Scheduling and filling in forms

Giving a form to someone to fill in

To assign a form to an employee, a contractor or a supervisor, schedule it for them: Forms › Scheduled › Schedule a form, choose the person under Assign to, and set a due date. Turn on Recurring for a check that comes round again.

It shows on their Today screen under Forms due from a week before the due date, then as overdue, until they submit it. Assigning it doesn't notify them on its own: it waits on Today.

• Any field worker or supervisor gives it to every field worker and supervisor in the workspace, not only the people on one job. To give a job's form to its crew, schedule it for each person.
• Unassigned keeps it on the Scheduled tab and the Dashboard for the office. It doesn't appear on anyone's Today.

Nobody needs a form sent to them to fill it in on a job they're on: from the job, Capture › Form or inspection offers every active form for jobs. To send forms to someone outside your workspace, see Sending forms outside the workspace below.

Scheduling a form

The Scheduled tab under Forms keeps recurring checks on track: a daily vehicle walkaround, a weekly site inspection, or a one-off with a due date. It only appears when the Scheduled forms feature is switched on for Forms.

Choose Schedule a form and fill in:

• Form.
• Runs against, if the form attaches to more than one kind of record: which kind this schedule is for.
• Subject: a specific record, or "Any {kind}" to leave it open.
• Assign to: a named person, Any field worker or supervisor, or Unassigned.
• Due date.
• Recurring, with Every N days: "Rolls forward each time it is completed."

Each row shows its state: a "due {date}" pill, or a red "{n}d overdue". Filter with All, Overdue and Due within 7 days. Fill starts the form from the row. Edit opens Edit schedule, and Delete removes it. Completing a matching submission rolls a recurring schedule forward and closes a one-off. Due and overdue schedules also show on the Dashboard.

A schedule for Any job offers today's jobs first when the worker fills it in.

Filling one in

On the phone, tap Capture on the record in front of you and choose Form or inspection. Only active forms for that kind of record are offered. In the office, use Fill in in the Forms header, or Fill a form on a job's Forms tab. Both open the form for you to fill in yourself; nothing is sent to anyone else.

The fill-in sheet follows the form's sections and counts the required answers as you go ("3 of 5 required answered"). When you choose the record the form is for at the top of the sheet, that counts as one of them. Required fields are starred, and questions hidden by a condition don't appear.

• Photos: Take a photo, then Add another. Each shows a thumbnail you can open or remove. A camera-only field needs a fresh photo. On a form that stamps its photos, Take a photo opens Maliru's own camera in the phone apps: see Stamped photos from Maliru's camera.
• Video and files: Record a video or Choose from gallery, and Attach a file, up to 25 MB each.
• Audio: Record, Stop, Re-record.
• Signature: tap Tap to sign and sign on the full-screen pad, then Done. It saves straight away. Turn the phone sideways for more room. A saved signature shows Signature saved, with Replace to sign again. It stays with your draft if you leave the form.
• Location: Capture location shows your position and accuracy, with an address where one can be found, and Recapture tries again. A field set to manual input asks you to "Enter an address".
• People: Choose or Add to pick colleagues by name.
• Groups: Add row adds a line. Where a row has a People column, Add people adds several at once. See Build and fill an attendance register.
• Linked records: on a form that attaches to more than one kind of record, name the others if they apply. See Forms that attach to more than one record.
• Fields set to Fill in from the job start with the job's details, and you can still change them.

Before you submit a form about a vehicle, the sheet warns: "A vehicle record is kept exactly as it was filed. Check your answers — you will not be able to edit this after submitting."

Submit checks every required question you can see before anything is sent or saved for later, and stops at the first one missing: "Answer "{field}" before you send this." If the record the form is for hasn't been chosen, the sheet scrolls back to the picker and says, for example, "Choose the job this form is for before you send it."

Two protections work in the background:

• Drafts: answers save on the device as you go. Leaving asks "Keep this as a draft?". Continue from Forms › Drafts or Me › My forms. See Saving and resuming form drafts.
• No signal: photos are held on the phone and Submit queues the whole report: "Saved on this device. It will send when you are back online." It retries when the connection returns, and a retry never files a second copy. See Working with no signal.

On submit, a scored inspection tells the worker the result at once, for example "Inspection passed · 18/20".

Who can fill in a form

Office staff who manage forms or the record can fill in forms against it. A field worker can fill in forms on a job they are on through a published shift, even when that job sits outside the workstreams they manage, and on any vehicle, site or piece of equipment. The job stays open to them while the visit is unfinished and for 7 days after it is marked finished, so a report written up later still goes on the job: they find the visit under Work › Past. A form about a person is limited to their own record.

Fixing a mistake: the edit window

Attached the wrong photo, or made a typo in a reference? When the form allows submitter corrections, the person who submitted it can change it for 48 hours. Open Me › My forms, tap the submission and choose Edit. Change the answers or photos and Save changes.

• The submission and its PDF always show the current answers. Every change is recorded in the audit trail, and reviewers see Amended with how many times and when.
• The window closes early once a reviewer has decided. The button then reads Editing closed.
• Owners and people with Manage forms can correct any submission for 7 days, for when the crew has moved on and a client needs a missing photo added. Their changes are audited the same way, and Amended names who made the last one.

Giving the office longer

Work is often billed weeks after it was done, and a client may query a form long after those 7 days, or after it was approved. The workspace owner chooses how long the office has under Forms › Corrections (on a phone, Form settings › Corrections):

• Office can correct a form for: 7 days (standard), 30 days, 90 days or No time limit.
• Correct forms after review: off unless the owner switches it on. With it on, someone who can review submissions can still correct an approved, rejected or actioned form. The review stays on the record.

People who manage forms can see these settings, and only the owner can change them. Each change is recorded in the audit trail. The submitter's 48 hours stay the same whatever the owner chooses.

A correction made more than 7 days after the form was submitted, or after it was reviewed, asks "Why is this form being corrected?" before it saves. The reason is kept in the audit trail with the old and new answers. Managers see it on the submission as Corrected late, and the exported PDF says the form was Corrected, when and by whom.

A form about a vehicle is the exception: it is kept exactly as it was filed. Anything filled in against a van, or against a job with a van named alongside it, goes into that vehicle's check history, and an examiner must be able to read it as the driver filed it. There is no Edit button, for anyone, and the submission says Kept as filed. Found a fault after submitting? File another check, and the history shows both in order.

Vehicle records also show Time taken: how long the capture took, from opening the form to pressing Submit. When the van had no signal, the record shows when it was Completed and when it was Received.

What the office sees

Every submission lands in the Submissions tab, its photos and signatures are registered as evidence, and failed inspection items can raise issues automatically. The people who manage forms and the people who manage the form's record are notified: "Form submitted: {form}", with the result, the score, any issues raised and who filed it. Confidential forms notify only the people who can read them.

Sending forms outside the workspace

For someone who isn't in your workspace, create a pack under Forms › Shared instead of scheduling a form. See Sharing forms and documents outside your workspace.