Forms are how your company collects site information, from daily inspections to incident reports. This article covers how to start a form, the tools available while filling one out, and how to sign and submit it.
Note: Every form is different. The fields, layout, and logic on a form are set by your company when the form is built, so what you see may not match every screenshot in this article exactly.
Starting a Form
- Open the Forms tab.
- Select the form you want to fill out.
- Choose one of the following:
- Start a new Digital Form
- Start a new Scan Paper Form
- Open a recent draft from the list of drafts in progress
- If the form requires it, select a Site or Asset. Some forms don't require either.
Filling In the Form
A form's fields depend entirely on how your company built it. You might see dropdowns, selection fields, text fields, text areas, toggles, checkboxes, lists, or tables where you can add rows of repeating values. Some forms also include images, or areas where you can attach images, PDFs, or videos.
Some forms use logic that changes what you see as you fill them in. Visibility logic can show or hide fields based on an answer you select. Filter logic can narrow the options in a dropdown based on what you selected in another dropdown.
You can use your device's built-in voice-to-text to fill in any text field.
Tip: To fill in a text field faster, tap the field and use your device's voice-to-text keyboard feature instead of typing.
Signature Fields
A form can include an embedded signature field, but most forms use the built-in signature function instead. If the form requires signatures, you'll be prompted to add them when you submit.
Tools Available While Filling Out a Form
While a form is open, a menu bar at the top of the screen gives you access to several tools. On a larger screen, or when your device is in landscape view, you'll see all the icons directly in the menu bar: Signature, Share, Translate, Actions, and More. On a smaller screen, some of these move into More, which can also include Rename, Preview, Email, Delete, and Support.
Translate a Form
Select Translate from the menu bar and choose a language. The form re-renders in the selected language.
There's also an advanced option to translate the fields you've already filled in, not just the form labels. Turning this on makes the form read-only, since translated answers can't be edited directly.
Note: Translation is powered by Rosie, Salus's AI assistant, and may not be perfectly accurate. Review translated content carefully, especially for safety-critical information.
Add an Action Item
You can create an action item from any field on the form. Select the flag icon on the right side of the field, then choose a type, add a description, set a priority and due date, and assign it to someone. You can also attach an image to the action item.
Select the Actions icon in the menu bar to see a list of every action item created on the form.
Share a Form
Select Share from the menu bar to share the draft with other users for collaboration, or so they can add their signature.
Rename a Draft
While a form is still a draft, you can rename it by selecting More, then Rename. The form returns to its original name once it's submitted.
Signing and Submitting
When you're ready to submit, select Signature from the menu bar to add a signature before submitting, or submit directly if no signature is needed yet.
- Select Add Signature.
- Select the worker who's signing. If they're not on the site worker list, select Add Worker to pull from the company worker list or add someone new.
- Sign on the screen and select Submit Signature.
- Select Submit to finish the form. If signatures are required, you'll be asked to select everyone who needs to sign before the form can be submitted.
Warning: Submitting a form locks it from future edits, unless Edit Submitted is enabled for that form template.
What Happens Next
Once a form is submitted, it locks and can no longer be edited, unless Edit Submitted is enabled for that form template. The form is removed from your drafts and stored with the rest of your company's submitted forms. Any action items you created stay active and follow their own due dates and assignees, separate from the form itself.
Frequently Asked Questions
Why doesn't my form look like the screenshots in this article?
Every form is built individually by your company, so field types and layout vary. This article covers the tools and options available, not one fixed layout.
Can anyone translate, share, or add action items to a form?
Yes. Translate, Share, and Actions are available to all users, regardless of role.
Is the AI translation accurate?
Rosie's translation is generally reliable but not perfect. Double-check translated content, especially for anything safety-related, before relying on it.
Can I still edit a form after I translate my answers?
No. Translating your entered answers, not just the form labels, makes the form read-only.
Where do action items go after I create them?
Select Actions in the menu bar to see every action item created on that form. They stay active and trackable even after the form is submitted.
Can I make changes to a form after I submit it?
In most cases, no, submitting locks the form from future edits. Some form templates have Edit Submitted enabled, which allows changes after submission. If you're not sure whether this applies to a form, contact Salus Support or your assigned CSM.
What happens if a form requires signatures I haven't added yet?
When you select Submit, you'll be prompted to select everyone who needs to sign. The form won't submit until the required signature is collected.