Module Synopsis: This Module is designed to instruct you on how to create and use custom forms within AroFlo. At the completion of this module you will be able to:
Create a new custom form template
Download and customise a pre-built form
Add and complete a form within a task.
Session Time and Resources: This training session should take no longer than 1 hour and is designed for 1 to 3 staff members in management positions.
Module Requirements: This module will require Site Administrator access.
Create a new custom form template
Sometimes the form that you need to produce does not fall easily into a JSA (Job Safety Analysis) or SWMS (Safe Work Methods Statement) format. The form could be a service docket or some kind of customer satisfaction sheet that needs to be completed after each job. It could also simply be a compliance form that has some unusual requirements.
The custom forms module of AroFlo will allow you to easily configure and set up a form that is based upon your requirements. This is a powerful editor that will allow you to both configure how the form looks to your field staff and how the form will print for your customer.
Before your field staff can fill out their custom forms, we need to create the custom form template. This template determines what information is going to be on your form. In Site Administration, click on Settings. In the left-hand navigation, click Compliance.
Click Forms to be taken to the default forms page.
From this view, you can either create a form from scratch, which this training module will take you through, or add and customise one of our pre-built forms.
Create a Category
Before we can create any forms we're going to need to create a Category. Categories are used to help divide your forms up into meaningful groups.
Click the Add Category button (plus sign in circle). For this training module we're going to create a new category called 'Training Records'.
Click the (floppy disk) icon to save your new category.
Select the form settings
With the Training Records category selected (it's blue when it's selected), click Create Form. This opens our first compliance form data entry page (see image to right). This is where we can define the functionality of our new form.
View an explanation of each option
Used to enter the name of the form
Allows you to assign a short code to the form
This appears in the Ref column when you access your compliance forms via the Office interface's Compliance > Tasks menu.
Form Closure Required for Task Completion
Indicates that any task with this type of form linked to it cannot be marked as completed until the form is also marked as completed
Signature Required for Form Closure
Indicates that the user must capture a signature before the form can be closed
Asset Required for Form Closure
Indicates that the user must assign an asset to the form before it can be closed. This is great for asset-specific compliance forms as it prevents users creating the form against the task, rather than the asset
Visible in Field
Indicates that the form will be visible to the field technicians on their mobile devices
Allow Child Forms
Indicates that this form can have sub forms added to it
Determines whether or not this form will be available from a contractor login
When checked, prevents users re-opening a completed compliance form
Send Edit Compliance Form Event Messages
Ensures that an event message is sent whenever a compliance form is edited
Use Office layout in Field
Displays the compliance form's Office interface layout when viewing the form in the Field interface
Default Custom Layout
Determines which layout is used for the printable version of the form
Allows you to link to another form in the system
For this training module, enter the following information.
Compliance Form (form name): Training Form
Form Closure Required for Task Completion
Signature Required for Form Closure
Visible in Field.
We're not going to set a Default Custom Layout.
Click Save Compliance Forms when you're ready to continue.
After the first time a new form is saved, a Save As button becomes available.
Use this if you want to create a different form with the same settings as the current form. Simply click Save As, enter aname for the new form, and click Save.
Now that we can see our form in our Training Records category, we're going to click on the Edit button under the Fields column. This will allow us to lay out our form fields.
The form field editor works in a similar way to the table-editing features within Microsoft Word or Excel. Our form will be made up of cells, each containing a piece of information such as a title, question, or free-text field.
If you're working from a paper form, your job now is to convert the necessary fields into a format that is going to be easily understood and completed on a mobile device.
Add new rows to the layout
We can see at the top of the form that one row has been automatically added. We will need to add more rows. If we hover over the (double-ended arrow) icon we can see that a menu appears.
Let's add two more rows to our layout by clicking add row below twice. (We don't need to select the bottom row each time.)
Edit cell properties
Now that we've got our rows we can start putting some information into them. It is a good idea to use your first row as a heading row so that your Field staff know which form they're filling in.
Hover over the left-hand side of the top cell until the (pencil and paper) icon appears. This will allow us to set the properties of this cell.
This will bring up the Add / Edit Field window. We can then use the Field Type drop down to determine what type of field this cell will contain.
For this cell we're going to select the 'Heading' option.
We're now going to fill in the 'Label Text' field. This will allow us to set what information is going to be displayed for our heading.
For this training module we're going to use the below information.
'Service Completion Form'
Click Done when you're ready to continue.
We can now see that our heading is in place at the top of the form.
We're now ready to get to the actual questions that we need to fill in.
You won't need to create every field that appears on the hardcopy of your custom form: fields such as Customer Name or Technician name can be auto-filled by AroFlo. Let's assume that we're trying to translate the below simple form.
SERVICE COMPLETION FORM
Level 1/Level 2/Level 3/Level 4
More Maintenance Required
The first three fields in this form can be automatically filled in by the system. We know who the customer is because that information can be pulled from the Task information. The Service Date and Technician can also be auto-filled. This means that we don't need these questions to be asked of the field Technician.
When we display this information back to our client we can simply fill in the details as required in our print layout. We will discuss this later. This leaves only the last four fields to be answered. Filters Checked, Level, More Maintenance Required, and Comments.
We're going to need a row for each of these questions. We'll add these rows now.
For this form we're going to break our individual questions down into two cells. This allows the question and the answer to each be in its own cell. This will be important as it allows us to determine how our form will look on the mobile screen.
To create a new cell we're going to hover over the far right-hand side of our row. This will bring up our cell toolbar.
These tools will allow us to insert, modify or remove the selected cell.
span right: Extends a cell to the right. span left: Extends a cell to the left. add cell left: Creates a new cell to the left. add cell right: Creates a new cell to the right. delete cell: Deletes the selected cell.
For this training module we're going to create a new cell to the right of our second row.
Click on add cell right to create a new cell in the row.
This has created a new cell for this row only. Repeat the process for the other rows below it until your form looks like the one below.
You'll need to click into each respective row before clicking add cell right, or you'll end up with something like this:
If you've added a cell in error, just hover over the right-hand side of it and click delete cell.
We can see in the top right hand corner that our Heading line doesn't go all the way across the cells below it. This is where spanning cells can help. Hover over the right-hand side of the Heading line (darker yellow) and click span right. This will extend the first cell so that it takes up the same space as the rows below it. Our form now has two rows.
If you had more than two cells in any of the rows below your heading row, you would click span right multiple times, to get the darker bar to extend all the way across.
Once this has been done you will see the columns even out so that they're equally spaced on the page. We're now ready to modify our cells to include our questions.
Hover over the left-hand side of the first cell in the second row and click the Edit icon.
Add or Edit Fields
This section explains how to use some of the fields available to you when building your custom forms.
View All Field Types
Useful for presenting options where multiple answers can be ticked, e.g. a list of items that have been inspected.
Used for a subheading within the form, e.g when using a Check Box. Can also be used in Dynamic Tables.
Documents & Photos
Adds a button that allows you to upload documents and photos to your custom forms.
If you use RTF document templates to generate documents for your clients, you can set up your custom compliance forms with as many Documents & Photos fields as you need, so that the photos appear exactly where you want them to on the final layout.
Use this if you want to be able to write a large block of text.
Note: Maximum of 2000 characters.
Use this if you only want to write one or two lines.
Note: Maximum of 95 characters.
Text / Notes
Standard text on the form that is not a heading. It could be used for an example or a prompt, e.g. "Please enter comments here".
Text / Notes
Our first question was 'Filters Checked'. We're going to use a 'Text / Notes' field element for this one. A Text / Notes field is simply text on the form that is not a heading. This means that the formatting of text will remain plain and it will not be highlighted.
left-hand cell of the second row, click the (edit) icon.
Field Type dropdown, choose Text / Notes.
Label Text field, type 'Filters Checked' and click Done.
Do the same for the rest of the rows. When you're finished, the form should look like the one below.
Now we will add the answers to the questions.
Hover over the second cell for our 'Filters Checked' row and click the (edit) icon.
The answer to this question is going to be a simple yes or no response. In the:
Field Type dropdown, choose Radio.
Label Text field, enter 'Filters Checked'. Alternatively, you could enter a sub-question or reminder.
Radio / Select Values field, type Yes, No. Separate each answer with a comma.
In our example, the question is being asked twice: once in the first cell and once in the second, just above the radio buttons. The label in the first cell is designed for the Office view and the label above the radio buttons is designed for the Field view.
We can hide the labels in the interface in which they're not needed.
Hiding the Office Label
This is done in the answer cell. Click the (edit) icon. In the Hide Field Label In dropdown, select 'Office'. We can now see that the field label has been removed. This is because we are looking at this label from the Office interface. If we were viewing this form from our mobile device we would still see both labels.
Hiding the Field Label
In this case we're going to hide the entire cell within the Field interface, rather than hiding the label, as it is not needed.
This is done in the question cell. In the 'Filters Checked' cell, click the (edit) icon and tick the 'Hide in Field' option.
Note that in the Office view, the field will not be hidden.
For our next question we're going to use a select box, as our answer needs to have four options.
In the answer cell for the next question ('Level'), click the (edit) icon. In the:
Field Type dropdown, choose Select
Label Text field, enter 'Level'
Radio / Select Values field, enter: Select,Level One, Level Two, Level Three, Level Four
As with the radio button option, each value must be separated by a comma.
Hide Field Label In field, select 'Office'.
Remember to go into the question cell ('Level') and tick the Hide in Field option.
The next question also has a Yes / No answer, but we're going to use a check box rather than a radio box or select box.
In the More Maintenance Required answer cell, click (edit).
Field Type dropdown, choose Check Box,
Label Text field, type 'More Maintenance Required'
Hide Field Label In field, select 'Office'.
Remember to go into the question cell ('More Maintenance Required') and tick the Hide in Field option.
For our Comments section, span the column right. The Field Type for this row will be 'Text Block'. A Text Block is used when you want to use a large block of text, as opposed to a Text Box, which is used if you just want just one or two lines. Enter the Label Text, 'Comments'.
This covers the most common types of elements within Custom Forms. Click Save Form to confirm. Preview the form using the Preview button towards the top right to see how your form will look on different devices.
Let's say that we want to be able to repeat these questions for each device or asset that we're servicing. To do this we would need to be able to specify how many devices we're servicing and have the form expand to include duplicate fields.
To do this, we're going to create a new form. Click on the Forms button in the top left hand corner to go back to our list of Forms. Click Create Form at the top right. This form will be called 'Multi Service Completion Form'. Check the screenshot to see the form options to select. Save the form.
Click Forms in the top left to go back to the list of Categories. Select Training Records, then on the Multi Service Completion Form, click on Edit in the Field column.
Dynamic forms have to be laid out horizontally, because we need to create a common linkage between all our items. We'll also need to include a new field called Device.
We'll include a column at the start of the table. This column will be a controller column that will determine where the dynamic part of the table needs to begin and end. Create two rows, using the icon. Our first row is going to be a heading cell that we're going to call 'Multi Service Completion Form'
Now create five new cells to the right of the cell on the second row and add a row below. Your form should look like this:
Use the span right tool on the first row to balance the rows.
Add the same number of cells to our last row.
We're now going to label our cells, as per the table above. Use 'Heading' as the Field Type and use the 'Hide in Field' tick box. Once saved, it will look like this:
Note that we've skipped over the first column. These two first cells will be our controller cells. Let's set the first cell up as a 'Sub-Table Header (To Add Row)' and call it 'Header Line'. This will determine where our Dynamic table will start.
For the next cell we're going to use the Field Type Sub-table Label which we're going to call 'Data Line'. This will determine which fields are to be duplicated by our Dynamic table. Click Done and then save the form.
Click (edit icon) to re-open the Add / Edit Field window. In the Link to Sub Table Header field, select 'Header Line'. This indicates that this row is a part of our Dynamic table. Click Done.
Can't see the Header Line option?
If you can't see the Header Line option in the Link to Sub-Table Header dropdown, click Cancel to close the Add / Edit Field, then click Save Form. Re-open the Add / Edit Field window; if you still can't see the Header Line option, check that you've set up the Header Line cell correctly.
We now have our Header Line and Data Line set up. Now let's input our answers to the questions.
In the Device column:
set the Field Type to 'Text Box'
enter the Label Text, 'Device'
set the Link to Checklist Label field to 'Data Line'. This indicates that this cell is part of the row that we want to duplicate for every dynamic line.
click the Hide in Field checkbox
Repeat this process, selecting the Field Type and Label Text that corresponds with each question (e.g. Radio Button for 'Filters Checked', Select box for 'Level') until we get to our last column – Comments.
For the Comments cell, we're going to include a Select box that has two options:
See Task Notes
In the image above, we have switched off the field labels for the Office view. To do this, click (edit icon) on each answer field. In the Hide Field Label In field, select 'Office'.
The last thing we're going to do is hide our labels for our Header Line cell and our Data Line cell so that they won't appear in either Office or Field.
As an alternative to setting up a custom form from scratch, you can check the list of pre-built forms to see if there's one there that will suit your purposes. To use a pre-built form:
Go to Site Admin > Settings > Compliance > Forms.
Click Add Pre-built Form and click Accept to accept the disclaimer.
In the Select Pre-built form to add field, click the arrow to make a selection. See Pre-Built Forms for a preview of each form.
Enter a name for your form.
In the Select Category field, click the (magnifier) to view the list of Custom Form categories available.
Either double click the category you want, or click it once and then click Select Custom Form Category.
The form is now listed in the category you chose and you can go in and customise it if you want to, using the same methods you'd use to create a form from scratch (e.g. add rows, split or merge cells, change text).
AroFlo makes no warranties whatsoever about the accuracy, reliability or authenticity of any material contained in these forms, and accepts no liability whatsoever for direct or consequential loss or damage to any person or company in connection with the information or advice (or the use of such information or advice) which is provided on these forms or incorporated into these forms by reference. These forms are provided on the basis that all persons accessing the forms and any linked forms do so at their own risk and undertake responsibility for assessing the relevance and accuracy of any and all content. No responsibility is taken by AroFlo for any forms or information which may appear on any linked website, nor does it endorse any company, organisation or product referenced in, or linked to, these forms.
Add and complete a form within a task
Log into the Field interface and select a training job. If you don't have one you will need to create one.
Navigate to the Task Worksheet.
At the bottom of the Task Worksheet, you'll see the More option: This takes you to a range of menu items (dependent upon your access permissions), including the Forms menu. This is where you can find any forms that have been set up for your company.
Click All Forms to access your list of forms.
Click into our Training Records category.
Within our Training Records category we can see the two forms we have created in this training module.
Let's create a Multi Service Completion Form.
Click on the form name. This will create a new form from the template you've specified.
This form will be registered against the task and is available throughout the work life of the task. Once saved, compliance forms cannot be removed.
Once the form has been completed, we're able to scroll to the base of the form and close the form.
When you add a form with a dynamic table in it you will see a button entitled 'Add new row' on it. This will allow you to create a new instance of your dynamic table. This button will appear in the Header Line Cell in your template.
Simply complete the first instance of this form, hit Save to confirm and then hit Add new row to repeat the process.
You can repeat this as many times you need for this form.
Similar to our first form, once the form has been completed and saved you can go back into the task to complete the job.
This concludes this Training Module. If you have any further questions, please contact AroFlo Support Staff to resolve them.