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Form Settings

Customize your forms to your specifications in Form Settings

Kelly Shee avatar
Written by Kelly Shee
Updated over 2 weeks ago

Dashboard > Settings > Modules > Forms

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.

In order to access Form Settings, users will need Edit Permissions in Settings

Access Settings

In Company Settings found on the navigation bar on the left-hand side, select the Modules tab and click "Forms". Access each form's settings by clicking on the gear icon.


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A new page will appear where you can make your customizations
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PDF Header Settings

Here is where you can customize how you would like the form to appear in the completed PDF view.

*Everything up to "Enable Alternative Logo" checked on this list will be hidden from the PDF header
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*Example of form with no PDF Header Settings hidden
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Enable Alternative Logo

If you incorporated an alternative logo into your company branding, you can enable this to show in your reports instead of your company default. See our article here.

Form Options

Form Options allow you to improve your company's workflows with automation and customization.

Enable Copy from Existing

Save time by copying previously filled out forms by enabling the copy from existing function. This allows any saved form to be copied to a new form by populating all information added.

Once this is selected, a dropdown will be available at the end of a new form created from this template to copy the data from a previously filled form.

When creating a new form, you will be able to duplicate the data entries from a previously filled form within the same project by clicking the Copy from existing button and selecting the form.

Enable Labelling

Organize and sort your forms more easily by implementing automatic labelling. Enabling labelling allows you to see your necessary criteria without having to open your forms.

  1. Locate and Copy the Data ID: In the Edit page of your Form, find the field that you would like to show up in your Label column. Click on the "Copy Data ID" icon, and your Data ID is now ready to be pasted into the proper field.

  2. Save any changes you may have made to the form template and close the Edit screen.

  3. Enable Labelling: Return to your Form Settings and click on the "Enable labelling" option under Form Options

  4. Enter your Data ID into the Label Field: Paste the Data ID you copied of the field you selected in Step 1 into the "Label" Field.

Note: when entering the Data ID, be sure to add the braces (curly brackets) around the ID number (see above)

Now that you have enabled your label, let's see what it looks like in your list of reports.

*As the form is completed, the field will be reflected under the Label column.

For more information on Automatic Labelling, please see our section below.

Enable Statuses

Create or receive automatic updates based on your form's status. Enabling statuses allows you to either configure the status of the form yourself, or automatically update the status of your form.

  1. Locate and Copy the Data ID: In the Edit page of your Form, find the field that you would like to show up in your Status column. Click on the "Copy Data ID" icon, and your Data ID is now ready to be pasted into the proper field.

  2. Save any changes made to the form template and close the Edit screen

  3. Return to your Form Settings and click on the "Enable labelling" option under your Form Options

  4. Enter your Data ID into the Status Field: Paste the Data ID you copied of the field you selected in Step 1 into the "Status" Field.

Note: when entering the Data ID, be sure to add the braces { } or curly brackets around the ID number.

Now that you have enabled your status, let's see what it looks like in your list of reports.

*As the form is completed, the field will be reflected under the Status column.

For more information on Statuses, please see our section below.

Send Notifications to the Assigned User

Guarantee your team fills out their reports by sending notifications to them when you have assigned them a form.

Enable Custom PDF Name

By enabling a custom PDF name, when you create a report and click "Save" it will now generate a PDF with a customized file name. For example, you may customize the name to include the report's name and date in the title, such as, "Mechanical Inspection Report - 2023-03-30.pdf" instead of a random combination of letters and numbers.

  1. Once enabled, a field will appear where you can enter the new name you want for your form's PDF.

  2. You will also have the option to add field blocks for the desired autogenerated file name.

Enable Form Sign-off

Sign off on a completed form without having to go through the whole form. When enabled, this feature allows you to sign off on a form within the PDF viewer.

Adding a Sign-off

Now that you've enabled your form sign-off option, let's add our signatures to our forms!

  1. Select the PDF option in your Project's Site/Safety Reports module

  2. Here you will find the option to Add Sign-Off

  3. Click on the Sign-Off button

  4. Sign the form with your signature and type your name.

  5. Click Save

Once the form is signed, you can see how many sign-offs have been added to the forms by enabling the column in your settings in the form table.

Managing your Sign-offs

To view and manage PDF sign-offs, click the “Manage Sign Off” option under the form's 3 dot button dropdown. This will give you detailed insights into each sign-off, including user information, timestamp, and geolocation. There is also an option to View Sign-Off and Delete from the form PDF, as well as Add a Sign-Off if it hasn't yet been signed.

Enable Digital Signatures

Streamline your approval workflows with Digital Signatures to send documents to third parties and receive verified signatures—providing secure proof of acceptance.

  1. Once enabled, you can select how many digital signatures you'll want (up to 4) your forms to allow.

  2. Click "Save" to save your updates

To get started with Digital Signatures, you will need to reach out to your CSM to get the feature added to your instance.

Sending for Digital Signatures

You're now ready to send the form to recipients or approvers for review and sign-off. Once the form is created, locate the "Send for Digital Signature" option in the form's PDF. A pop-up will appear, allowing you to select the Users or Contacts you’d like to send the document to for signing. The list will display the number of recipients based on the value set in the "# of Digital Signatures" field in the form settings.

To send the document to an approver for review, follow these steps:

  1. Click on the Form's PDF.

  2. Click on the "Send for Digital Signature" button.

  3. In the pop-up, add the Users and Contacts who should receive and sign the document.

  4. Select recipients by checking each relevant row and searching through your Users or Contacts.

  5. Customize the email subject by clicking the + button to insert a Text Box, Today’s Date, or Current Month.

  6. Add any details to the email Body using the text box.

  7. When ready, click on "Send to Selected."

The document will be immediately emailed to the selected recipients. Both the document's creator and sender will receive notifications once recipients sign the document.

*If the PDF exceeds more than 15MB the email is not sent and a notification is sent to the user that has requested the signatures. “The signed copy of <form name> could not be delivered to the recipient email because exceeds the size limit of 15MB.

Adding your Digital Signatures

Recipients will receive an email containing a link to access and sign the document.

To begin, they should click the "Access Document" button in the email, which will open the document and the signing interface.

Once opened, they can use the "Sign Here" button to complete the signing process.

After signing and saving the document, they will receive a confirmation email with the signed document attached for download and keep for their records.

Disable Default Save Buttons

When incorporating the "Save" and "Submit" buttons within Form Builder, you can then disable the Save/Save & Email functions found at the bottom of the form. This helps to avoid confusion with your team when filling out forms.

*Completed Form with Save and Submit components and Disabled Save enabled

To learn more, read our articles on the Save and Submit components.

Downscale Photos on PDF

Some forms require a large number of photos; this can cause problems when trying to open or share the PDF due to the size caused by the photos. By checking the "Downscale photos on PDF" option in your Form Options, you can ensure that your form will upload without any issues.

Form Visibility

Use the Form Visibility feature to Restrict visibility on completed forms for all users except those: Created By, Assigned To, or Users with Tags.

This will ensure that important form details are only made available to specified users and those it is shared with using Email Distribution.

*Note: Your form visibility rules will apply when enabling "Copy from existing." If a user does not meet the requirements in Form Visibility, they will not be able to utilize the copy from the existing feature.

Automatic Labelling

Make organizing and sorting forms/reports easier with automatic labels that can be customized to improve your company's workflows. Follow the instructions below to create and automate a custom label for specific forms.

Step 1: Enable Automatic Labelling

In Forms tab of your Company Settings, click on the gear icon of the form you wish to edit

OR

click on the three-dot icon to reveal the dropdown and select the Form Settings.

In the Form Settings, you will find your Form Options. Enable Labelling and/or Enable Statuses by checking the boxes as seen below:

Now that you have enabled labels and statuses, you can enter the Data ID of any entry field you wish to pull from a form. The Data ID will be entered into the Label or Status input, pointed out by the second arrow above.

Step 2: Locate the Data ID

Exit out of your Form's Settings and open the Form's Form Builder, by clicking on the pencil icon.

Next, you will locate the field(s) you would like to grab the input from and click the Clipboard icon to copy the data ID

OR

You can click on the pencil icon to bring up the Edit sidebar. Scroll down to "Data ID, and copy the ID in the field

Step 3: Create an Automatic Label or Status

Return to the Form Settings > Enter the Data ID(s) in the Label or Status text field. Make sure to add the curly brackets "{ }" around the Data ID (example: {AWT_28H8}).

Save any changes made on the form > Close the form > Click on Custom Form menu(right side of form) > Click on "Form Settings"

Note: You can add multiple "Data IDs" within this area for labelling. Be sure to keep each ID within their own set of curly brackets.
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Step 4: View Automatic Labels and Statuses

As the form is completed, these fields will be reflected under the Label and Status columns.

Experience enhanced visibility into the data fields of your desired forms with the use of Automatic Labels.

Note: If using Select components with Custom options

add ".title" to the Data ID in the Label field

Auto Increment

Give your forms an automated numbering system. Whether you want to number your forms at the Company or Project Level, you can customize their numbering exactly to your specifications using our Auto Increment option.

  1. To start, be sure to Enable labelling

  2. Now you want to choose to set your Auto Increment at the Company or the Project Level. Choosing the Company Level will set your numbering across all projects, while selecting the Project Level will maintain the numbering within each project.

    1. Once you have selected your Auto Increment, you will be presented with a Number Offset option. This is where you can choose where you want your numbering system to start.

  3. If you would like to include a header to come before your number (ie; FORM #{number}, you can include this in your Label field.

    1. Enter the header, and then {auto_increment} and in your Label field, you'll now see this header with the number

Form Status

Enable form statuses, manage status type, organizing and managing forms.

Status Overview

Form Status is a feature designed to help you streamline your company's approval workflow!
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Use Status to create or receive automatic updates on your Site, Safety, Company, and Equipment forms. With Statuses users can either have static status options (preset status options) or configure their form settings to apply automatic statuses (form fields) to any form.

Enabling Statuses

To set up the Status column for your form, will you need to enable Statuses in your Form's settings.

  1. Navigate to the Forms tab in Company Settings, then click on gear icon in the tool bar to open Form Settings.
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    OR
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    Click on the 3-dot icon at the far right of the tool bar to bring up the dropdown menu and select Form Settings.

  2. In the Form Settings, you will find your Form Options. Enable Statuses by checking the box as seen below:

  3. At the bottom of the page, under Statuses, you will find the Status options. Click +Add Status to create new statuses.

  4. When finished, click Save

Automatic Statuses

Automatic Statuses will allow your Statuses to be auto-generated with the text entered by the user in a form field. When automatic Statuses have been associated with a component, the entered text will reflect in the Status column.

Here's how it works:

  1. Exit out of your Form's Settings and open the Form's Form Builder, by clicking on the pencil icon of the Form

  2. Next, you will locate the component you would like to grab the Status from and click the clipboard icon to copy the data ID (as indicated below)

    OR
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    Click the pencil icon to open the edit

    sidebar. Locate the component's Data ID field and copy it

  3. Return back to the Form Settings of the Form by selecting the gear icon in the form's tool bar

  4. Paste the Data ID into the "Status" field (make sure the status is enabled)

    1. Be sure to enclose the data ID in curly brackets "{}".

  5. Click Save when complete

Now, every time a user enters text into that form field, the text will show under the Status column:

Note: If using Select components with Custom options

add ".title" to the Data ID in the Status field

Viewing Statuses in Company Reports

Once the Status option has been enabled, you will see the form's Status reflected in the Company Reports module when viewing the All Forms tab.

Gain visibility into all form activity and updates using the Status feature!

Sync Data to Data ID

Save time and errors by syncing data (Assigned Date, Project, and Assigned User) to fields in your form with its Data ID.
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Note: Take advantage of the "i" icon beside each Sync field. Clicking on it provides valuable information.

Sync Assigned Date to Data ID

Ensure the correct date is entered for your form by syncing the Assigned Date with the Data ID of your Date field.

  1. To start, copy the Data ID of the necessary field in the Edit screen of your form.

  2. Close the Edit screen of your form and open that form's settings.

  3. Scroll down to "Sync Assigned Date to Data ID" and paste your Data ID in the field provided. (No brackets needed)

  4. Click "Save" to save your new settings

Sync Project to Data ID

Skip unnecessary steps by syncing your Project to your form's Project field.

  1. To start, copy the Data ID of the necessary field in the Edit screen of your form. (Be sure you are using a Select component)

  2. Close your Edit screen and open the form's settings.

  3. Scroll down to "Sync Project to Data ID" and paste your Data ID in the field provided. (No need to include brackets)

  4. Click "Save" to save your settings.
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Sync Assignee to Data ID

Automatically assign the form to your user with our Sync Assignee to Data ID option

  1. Copy the Data ID of the necessary field in the Edit screen of the form (Be sure to use a Select component)

  2. Close the Edit screen and open the form's settings.

  3. Scroll down to "Sync Assignee to Data ID" and paste the Data ID into the field provided. (No need to include brackets)

  4. Click "Save" to save your settings
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Documentation

Communicate with your users to ensure they have all the information/instructions they need to fill out the form correctly.

  1. In your Form's Settings, scroll down to "Documentation"

  2. Enter the information you want to convey for your form in the field provided. (Feel free to add any images or links)

  3. Click "Save" to save your documentation

Viewing Form Documentation

  1. When adding the form to fill out, click on the information ("i") icon to see your Documentation.

Labels/Statuses

Create Labels and Statuses for your forms with the Labels and Statuses options in Form Settings.

Labels

Create and/or remove Form Labels

  1. To start, check "Enable Labelling" under your Form Options in your form's settings

  2. Scroll down to "Labels"

  3. Click on the "+ Add Label" box

  4. A pop up window will appear. Enter the new label in the field provided

  5. Click "OK"

To remove a Label, click on the "x" in the Label box

Statuses

Create and/or remove Form Statuses

  1. To start, check "Enable Statuses" under your Form Options in your form's settings

  2. Scroll down to "Statuses"

  3. Click on the "+ Add Status" box

  4. A pop up window will appear. Enter your new Status in the field provided

  5. Click "OK"

To remove a Status, click on the "x" in the Status box

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