Forms

When the user enters the Forms area, the Forms table is displayed. This table contains four columns, each displaying key information for each Contract Manager Form, as described below.

The Operative Portal displays the Contract Manager Forms for the selected Site, regardless of whether they were created by the signed-in user or by another Contract Manager.

• Form – Displays the Name of the Contract Manager Form.
• Created Date – Displays the Created Date for the Form.
• Created Time – Displays the Created Time for the Form.
• Completed – Displays either Y or N, depending on whether the Form has been completed. Y is displayed if the Form has been completed, and N is displayed if it has not.

The Contract Manager can select any Form from the table to view it or complete it if it has not yet been completed.

Creating a New Form

To create a Form on the Operative Portal, the user must select a Site and Plot from the list, then select the New Form Instance button located above the left-hand side of the table.

The portal will then navigate the user to the Form Selection screen, which contains a Form dropdown listing all available Forms. The user can select a Form from the list and then select Create.

The portal will then navigate the user to a page containing the Form Questions for the selected Form, allowing them to begin the Form Completion Process.

Form Completion Process

The Form Completion Process on the Operative Portal contains the questions that an admin user has added to the selected Form.

There are multiple question types that can exist within a Form, such as Text/Free Fields, Dropdowns, Checkboxes, Images, and Videos.

Each Form is labelled with a title above it, which represents the Form Name.

Each question type and its functionalities are described below, including how the Operative can interact with and provide responses for each field within the Form Completion Process.

• Text Field – The Text Field question type allows the Contract Manager to enter a written response within a free text input field using the device keyboard.
• Free Field – The Free Field question type allows the Contract Manager to manually enter additional information or comments within a free text input field using the device keyboard.
• Dropdown – The Dropdown question type allows the Contract Manager to select a single response from a predefined list of available options.
• Checkbox – The Checkbox question type allows the Contract Manager to confirm or acknowledge a statement or requirement by selecting the checkbox field.
• Image – The Image question type allows the Contract Manager to either take a photo using the camera or select an existing image from the device library. Taking a photo is performed by selecting the camera icon with a plus symbol, while selecting from the library is done by selecting the folder icon with a plus symbol.
• Video – The Video question type allows the Contract Manager to select an existing video from the device library; this is done by selecting the folder icon with a plus symbol.

Some Image or Video questions may not allow the user to upload an Image or Video from a desktop machine, as certain questions require uploads via a mobile device. When Image and Video questions require a mobile device, desktop users will see the message “Please upload images/videos from a mobile device,” and the camera and folder upload icons will be hidden.

Questions that have a red dot to the left of them indicate that they are Required Questions. If the user does not complete these questions and attempts to move to the next page, the system will prevent this by displaying an error popup informing the user that not all required questions have been answered. The system also highlights the relevant questions in red so the user can easily identify which ones need to be completed.

Some Image and Video questions allow the user to upload multiple images and videos, while others only allow a single image or video upload. For single-upload questions, if an image or video already exists and the user uploads a new one, the existing file will be replaced.

Adding Form Items

Some Forms may contain Item Questions, which are a grouped set of questions. If a Form contains an Item, one Item is added to the Form by default, listing all questions within that Item. Items have a predefined maximum limit, and the user can add additional instances by selecting the add item button. This button will disappear once the maximum limit is reached. Each time an Item is added, the Form displays an additional set of questions contained within that Item.

Form Task Assignment

When the user selects the Complete button for a Contract Manager Form on the Operative Portal, an Operatives popup is displayed containing a multi-select field listing all Operative users.

The Contract Manager can select one or more Operative users to assign the Form to. Once assigned, the system automatically generates a Task and assigns it to the selected Operative users, with the completed Form and its answers attached.