Forms overview - Desktop

Forms is the central place to create, manage and share templated forms. This can be accessed on a repeating basis by workers, who can view all of the forms available in the library once they’re assigned to a site. There are four tabs in this area: Submitted tab, Shared Forms tab, Library tab and Shared Links tab.  

Interface

Submitted tab

In the Forms Submitted tab, key features and actions include:

• Submitted tab
  Contains a list of forms that have been accessed for use and submitted across the platform.
• Export
  Exports a form based on the filters that were put in place.
• + New Form
  Creates a new form by copying the existing template, so you can fill it in.

Note: The form will always reflect the template on the date it was copied, even if the form template changes at a later date – the created form remains the same in the Submitted tab.

• Form actions
  • Open In New Window 
  • Download the submitted form to your desktop
  • Email a copy of a submitted form to an entered emails(s)

Note: The email will be sent from the platform, meaning recipients will receive a copy of the document, but will be unable to interact by replying to the email.

• Title
  Clicking into a Completed or Pending Review form allows you to:
  • Sign the form
  • Review the form
    Approve / Disapprove the form, leave comments and sign
  • Edit the form
  • Download the form
  • Email the form
• Clicking into a Draft form allows you to:
  • Delete the form
  • View Details of the form
  • Share the form
  • View PDF of the form
  • Sign the form
  • Sign & Submit the form

Note: Forms being actioned or completed also appear under a worker’s profile, and are also collated for a site, which are alternative ways of accessing them.

Shared Forms tab

The Shared Forms Tab provides an overview of forms that have been shared or made accessible to you within the platform. 

• Form Actions
  • View the form
  • Download the form
  • Email the form

• Title
  Clicking into the listed form allows you to:
  • Sign the form
  • Review the form
    Approve / Disapprove the form, leave comments and sign
  • Edit the form
  • Download the form
  • Email the form

Library tab

In the Forms Library tab, key features and actions include:

• Library tab
  Contains a list of the available form templates.
• + Create Form
  Brings up the wizard to create a form template from scratch.
• Form actions
  • Edit form
    Make amendments to the form template.
• Table fields
  • Title
    Clicking the name of the form allows you to make amendments to the form template.
  • Published
    Shows the status if it’s published.
    A check mark indicates the template is published and available.
    An exclamation mark indicates the template is still being created or is not.
  • Last Updated
    Shows the date the form template was last updated.

Shared Links tab

The Shared Links tab provides an overview of links that have been shared with you from within the platform.

• Table Fields
  • Name
  • Site
  • Link
• Form Actions
  • QR Code
  •  Delete the Shared Link

Submitted Tab – Table definitions

Definitions are provided below to explain the fields which categorize the table of the submitted forms.
This table is in Forms > Submitted tab.

Filter/Category	Definition
ID	A unique identifier that is automatically assigned when a form is accessed and filled out by a worker.
Title	By default the title of the form is identical to the title of the template it’s created from. Note: The title can be changed when the form is filled out.
Site	Reflects the site for which the worker is filling out the form. This is a field that’s tagged in the form.
Asset	Reflects the asset the form references if applicable. Otherwise ‘NA’ indicates an asset is not applicable for the form.
Status	Reflects the status of the form with one of the following status’: Completed A completed status can reflect one of two scenarios: The worker has submitted the form (without an approval process enabled), or the worker has submitted the form, and the form has gone through the approval process and been approved.   Draft The worker has accessed the form, but hasn’t submitted it yet. Pending Review The form has the approval process enabled, after the worker has submitted the form Pending Review is reflected until the form has been reviewed by the Foreman or Company Admin to be Approved (status then changes to complete), or Disapproved (status changes to Disapproved). Disapproved The form has been submitted by the worker, and reviewed by the Foreman or Company Admin and disapproved. Tip: There is a Status filter available, that allows you to filter the table using any of these status’. In addition to this, there’s the Submitted filter which is also provided in the drop down menu. Selecting the Submitted filter will bring up any form with the status of Completed, Pending Review, or Disapproved.
Created By	The name of the individual who created the form.
Submitted By	The name of the worker who submitted the form.
Date	Shows the date and time stamp of when the worker submitted the form.