Forms

The Forms section, located under the General section in System, allows users to create forms that can be associated with a Labour Item or a Contract Manager for completion.

The Forms area contains a ‘Type’ dropdown where the user can either filter the table by Contract Manager or Labour Items, this is determined by the ‘Contract Manager Form’ checkbox within the Form record itself.

There is also a Quick Search which targets the Form column.

To create a new Form the user can select ‘+ New’ in the top right corner.

To Delete a Form, enter the Form record and select the Delete button in the top right corner.

Deleted Forms are displayed in red within the table, making them easy to identify. Deleted Forms are not available for selection elsewhere in the system.

Only Users with the Super User switch enabled in their user record can view deleted Forms in the table.

Super Users can Restore a deleted Forms by selecting the deleted record in the table and clicking the Restore button located in the top-right corner of the screen. Once restored, the Form will return to its standard table colour and will again be available for selection throughout the system.

Form Details

Once the user has selected ‘+ New’ the system will direct the user to the Form Details page.

The system then allows the user to populate a Name & Description for the Form.

The Form Review checkbox determines whether a Work Submission form must be reviewed by an admin user within the Form Review area after it has been finalised and submitted by the engineer.

The Contract Manager Form checkbox determines whether the form is intended for a Contract Manager or a Labour Item. If this checkbox is selected, the form will be excluded from the list of available forms during the Labour Item form selection process.

To create a new version, users must navigate to the Details page and select Version Form. Any changes made to the working version of the form will not be reflected in other areas until a new version is released.

Form Items

The Items sub-tab allows the user to create an Item which is a container used to group a set of related questions.

To add a new Item select the ‘Add Item’ button above the right-hand side of the table.

The system directs the user to the Item Details page to enter an Item Name & Limit.

The Limit defines the maximum number of instances of that specific Item that an Operative or Contracts Manager can add to a form.

The Questions tab within an item record allows the user to add and remove questions from that Item.

To add a question to the Item, select the + icon next to the required question in the Unselected Questions table. The question will then be added to the Selected Questions table.

To remove a question from the Item, select the – icon next to the required question in the Selected Questions table. The question will then be removed from the Selected Questions table and returned to the Unselected Questions table.

Deleted Items are displayed in red within the table, making them easy to identify. Deleted Items are not available for selection elsewhere in the system.

Only Users with the Super User switch enabled in their user record can view deleted Form Items in the table.

Super Users can Restore a deleted Form Item by selecting the deleted record in the table and clicking the Restore button located in the top-right corner of the screen. Once restored, the Form Item will return to its standard table colour and will again be available for selection throughout the system.

Form Questions

The Questions tab allows the user to add questions to their Form which would eventually be answered by an Operative or Contracts Manager.

The user can add a new question by selecting the ‘Add Question’ button above the table.

The system directs the user to the questions Details page to enter the following.

• Question Text – This is simply the question that the operative/contracts manager is going to be asked.
• Description – This is the description of the question.
• Question Type – This dropdown contains the 6 different question types that exist in the system which are Text, Free, Dropdown, Checkbox, Image & Video.
  • Text / Free – These questions will display a text input box on the form.
  • Dropdown – These questions will display a dropdown list of options on the form. The dropdown is populated in the Answers tab.
  • Checkbox – These questions will display a simple yes / no checkbox.
  • Image – These questions will allow image uploads on the form.
  • Video – These questions will allow video uploads on the form.
• Required Checkbox – The status of this checkbox determines whether an answer for that specific question is mandatory or not.
• Ask Once Checkbox – The status of this checkbox determines whether the question appears on every form when multiple instances of the same Labour Item are submitted, or only on the first form associated with that Labour Item. If the question is an Ask Once question, it will not be able to be associated with an Item.
• Allow Multiple Media Checkbox – This checkbox appears once the Image or Video Question Type has been selected. The status of this checkbox determines whether the operative or contracts manager completing the form can upload multiple images or videos, instead of being limited to a single file.
• Allow Desktop Upload Checkbox – This checkbox becomes available when the Image or Video question type is selected. Its status determines whether the operative or contracts manager completing the form can upload an image or video from a desktop device; if left unchecked, uploads must be made from a mobile device.
• Code – This is the code for the question, the user must manually type this in. This field must be unique within the form.
• Item – This dropdown displays all valid, non-deleted Items that have been added to the form. When an item is selected from the dropdown, the question will be added to that specific item. If a question is associated with an item, it will not be able to become an Ask Once question.
• Order – This field defines the order in which the questions are displayed to the operative when completing the form.

Form Layout

The Layout sub-tab allows the user to manually customise a layout of the form which is created and available in Sites > Documents after the form has been completed & approved.

This is a customisable space within the document where users can add or arrange content such as text, images, or short codes according to their needs.

There are multiple tools down the side of the layout available for use by the user.

In order for the layout to be applied to the document, the Active checkbox must be selected.

Form Versions

The Versions sub-tab allows users to switch between current and previous versions of a form, and to select which version should be marked as the Active one.

When the Active version of a form is changed, the update is immediately applied to all newly created instances of this form.