An eForm is a set of one or more questions that can be sent to someone to complete online. The resulting data can either be used to produce a document (such as a certificate) or to automatically update an associated Quote, Job or Purchase Order.
An eForm can be created and used once. However, if you are going to use an eForm more than once (which is usually the case) you should create an eForm template. You can then use the template to create an eForm as a stand-alone or attached to a quote, job or PO.
- To create a one-off eForm, select Modules ->eForms -> New eForm
- To create a template, select Modules ->eForms ->Templates -> New Template
When you are working within the template or one-off, the same methods apply.
Editing the eForm
If you are creating a template don't put in the client name.
Build the form in the 'Form Fields' section at the bottom:
Click on the 'Required' tick box for a question to force it to be answered.
Click on 'New Form Field' to add a question:
There are four question designations :
- Standard - these only exist on the eForm
- Line Item - these can populate the attached quote, job or PO with their values (e.g. a cost price from a supplier)
- Order - these can populate the top-level details for the attached quote, job or PO (e.g. a custom field or photos for a PO or quote)
- Signator - these are special items in the eForm signature section, such as a signature
Available question formats are:
- Dropdown - put in the options that you want to appear
- Number - for numeric data
- PhotoUpload - you can specify how many photos are allowed to be uploaded
- Text (for one line of text)
- TextArea (for more than one line of text)
The results of the questions are visible on the completed sForm but you can also produce a PDF document (such as a certificate or assessment).
Allowing Recipients to Add More Lines
This is useful where you do not know how many responses you will get from the end-user. Examples of its usage are fault reports, where there may be more than one fault to be reported, or quotes, where an external party will add lines to the eForm that need to automatically mirrored on the linked quote.
Make sure the above it ticked for this to allow them to add more lines.
Any attachments added here will be sent with the eForm.
You can generate a document to be sent with the eForm as well as one from the resulting data.
Click on 'Include/Generate PDF Settings' to see the following options:
Include Original PDF (from Job/PO)
This will attach the PDF generated by the Job or PO to the sign-off. This is useful if it's for a customer or you need to include details for your onsite staff.
Generate Worksheet PDF from Template (to send)
You can use an eForm PDF template to build the PDF to send with the document. This is useful if you need to have more information or that it is formatted in a different way to the Job or PO's documents.
Generate Certificate PDF (from completed)
When the eForm has been completed this document will be generated and can be downloaded immediately. It can contain data that has been collected on the eForm and typically is a certificate of completion, assessment or testing.
Sending the eForm & Email Settings
Enter the email address or mobile number of the person who will do the task and click on 'Email eForm' or 'SMS eForm'. Change the default email message by clicking on the Cog-> eForm Settings ->Email Settings:
Acknowledging the eForm
The recipient can acknowledge they have received it by clicking on the 'Acknowledge' button:
Which ones have been acknowledged can be seen on the grid view:
Viewing the Results
When it has been completed, the status will change and the 'Submission info' tab appears and the data is entered is shown on the 'Form Fields' tab.
Click on the 'Submission Info' to see the time that was taken and locations when the eForm was started and completed.
Click on the green download button to see the results PDF.
Record Start & End Times and GPS Coordinates
Tick this box:
This will allow the end-user to start a timer:
The end time is automatically logged when the form is completed.