Use Forms
Introduction
Use Forms to provide technicians with information and request information from them when they're performing maintenance jobs. Forms can be used on both work orders and as permits for Safe work. Whether you want to give or request information, you can provide text or create questions and request answers from technicians.
- Prerequisites
You have completed the setup of Forms.
Create Form Instances
When form templates are configured, you can create new form instances. To do that, you need to go to the 'All forms' menu item in Forms > Forms > All forms.
From the All Forms page, you can see the following fields in the main grid (see screenshot 01):
- Form - unique identifier of form generated from number sequence selected in the 'Forms parameters' page.
- Form template - identifier of form template from which form instance has been created.
- Owner - name of the worker who is the current owner of the form instance.
- Form type - type of form instance.
- For work orders, forms will have the type 'Work order'.
- If you're using Safe Work, forms will have the type 'Form' or 'Permit'.
- Current lifecycle state - current lifecycle state of form instance.
- Approved - specifies whether form instance has been approved.
- Valid from - specifies from which date and time the form instance is valid.
- Valid to - specifies to which date and time the form instance is valid.
- Form fields - number of fields in the form.
- Completed fields - number of form fields which have been completed (filled).
- Related forms - number of related forms.
In order to create a new form instance, click the Create form button in the top menu. A new 'Create form' dialog is then opened. See screenshot 02.
Note: to create a form from a work order, go to Advanced > Forms > Create form. If you want to create a permit based on a form template, go to Safe work > Permits > Create permit.
In the 'Form template' field in the 'Create form' dialog, you can select a form template from which the form instance will be created (meaning that all form fields/questions will be copied to the form instance from the selected form template). When a selected form template has related form templates configured on it, then the 'Related form templates' section appears in the 'Create form' dialog. In the dialog, you can check for which form templates the related form instances should be created. In the bottom of the 'Create form' dialog, you can specify 'Valid from' and 'Valid to' dates and times. After clicking the OK button, new form instance(s) are created.
View and Fill in Forms
When you have created a form instance, you can view it by going to the 'All forms' page. In the form in the 'General' tab, you can review all the details regarding the form (e.g. parent form, number of related forms, number of form fields, number of completed/answered fields etc.). View screenshot 01 below.
- In the 'Form fields' grid, you can provide answers for specific form fields in the 'Answer' column.
- Note that if a specific form field allows multiple answers (if the 'Multiple answers' checkbox is checked), then you need to provide those multiple answers in the 'Answers' grid.
- If a specific form instance has related form instances you can quickly see them in the 'Related forms' section to the right of the screen. See screenshot 02. Similarly, when you select a form field in a form instance with multiple answers, then you can quickly see these multiple answers in the 'Field answers' section to the right of the screen. See screenshot 03.
If you want to quickly see active form instances only (the 'Active' checkbox is checked on such form instances), then you can use the 'Active forms' menu item from Forms > Forms > Active forms.
Specify Validity Period
When creating a form, you can specify the validity period of it.
- In the 'Create form' dialog, you can specify the validity period with date and time in the fields 'Valid from' and 'Valid to'.
- If you create a form with related forms, the related forms will automatically have the same date and time set in the 'Valid from' and 'Valid to' fields as the parent form.
The fields are visible both on the forms overview grid and in the 'General' tab in the 'Validity period' section.
Mandatory validity period
In the Forms template page in the 'General' tab, you'll find a checkbox 'Validity period mandatory' which when checked requires validity periods on forms to be filled in.
If this checkbox is checked on a form template, and a user tries to update the lifecycle state on a related form to a state that has the checkbox checked, without filling in the 'Valid from' and 'Valid to' fields, an error will appear and the form will not be approved.
Note: When a form is approved, you can't directly edit any fields on it. However, Forms managers and Maintenance managers can use the Change validity period button on the form to adjust 'Valid from' and 'Valid to' dates and times even if the selected form is approved (or it might not be editable if the related form lifecycle state has the 'Allow edit' checkbox unchecked). See screenshot 01 below.
Changing the validity period on approved forms
- After clicking the Change validity period button, a new dialog opens in which you can provide new 'Valid from' and Valid to' dates and times. See screenshot 02.
- Note that you need to fill in both fields with new dates and times.
- The new 'Valid to' date and time must be greater than the current and it must also be greater than the new 'Valid from' date and time.
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After clicking the OK button, the validity period will automatically be updated on the selected form.
Update Lifecycle State
You can update form lifecycle state for selected forms.
To start using the 'Form Lifecycle State Update' functionality, the following setup is needed:
- Setup for form lifecycle states.
- Setup for form lifecycle models.
- Setup for form lifecycle model next states.
- Setup for form templates.
Optionally, a setup for form lifecycle state permissions can be defined.
Once set up, navigate to Forms > Forms > All forms > 'Forms' tab. Then select a form record from the grid and select Update lifecycle state. A dialog is then opened, which can be seen in screenshot 01. From here, you can choose an available lifecycle state to update to.
It's possible to update multiple forms' lifecycle states at the same time, however the selected forms must have the same lifecycle model and the same current lifecycle state.
Review Logs for Lifecycle States
You can review logs related to updating lifecycle states for forms.
To get an overview of the 'Form Lifecycle State Log', navigate to Forms > Forms > All forms > Forms > Lifecycle state > Lifecycle state log. Once navigated, you will see the form shown in screenshot 01 below.
By default, for every new form record, there is a 'Lifecycle state log' line created with a 'Form created' remark set.
Print Form Reports
You can print out the form report which includes all relevant data about selected form such as: form identifier, form template, approval status, validity period, form fields and answers related to form fields.
Form reports can be printed out for multiple selected forms both from the 'Active forms' and 'All forms' pages by clicking the Form report button in the 'Report' menu. You can also print forms by going to Forms > Reports > Form report.
When clicking the Form report button, a new dialog appears. See screenshot 01 below.
From the dialog, you can specify whether forms related to selected form(s) should be shown in the report as well, select report destination (e.g. screen or printer), modify which forms will be included in the report, and determine whether the report should be generated as a batch job or not. After clicking the OK button, the form report is printed out, which you can see an example of in screenshot 02.
