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Custom compliance form templates can be created in AroFlo for compliance needs that aren't covered by Risk Templates or OHS Checklists. The main part of the form template is completely customisable, with options such as headings, text boxes, radio buttons, and more.

You can use custom compliance forms for pretty much anything you can think of:

  • unusual compliance requirements
  • customer satisfaction surveys
  • employee incident reports
  • equipment damage reports
  • printable cleaning logs or rosters.

The sections below will give you basic instructions for creating a custom compliance form template that can be used by your office or field staff to create forms on tasks.

To learn how to set up the more advanced form features, including expandable forms such as the one shown in our image here, we recommend working through our Custom Compliance Forms written tutorial. This is a self-paced training module that will show you, click-by-click, how to create form templates that meet your requirements.

Pre-built forms

Before you consider setting up a custom form from scratch, check our list of pre-built forms to see if there's one there that will suit your purposes.

You can download these and use them as they are, or modify them to suit your needs, using the instructions in the written tutorial.

Set up a custom form

  1. In Site Admin, click Settings > Compliance > Forms.
  2. Select an appropriate category in which to store the form.

    No categories showing?

    No problem. Just click the  (plus icon), enter a name for the category, and click the  (green disk icon).

  3. Click Create Form.
  4. Complete the fields that appear.

    Compliance FormEnter the name of the form.
    CodeEnter a short name for the form. This is used to create a form reference number, similar to a client's short name.
    Form Closure Required for Task CompletionCheck this option to ensure the user closes the form before closing the task.
    Signature Required for Form ClosureCheck this option to ensure the user records a signature before closing the form.
    Visible in FieldCheck this option to make the form visible in the Field interface.
    Allow Child FormsCheck this option to allow child forms to be created for this form.
    Contractor AccessCheck this option allow contractors to access this form.
    Disable Re-Open

    Check this option to prevent this form from being re-opened (once it has been completed).

    Is this a Compliance Form?

    If this Custom Form is going to be used for Compliance purposes, please ensure to tick this option as it prevents any further changes to the form once closed.

    Send Edit Compliance Form Event MessagesCheck this option to allow event messages to be triggered each time this form is edited.
    Use Office layout in FieldCheck this option to use the form's Office layout in the Field.
    Default Custom LayoutUsed to link the form to a specific custom layout.
    CategoryUse this field to select or change the category under which the form will be stored.
    Linked FormAllows you to link this form to other compliance forms in the system. See Link documents to the form for more information.
  5. Click Save Compliance Forms.

Link documents to the form 

To link another custom compliance form to the form you are creating, click Linked Form and click the name of the form you want to link.

Linked the wrong form?

No problem. Just click the form name and then click the name of the form you want. To remove a linked form, click its name and select None.

If you have Document Storage enabled on your AroFlo subscription, on saving your form template for the first time, you'll see the Linked Documents option. This allows you to upload files to your compliance form template so they can be read in the field, e.g. a PDF copy of a Safe Work Methods Statement (SWMS).

  1. Edit a Custom Form by clicking the Form Name.
  2. Under Linked Documents, click the Add Documents & Photos button.
  3. Click Upload, select a file from your file share and click Open > Done.
  4. Click Save Documents.
  5. Click Save to upload and link the file.

Linked Form vs Linked Document

The Linked Form field is available when you are first creating your form. It allows you to link your form to other compliance forms that have been created and stored in AroFlo. You do not need the Document Storage add-on enabled for this.

The Linked Documents option only appears after you've created and saved your form, and only if you have subscribed to our Document Storage add-on. It allows you to link PDF documents from outside AroFlo to the form you've created. 

Add a checklist to the form

Checklists can be added as a component of the custom form. These checklists are a list of checkbox items; they do not have the standard response of 'Yes/No/NA' as with other checklists in AroFlo.

When using a custom compliance form, checklists appear at the bottom.

  1. On the form you would like to add a checklist to, click Edit in the Checklist column.
  2. Click Add Checklist Item.
  3. Enter the name of the Item and click Add Item.
  4. Repeat the above steps until you have all the checklist items you need.
  5. Optional: Change the Order of the checklist items by clicking the  (two horizontal bars icon) and dragging the item to where you want it.
  6. Optional: Select an Action to determine what should happen if the item is checked:
    1. No Action (this is the default)
    2. Closed
  7. Click Save Checklist.
  8. Click Forms in the top left, to return to the forms list.

Build your form

Once you've set up your form and linked any forms / documents or checklists to it, it's time to create the form fields.

Custom compliance forms are made up of cells. Each cell will contain a piece of information, such as the name of the form or a question that your field staff need to answer. The instructions below show you how to add and edit cells to build the on-screen layout of the custom form.

To work through an example of how to create a custom form, see our Compliance Custom Forms written tutorial.

1. Within the relevant Category, click Edit under the Fields column of the form you're working on. The first row / cell of the form appears.

If you are creating a custom form based on a paper version:

  • you may need to change the format so that it is easily read and understood on a mobile device
  • remember that the layout on screen is used for data entry, and a different layout can be used for printing or emailing the form to your customers
  • fields such as 'Customer Name' or 'Technician Name' will be auto-filled, as this information is already available within the system.

2. On the first cell, hover over the (double-ended arrow icon) on the left of the screen. From the menu that appears, click add row below multiple times to add a number of rows. 

You can add more rows or delete extra rows later, if necessary.

3.  Hover over the right-hand side of any cell to access a menu that allows you to add cells to a row, extend (span) cells within a row, or delete cells. Using these menu options, you can create a grid that resembles the layout of your source document.

4. Click the (edit) icon to access the Add / Edit Field properties box, which allows you to customise the field's settings. Complete the fields as required.

Field Type

Lets you define the type of field you want, e.g. Check Box, Date Field, Heading.

Different Fields

The Field Type determines what other settings become available to you. Some field types offer more options than others.

Label TextLets you enter a field name. This will appear on the field but can be hidden. See Hide Field Label, below.
Field LengthDepending on the field type, this field allows you to specify how many characters can be entered into a field.
Link to Checklist LabelThis is used when creating dynamic tables. See our training module on Compliance Custom Forms for more information.
Hide Field LabelAllows you to hide the field label text in either the Office or Field interfaces, or in both.
Cell Width / HeightThese fields control the dimensions of the cell. They default to zero, with AroFlo calculating the cell width and height automatically. To alter the default cell size, enter values in these fields and click Save. This can be handy if you want to force lengthy cell contents to wrap.
Mapping Name

Enter a mapping name if you want to use this field on an RTF document template.

Set your mapping names as all lowercase, use underscores "_" for spaces, and make them short, e.g. a radio button with the label 'Inspect upstream & downstream of the filter' might have a mapping name of 'inspect_up_down'.

This will make it a lot easier, when creating an RTF document template, to quickly pick out the fields you need.

Report NameComplete this field if you intend to run reports on this compliance form. The Report Name becomes the column name on your Forms report.

Hide in Field

Check this box if you want to make this field invisible to staff using the Field interface.

Taking it further

This has been a really quick introduction to how to set up a basic compliance custom form. For more information about what you can do with forms, work through our written tutorial on Compliance Custom Forms.

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