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Forms

Forms: build a form, hide a question, and assign it to locations and assets

A form can be built from questions in FieldTec, or uploaded as the file you already use. Workers pick it from a searchable list, and only the one they choose opens.

Who can do it

Adding and changing forms needs the Manage form types right (off until granted; Company Admins always have it). Forms → View reads what has been filed.

Add a form

  1. Admin side → Forms → New form. Add a category first (the Categories button) if you have none — every form lives in one — then New form.
  2. Give it a name and a category.
  3. Click the form in the list to open its page, then Edit form setup. Settings tab: name, worker instructions, category, how it's filled in (Built from fields or Uploaded file), Active or Inactive, worker visibility (show pending or approved submissions), and Require admin sign off.
  4. Questions tab (called Template for a file): build the questions — or attach the file.
  5. Press Save all at the bottom of the page. Discard puts everything back the way it was last saved.

Build the questions

  • + Add question, then type it on the right, under Question the worker sees.
  • Answered with: Short answer, Long answer, Yes / No, Pick one from a list (type the choices separated by commas), Number, Photo, Signature, Pick a person, Pick a location, Pick equipment, Date or Tick box.
  • Turn Required on where it must be answered. The arrows on each question in the list, or Up and Down on the right, move it.
  • The middle of the page is the form exactly as a worker gets it, in a phone or tablet frame. It changes as you type; tap a question in it to edit that question. A dashed line joins the question in the list, its place on the form and its settings.
  • Classic view, top right, opens the previous editor while this one is being tried out.

Take a question off without losing its answers

  • Turn Hidden on for the question. It's off the worker's form from then on; answers already filed stay on their records. The preview shows it greyed out.
  • A question that already has answers can't be removed. If you try, FieldTec keeps it, saves your other changes and asks you to turn Hidden on instead.
  • Turn Hidden off to ask it again.

Assign it

  1. Open the form → Assignments.
  2. Assigned to: set each position to Required, Optional or Not required. A position can be given a date it becomes Required.
  3. Asset categories and locations: pick several. For each, choose Required, Optional or N/A, and how often — every so many days or months.
  4. Press Save all. It saves these picks with everything else on the form.
Months are an anniversary, days are an interval: every 12 months is the same date each year, every 365 days drifts a day each leap year. A location or a machine that has never filed the form shows Never done, not overdue. An asset's Forms tab and fleet compliance on Stats read these assignments, so a location's annual evacuation drill is set the same way.

After it's filed

  • Forms → All submissions lists every filed form, with filters for status, who filed it, location, what it's attached to and where it came from.
  • Open one to Add action item for a person or a position.
  • With Require admin sign off on, a submission waits in Waiting for approval and is signed on the document. See "Forms: use your own PDF, Word or Excel form".