Manage Forms

Form Template List

Form Template List is a place in the system where you can create new templates.

On the list you can also use the following actions:

• Export* - allows you to download the selected form template. This downloads a JSON file.
• Import* - allows you to upload the file with the form template (you have to use a JSON file).
• Where-Used List - opens a list where the selected template is used.

*very useful if you want to migrate templates between companies.

Form Template List.

Form Template Card

On the Form Template Card, you can set up the template from which future forms will be created.

On the card, you will find:

• Code - automatically created from number series that are set up in the Forms Setup.
• Name - the name of your form template.
• Description - the description of your template.
• Category Code - defines a type of form and where the form template can be used.
• Status - the status of the form template (Open, Released, or Closed).
• Version - informs what the current version is of the form template. This increases after each reopening of the form template.
• Require Signature - Defines if the signature is needed before submitting the form (only when the Dynaway Signature app is installed).

On the card, you can also use the actions:

• Release, Reopen, Close - changes the status of the form template. Only Released Form Templates can be used as 'active' form templates.
• Preview - use it to check how your form looks for the final user.
• Create Form - only active when the category code has type 'General'. Use it to create a form manually from the template.
• Open Forms - opens a list with all records where forms created from this template are used.
• Completed Forms - opens a list with all completed forms created from this template.
• Where-Used List - opens a list with all records where this template is used.
• Export - downloads a JSON file with this template.
• Copy To New Template - you will be able to create a new form template based on the template where you are right now.

The Questions tab is the heart of the card. From this tab, you can create a structure of the final form created from this template.

• Question Text - defines the text of the question.
• Instruction Text - defines the text used as instruction for the question.
• Type - defines the type of the question.
• Mandatory - defines if the answer must be given for this question.
• Multiple Choice - defines if multiple choice is allowed. Only available for questions where selection is used (like Options or Select).
• GDPR - defines if the answer may contain sensitive information.
• Configuration - defines the configuration for the question. If needed, you will see it on the list.
• Related Forms - defines if some answers will trigger the creation of a different form. You will see it on the list if this option is available for the used question type.
• Has Picture - defines if the question has a picture added.
• Has Video - defines if the question has video added.

Questions.

Form Template Card.

Needed configuration.

Questions on the Form Template Card

On the Questions tab on the Form Template Card, you can define the layout of the created form and all questions in this form.

You can use the following actions:

• Move Up - moves selected question one line up.
• Move Down - moves selected question one line down.
• Import Question - opens the list of predefined questions to select and apply it to the current form template.
• Picture - Import, Export, and Delete - set of actions for a picture on the question.
• Video - Add Video and Remove Video - set of actions for a video on the question.

Each question should have its own specific type:

• Header - use it to group questions that are below it. Everything that is below the header can be expanded/collapsed on the final form. You can use it to improve the layout of the form and group specific areas on the form.
• Empty - use it for an area with instructions or specific explanation, or any other purpose when you want to add text to your form.
• Text - the final user needs to add an answer that is a text.
• Text Area - the final user needs to add an answer that is a text. The field to provide an answer is bigger.
• Text with History - the final user needs to add an answer that is a text. Once the given answer is saved it can be reused later by the user. This can be used when answers are usually the same.
• Boolean - the final user needs to add a true/false answer.
• Options* - the final user needs to choose the answer from the prepared list.
• Select* - the final user needs to choose the answer from the prepared list. A value can be set up as the default one.
• Record Lookup - the final user needs to choose the record from the database. You have to specify the table to lookup.
• Date - the final user needs to choose the date.
• Date Range - the final user needs to choose the date range.
• Time - the final user needs to choose the time.
• Decimal - the final user needs to provide an answer that is the decimal value.
• Integer - the final user needs to provide an answer that is the integer value.
• Photo - the final user needs to add a photo as an answer (photo can be taken with the device).
• Document - the final user needs to add a document as an answer.
• Subform - embed existing form templates into a form template. View more here.

*Options and Select can be changed without losing given values.

Question Types.

Form with header.

Select.

Option.

Question Configuration

Some questions need to be configured. For example, the question type option needs a list of possible options. You will see that a question needs a configuration, it is marked as Configure Select or Configure Options.

• Record Lookup Configuration
  • Here you need to choose a table that the user will open to choose a record from it.
• Boolean Configuration (triggers)
  • For boolean questions, you can configure forms triggered by the specific answer.
• Option Configuration
  • For this question, you need to create a list with possible options that the user can use as an answer. Here, you can also set up that some answers will trigger the creation of another form based on the given form template.
• Select Configuration
  • For this question, you need to create a list with possible options that the user can use as an answer (you can choose which answer will show as the default one). Here, you can also set up that some answers will trigger the creation of another form based on the given form template.
• Triggered Forms
  • Sometimes one answer might need some clarifications or additional questions. If you don't want to show these questions every time, and you want to show them only when the specific answer is given, then Triggered forms might be useful.

Examples:

• In the screenshot, you can see an example of a question where you can see the numbers from 1-5 in the Configuration column. As you can see in the screenshot, triggers are added to 1 and 5 to investigate why someone rated it the lowest or the highest.
• In the example with the boolean question from the screenshot, we asked if someone would do something better. If the person answers 'No', then a second question will not be triggered. If the person answers 'Yes', then it will trigger a new form with additional questions to get clarification.

Question Configuration.

Configure Option.

Configure Select.

Configure Boolean.

Configure Look Up.

Subform Question Type

You can embed existing Form Templates using the Subform Question Type. On your Form Template, select the Question Type Subform and select Configure Options to choose one of the existing and released form templates you want to embed. Select the ellipsis next to the Subform Code to select the form you want to embed.

When you reopen the subform to make changes to the subform, every form that uses it will be also reopened. To avoid releasing each of the parent forms manually, just select Release All instead of Release, when you're done with making changes, as it releases every parent. You can check by which forms the current one is used in the Factbox Subform Where-Used.

Add Subform question and select Configure Options.

Select ellipsis next to the Subform Code.

Select the Subform to embed.

Use 'Release All' to release all Form Templates that use the edited Subform.

Question Templates

With Question Templates, you can create a set of questions that you can use on any form template without creating the same question every time from scratch. This is very useful if you have a question that often repeats in your form templates (for example the question about the time when the work has started). Each question template has an individual code, description, and category which will help you categorize similar types of questions (for example questions about time or about clarification).

Each question template works the same as the question on the form template works (is mandatory, has GDPR, configuration, etc.).

To add question template to the form template, use the Import Question action on the form template card in the Questions tab.

Question Templates.

Import Question.

Pictures and Videos on Questions

For any question, you can use a picture or video. To do this, you need to use specific actions for the question.

• Picture:
  • can be imported directly from your device.
• Video:
  • you need to add an embedded video link. Popular portals for storing and sharing videos have the option to get this link directly from their website. Just copy/paste this link.

Adding Video to the Question.

Create Form Manually

You can use the Create Form page to easily create forms that are released with the category specified as 'General' type.

The 'Create Form' page can be accessed from two places in the system, either from Open Forms or from Form Templates > Form Template Card.

To create a form on the 'Create Form' page, you need to select:

• the Code of the Template Form from which the form will be created.
• the person who will be assigned to the created form.
• the due date of the form.

When everything is ready, select Create Form to finish the process.

Create Form.

Open Forms

Open Forms is a list where you can find all open forms in your company. You can open this list from places like the search bar, Asset Manager Role Center, but also directly from the Form Template Card.

In Open Forms, you can find the following information:

• Form Template Code that was used to create the form.
• Name of the template.
• the person Assigned To the form.
• the Due Date to fill in the form.

From Open Forms, you can also use these actions:

• Create Form
  • to start a process of creating a form based on the form template with the category specified as 'General' type.
• Complete
  • starts the process of completing the selected open form.

Open Forms.

Form Card

On the Form Card, you can see all questions on the form. The layout of the form is defined by its template. Questions may contain descriptions, pictures, or videos that might be helpful to answer.

If the form is divided by headers, you can always collapse some parts to clarify the view (for example when you finished answering one part of the form).

When all answers are given (questions that are mandatory are marked with an asterisk) you can:

• Submit your answers
• Save Progress - saves the given answers but not yet submitting them. You can come back and check/change them later before submission.

Form Card.

Completed Forms

Completed Forms is a list where you can find all completed forms. You can open this list from places like search, Asset Manager Role Center, but also directly from the Form Template Card.

The information which you can find there is:

• Form Template Code that was used to create the form.
• Version from which the form was created.
• the person Assigned To the form.
• the Due Date to fill in the form.
• the actual Completion Date of the form.
• if the Signature module is installed, you can also see when and by who the final form was Signed By.

From this list, you can check what answers were given in the form by the user. To do this you can use two actions:

• Answers - the given answers as a list. From this list, you can also check what attachments were added to the questions that expected attachments.
• Form - opens the filled form. From here, you can print the whole form with the given answers.
  • it prints the current view of the form, meaning that if you have collapsed some sections, they will aslo show as collapsed on the printout.

Completed Form Lines

On the list, you can see all questions and given answers. In the Answer column, when an attachment had to be added, it shows the number of attachments added. You can use the Attachments action to open a list of all attachments where you can download them.

Completed Form Lines.

Completed Forms.

Completed Form View.

Form Attachments.