time. This element allows the user to set the time using a convenient selection interface with a clock.
- Date and Time. Allows the user to set the values of both time and date at once.
- Photo. This element allows the user to take a picture with a tablet/smartphone camera and attach it to the task report. Image quality can be configured, which allows to save storage space on the server.
- Audio. This element allows the user to record an audio note from the task executor to the task originator.
- Selection. The executor can select ONE element from the list of available elements.
- Multi-Selection. This element is used when multiple elements of the list can be selected.
- Nested Form. This element allows the user to add other pre-created forms to the current form in the form of a hierarchical list.
- Nested Repeated Form. This element is convenient for use when the task executor needs to duplicate the form several times in the course of work, depending on the specific scenario.
- Signature. This field allows the executor to send the signature of the responsible person as an element of reporting.
- QR Code. This field allows the user to read and recognize the QR code with a smartphone camera.
In order to change the order of the fields in the form, hover the mouse cursor over the required field. A button with stripes will be displayed on the left. Hold it down and drag the field. On the right, a Basket button for deleting the field will be displayed.
Form elements can have one more important property – mandatoriness. The form cannot be marked as completed until the executor fills in all the mandatory fields. There is a special switch in the Form Designer that allows the user to mark the fields as mandatory or remove this attribute. An example is shown in the figure below.
Any of the form fields can be added to a PDF document by moving the corresponding slider to the right.
If this option is enabled, once the task is completed, a PDF document will be sent by email, which will contain information from all the fields that have been added. This feature can be conveniently used as a means to confirm task completion. Please note: the email to which the report should be sent is specified when creating the task. See the Email field in the figure below.
Note: Pay close attention when editing/deleting forms that are already used in tasks/reports.
You cannot simply edit forms that are included in a custom report. First, you need to delete the custom report. However, it should be remembered that by editing such a form, you will no longer be able to generate a correct report for a past period of time.
It is recommended that you create a duplicate form with a new list of fields. The new form can be used in tasks and a new report template can be created. Thus, you can always generate correct reports for both the current and past periods of time.
Notification when creating a custom report:
Notification when trying to edit a form that is included in a custom report: