Forms that attach to more than one record

Some forms are about more than one thing. A near-miss report concerns a vehicle and the site where it happened. A job completion sheet may need the van that was used. A form can attach to several kinds of record, open from any of them, and show on all of them.

Choosing the kinds

In the builder, open Settings and use Attaches to. It is a row of chips: Job, Site, Vehicle, Client, Worker, Asset and Authorisation. Tick every kind the form can be about.

With more than one ticked, the settings say: "Opens from any of these records and shows on each of them. Filling it in from one, the worker can name the others."

• The first kind ticked is the form's main one.
• A form always attaches to something, so the last chip can't be unticked.
• A form with an Asset request or Asset audit purpose always attaches to the worker and can't be changed.

Changing the kinds on a form that has been used is safe. The settings tell you that existing submissions stay on the records they were filled against, and that schedules pinned to a record of a kind you removed are paused for you to re-point.

Filling it in

The form is offered from Capture on any of its kinds. The record you opened it from becomes the submission's subject.

The sheet then shows Linked records: "This form also sits on these records. Name them if they apply." Each other kind has a row with Choose, or Change once one is picked. Naming them is optional, and the form is about its subject either way.

Where it shows

• The submission lists the extra records under Also on, each one a link.
• The form appears in the history of every record it was filed on or linked to: the job's Forms tab, the vehicle's forms, and so on.
• A failed item on an inspection raises its issue against the submission's subject.

How other settings follow

• Filling from the job: Fill in from the job is available whenever Job is one of the kinds. A job named alongside a vehicle fills the fields just as if the form had been opened on the job. See Filling form fields from the job.
• Vehicles: once a vehicle is the subject or is named alongside it, the submission becomes part of that vehicle's check history. It is Kept as filed, with no edit window for anyone.
• Confidential responses is only offered when every kind ticked is a Worker, a Job or a Vehicle.
• Scheduling: a schedule for a multi-kind form asks Runs against, meaning which kind this schedule is for, then the record or "Any {kind}". See Scheduling and filling in forms.
• Offline: a form filled without signal keeps its linked records in the queue and sends them together.

Tip: tick only the kinds people really need to name. Every extra kind is another optional row on the fill-in sheet.