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Forms & Reports - Actions

Export, Lock/Unlock, Delete, Edit forms and more using your Actions dropdown menus.

Kelly Shee avatar
Written by Kelly Shee
Updated today

Dashboard > Select a Project > Site/Safety Reports

Permissions

Always remember to ensure the correct people have the appropriate permissions to access your company and project data. This can be done per individual or by applying Permission Templates.

Depending on the Actions chosen, users will need View permissions (to Export), Edit permissions (to Update Assigned User, Assigned Date, Status, and Label), and/or Lock permissions (to Lock/Unlock) selected forms.

There are many actions you can perform in your Site & Safety Report modules. Your Actions menu that sits above your forms allow you to make changes to multiple forms at a time.

While the 3-Dot Individual Actions allow you to make changes to just the form you need.
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Below are the actions you can perform with this options.

Actions

As with many of our modules, the Actions Dropdown provides you with lots more options you can add to your Site/Safety Reports.

Multiple PDF Export

Export multiple forms all at once with Multiple PDF Export.
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  1. Select the forms you wish to export by clicking on the boxes beside them (click on the box above the forms to select all)

  2. Select "Multiple PDF Export" from the Actions dropdown

  3. A new screen will appear where you can choose to download a zip file or export a PDF with your merged forms. (Don't forget to select the forms!)

  4. ​You will be taken to your Export screen where you can click "Save" at the bottom of the page, or click on the menu at the far left and choose to "Print" or create your own title for your export ("Save As")

Lock Selected/Unlock Selected

Locking forms prevents users from making any further edits to the form. This helps to maintain the integrity of your compliance.

Bulk Edit

Making edits to multiple forms all at once with Bulk Edit.

There are several options in your Bulk Edits. Check the box beside the option you wish to change, and make the adjustment.

*Remember, any changes made will affect all forms selected

  • Lock/Unlock: Either lock or unlock the forms selected (Lock permissions required)

  • Assignee: Change the assigned user for the forms selected (Edit permissions required)

  • Assigned Date: Change the assigned date for the forms selected (Edit permissions required)

  • Status: Update the status of the forms selected (Edit permissions required)

  • Label: Update the label of the forms selected (Edit Permissions required)
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Individual Actions

As with other modules, there are individual actions that can be performed by clicking on the 3-dot button beside your specific item.

Lock/Unlock

Lock your individual form to prevent any further edits.

Once you select the Lock action, the form will immediately be locked and will no longer be editable unless unlocked by someone with the appropriate permissions for that form.
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*Form with the Locked icon

Unlock a previously locked form if edits are necessary

When a form is locked, the 3-dot actions will show "Unlock" as your option. Once selected, the form will unlock and edits can be made.

*Form with the Unlocked icon

Update Data

Even after a form has been created by a user, there is still the ability to update the form's date, label, assigned date, and assigned user.

Update Label

Add a Label to a form, or change the label that's already there.

  1. Click on "Update Label" under the 3-dot Actions button

  2. A pop up screen will appear with a field to enter your new label

  3. Click "OK" to save your update

Note: You can also update your form's Label by clicking on the gear icon in Label column of the forms list.

Enter the new Label in the field provided, or choose from the dropdown menu of Labels added in your form's settings. Click "Save" to save your changes.

Update Status

Add or change your form's Status

  1. Click on "Update Status" under the 3-dot Actions button

  2. A pop up screen will appear with a field to enter your new status

  3. Click "OK" to save your update

Note: You can also update your form's Status by clicking on the gear icon in Status column of the forms list.

Enter the new Status in the field provided, or choose from the dropdown menu of Statuses added in your form's settings. Click "Save" to save your changes.

Update Assigned Date

A form's Assigned Date is the date on a project's Day View when the form was filled out. It will not always match the Created Date. If form was filled out on the wrong Assigned Date, this can be corrected with the individual Action "Update Assigned Date"

  1. Click on "Update Assigned Date" under the 3-dot Actions button

  2. A pop up screen will appear with a field to enter your new assigned date

  3. Click "Save" to save your changes

Update Assigned User

Add or change the Assigned User for your form with "Update Assigned User"

  1. Click on "Update Assigned User" under the 3-dot Actions button

  2. A pop up screen will appear with a field to enter your new assigned user

  3. Click "Save" to save your changes

Note: You can also update your form's Assigned User by clicking on the gear icon in Assigned To column of the forms list.

Enter the new Assigned User in the field provided. Click "Save" to save your changes.

View History

View your form's edit and update history with View History

  1. Click on View History from the 3-dot individual actions menu

  2. A pop up screen will appear, displaying all edits and updates made to the form, along with the dates and names of the users who made the update

  3. Click on the arrows on the far right to see the changes that were made

Manage Sign-Off

Manage your form's Sign-offs (add, view, delete) with the Manage Sign-Off action.

Note: this Action will only be available if the form currently has enabled the Sign-Off option

  1. From the 3-dot individual action menu, select "Manage Sign-Off"

  2. A pop up window will appear, showing the Sign-Off users and the date they added their sign-off. This is where you can manage your form's Sign-Offs

  3. The "View Sign-Off" window provides a link to the Signature added to the form, while the 3-dot button allows you to Delete the Sign-Off. At the bottom of the screen, you can Add another Sign-Off

Delete

Perhaps your form was filled out in error and it needs to be removed. Your Delete action can take care of this

Note: Once a form has been deleted, it cannot be retrieved. Be certain you are deleting the correct form.

  1. Once Delete is selected, you will need to confirm your deletion

  2. Click "OK" to confirm your deletion

Send for/Invalidate Digital Signatures

If you have enabled Digital Signatures in your form's settings, you can use your individual actions to send your form out for digital signatures, or if a digital signature has been mistakenly added to a form, you can invalidate it.

Send for Digital Signature

To add Digital Signatures, you need to send the form out via email.

  1. Click on "Send for Digital Signature" in the 3-dot individual actions menu

  2. A pop up window will appear allowing you to select the users and/or contacts from whom you require signatures

  3. Be sure to fill in all fields provided before clicking "Send to Selected"

  4. Click "OK" to confirm

Adding Digital Signatures

Once you have sent out your form for Digital Signatures, your recipients can now add their signatures to the form.

  1. They will receive an email notifying them that their signature is required.

  2. Clicking the "Access Document" link will bring them to the form where they can add their signature and save the form.

When a Digital Signature has been added, you can see this in the "Dig. Sign" column in your forms list

Invalidate Digital Signatures

If you have a digital signature that needs removing, you can invalidate it.

Note: Invalidating Digital Signatures is permanent and cannot be undone.

  1. Click on "Invalidate Digital Signatures" in the 3-dot individual actions menu

  2. A pop up window will appear warning that data will be lost if confirmed

Related Articles
Managing Form Permissions
Updating Form Data
Form Builder Components - Submit
Company Reports
Form Settings
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