Publishing forms & availability
Choose where a form appears, who can use it, and what happens when it is saved.
A saved form reaches nobody until you set its Availability. One dialog decides where the form appears, which jobs and users get it, whether drafts are allowed, and whether completed copies go to the job and to an email address.
Step by step: publish a form
- Open the form and click Save Form. Availability needs a saved form.
- Click Availability.
- Tick where it should appear, and set the other options below.
- Click Save.
Where it appears
| Option | Where the form shows |
|---|---|
| Home screen - Show a button on the mobile home screen | A button on the phone’s home screen |
| Sales Lead Portal | The portal’s Forms menu, and its customer and lead screens |
| Form groups | Inside each ticked group’s button on the home screen |
| Within a job (On The Go) - Show on the job Info tab, Create tab, Close tab | On those tabs of every job |
| Restrict to Job Types | Only on jobs of these types. Leave empty for every job type |
What happens on the phone and afterwards
| Option | What it does |
|---|---|
| Mobile drafts - Let the technician save an unfinished form as a draft and finish it later | Adds Save Draft to the form |
| Save to job in the ERP system - Save a copy of the completed report to the job | Attaches the completed report to the job, as a PDF, a Word document or both |
| Email report - Email a copy of the completed report as a PDF | Emails it to the Email address(es) you enter, separated by commas |
| User roles | For each role - Admin, Can Create Jobs, Apprentice, Time Recording - No restriction, Must have this role or Must NOT have this role |
Save to job can only be ticked if the form has a Job Fields field or is placed on a job tab, so it knows which job to save to.
Form groups
Form Groups in Form Actions lists your groups. Click Add Group to make one, and use the arrows to order them. Each group becomes a single button on the phone’s home screen that opens a list of its forms - tidier than a button per form.
Replacing the Health and Safety questionnaire
Health & Safety Form in Form Actions lets you choose one of your forms in place of the standard questionnaire. Pick it from the list, or Use standard questionnaire to go back. The chosen form then opens from the job’s Health and Safety button, and gates starting the job in the same way.
Changing or withdrawing a form
Edit the form and Save Form; phones pick up the change. To take it off phones, untick every place in Availability and save. Completed forms already saved are not affected.
See also
- Custom forms on the phone - where technicians find what you publish.
- Viewing form responses - reading completed forms.
- Job Fields - needed for saving to the job.