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.

A new page will appear where you can make your customizations

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

*Example of form with no PDF Header Settings hidden

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 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.

Step 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.

Step 2: Enable Labelling

Click on the "Enable labelling" option under your Form Options

Step 3: 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)

Step 4: View Automatic Labels

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.

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.

Step 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.

Step 2: Enable Statuses

Click on the "Enable labelling" option under your Form Options

Step 3: 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.

Step 4: View Automatic Statuses

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.

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.

*When enabled, you will have the option to add field blocks or text 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

Select the PDF option in your Project's Site/Safety Reports module
Here you will find the option to Add Sign-Off
Click on the Sign-Off button
Sign the form with your signature and type your name
Click Save

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

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

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.

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.

To start, be sure to Enable labelling
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.
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!

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.

Navigate to the Forms tab in Company Settings, then click on gear icon in the tool bar to open Form Settings.

OR

Click on the 3-dot icon at the far right of the tool bar to bring up the dropdown menu and select Form Settings.
In the Form Settings, you will find your Form Options. Enable Statuses by checking the box as seen below:
At the bottom of the page, under Statuses, you will find the Status options. Click +Add Status to create new statuses.
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:

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

Click the pencil icon to open the edit
sidebar. Locate the component's Data ID field and copy it
Return back to the Form Settings of the Form by selecting the gear icon in the form's tool bar
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 "{}".
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!

Automatic Labelling

Form Builder - Autofill

Form Status

Form Safety Features

Build a Custom Form With Form Builder Components