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 create a new form instance:
- Go to Forms > Forms > All forms, and select Create form from the top menu.
- You can see the Create form dialog (see screenshot 01).
- In the Form template field, you can select a 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).
- Note that when a selected form template has related form templates configured on it, the Related form templates section appears in the Create form dialog. Here, you can check for which form templates the related form instances should be created.
- Add the validity dates and time in the Valid from and Valid to fields.
- After entering all the details, click OK. The new form instance(s) are created.
- You will be directed to the form details page of the created form. On the Form details page, under the General FastTab, add the following details for the form (see screenshot 02):
- Identification
- Form: Unique identifier of form generated from number sequence selected on the Forms parameters page.
- Form template: Identifier of the form template from which form instance has been created.
- Form
- Owner: Name of the worker who is the current owner of the form instance.
- Assigned group: Drop-down to select a group from the list of active form worker groups.
- Assigned: Drop-down to select worker from the list of workers.
- When Assigned group is filled, the Assigned field allows selection of active workers from that group.
- When Assigned group is blank, the Assigned field allows selection of any worker from the Human Resources module.
- Form type: Displays the type of form instance. Form type can be one of the three values based on the access permissions - Form, Work order, Permit.
- If you have the license for Dynaway Forms installed, and you create a standalone form then the form will have the default form type as Form.
- If you have the license for Dynaway Advanced Asset Management installed, and you create a form in work order, then the form will have the form type as Work order.
- If you have the license for Dynaway Safe Work installed, then you can create a form with the type Permit.
- Lifecycle State
- Current lifecycle state: Current lifecycle state of form instance.
- Approved: Specifies whether the form instance has been approved.
- Validity Period
- Valid from: Specifies from which date and time the form instance is valid.
- Valid to: Specifies the date and time upto which the form instance is valid.
- Details
- Form fields: Number of fields in the form.
- Completed fields: Number of form fields that have been completed (filled).
- References: Number of form references.
- 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.
- Identification
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 FastTab, you can review all details regarding the form (e.g. parent form, number of form references, number of form fields, number of completed/answered fields etc.). View screenshot 01 below.
- In the Notes field, you can enter unlimited description of the task being undertaken on the form instance created based on the form template.
- In the Form fields FastTab (see screenshot 02), 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 FastTab (see screenshot 03) that is populated when you select a form field which has multiple answers required.
- 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.
- If a specific form instance has related form instances you can quickly see them in the Form references FastTab (see screenshot 04).
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 FastTab in the Validity period section.
Mandatory validity period
In the Forms template page in the General FastTab, 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.
-
After clicking the OK button, the validity period will automatically be updated on the selected form.
Add Form References
You can add references to Forms, Work orders and LOTOs directly in forms. This can be done from the form details page by navigating to the Form references FastTab.
Note:
- If the configuration keys Dynaway Safe Work and Dynaway Advanced Asset Management are disabled, it is not possible to add references to LOTO or Work orders in forms.
- In workspace Feature management there is an automatically enabled feature called Dynaway - Form related form references that moves the handling of form references from the form part into the existing Form references FastTab. This enhancement centralizes all reference types: Work Order, LOTO, and Form in one place, making it easier to maintain and review relationships directly within the FastTab instead of managing them separately in the form part.
To add a form reference:
- Go to Forms > All forms.
- On the All forms page, select the form to view its details.
- On the Form details page scroll down to Form references.
- To add a new reference, click on Add line.
- From the Type drop-down, select the reference type (Work order, Form or Permit) (see screenshot 01).
- Reference to work orders can be added only to forms with type Work order or Permit.
- Reference to LOTOs can be added only to forms with type Permit.
- You can click on the Identifier link to navigate to the referenced Work order, Form or Permit.
- The created form will also be visible under the Form references FastTab of the respective form. References to forms are bidirectional, meaning once a reference is created, it can be viewed from both the forms (see screenshot 02 to see a sample of form reference in the created form page).
- From the Identifier drop-down, select the reference based on the selected reference type.
- Save the references.
Update Lifecycle State
You can update form lifecycle state for selected forms. It is also 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.
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.
To update the form lifecycle state,
- Navigate to Forms > Forms > All forms and go to the Forms FastTab.
- In the Forms FastTab, choose a form record from the grid, and from the top menu, select Lifecycle State > Update Lifecycle State.
- In the Update Lifecycle State dialog, choose the new lifecycle state. The Available column will display a tick mark next to the lifecycle states you can transition to from the current state.
- Note: When updating a form’s lifecycle state for approval, a validation check ensures that all related forms are approved first. If any related form is not approved, an error message will be displayed (see screenshot 02).
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.
Add Log Remark
You can add a remark to the lifecycle state log of a form without changing its lifecycle state. The application supports multi-selection, allowing you to add a remark to all selected forms at once.
To log a remark for the form:
- Go to Forms > Forms > All forms.
- On the All forms page, from the list of forms select all the relevant forms, and from the top menu navigate to Forms > Lifecycle state.
- Select Add log remark (screenshot 01).
- In the Add lifecycle state log remark dialog, enter the remark and click the OK button.
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.
Print Mobile Report
The Mobile report functionality allows you to navigate to the mobile application and access the required form report(s). You can select and open multiple forms simultaneously. You also have the option to print or download the documents for further use.
To navigate to the form mobile report page:
- Go to to Forms > All forms.
- From the list of forms, select all the forms for which you want to view the mobile report, and from the top menu navigate to Forms > Report > Mobile report (see screenshot 01).
- The browser will open multiple report browsers with the selected form report(s).
- View the report(s) and print or download the documents as needed.
