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
- Add and complete a form within a task
Session Time and Resources: This training session should take no longer than 1 hour. This training session is designed for 1 to 3 staff members in management positions.
Module Requirements: This module will require access to the Site Administrator account.
Create a new custom form template
Sometimes the form that you need to produce does not fall easily into a JSA or SWM statement format. The form could be a service docket or some form of customer satisfaction sheet that needs to be completed after each document. 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 setup 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 forms, we need to create the custom form Template. This template determines what information is going to be on your form. This template needs to be created from your Site Administrator account. Click on 'Settings'. In the navigation on the left hand side you will see a section for compliance.
If you click on the link for 'Forms' you will be taken to the default forms page.
Create a Category
Before we can create any forms we're going to need to create a Category. This Category will be used to help divide your forms up into meaningful groups. Click on the 'Add Category' Button. For this training module we're going to create a new Category with the below details.
Category Name - Training Records
Click Save to save your new Category.
Now that we've got our Training Records Category we're going to click on the 'Create Form' button to create a new custom form. We are now taken to our first compliance form data entry page. This is where we can define the functionality of our new form.
|Compliance Form||This field is used to determine the name of the form|
|Code||This field is used to allow you to assign a short code to the form|
|Form Closure Required for Task Completion||This checkbox 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||This checkbox indicates that upon attempting to complete the form you must have captured a signature against the form|
|Asset Required for Form Closure||This checkbox ensures that the form cannot be closed unless there is an asset assigned. 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||This checkbox indicates that the form will be visible to the field technicians on their mobile phones|
|Allow Child Forms||This checkbox indicates that this particular form can have sub forms added to it|
|Contractor Access||This checkbox determines if this form will be available from a contractor login|
|Disable Re-Open||Check this box to prevent users re-opening a completed compliance form|
|Send Edit Compliance Form Event Messages||This checkbox ensures that an event message is sent whenever a compliance form is edited|
|Use Office layout in Field||This option displays the compliance form in the same format as it appears in when created in the Office view|
|Default Custom Layout||This determines which layout is used for the printable version of the form|
|Linked Form||This option will allow us to link to another form in the system|
For this training module we're going to use the below information.
Compliance Form - 'Training Form'
Code – 'TRAI'
We are going to tick 'Form Closure Required for Task Completion', 'Signature Required for Form Closure' and 'Visible in Field'. We're not going to set a Default Custom Layout.
Click Save once you're ready to continue.
Now that we can see our form in the list we're going to click on the 'Edit' button under the Fields column. This will allow us to lay out how our field staff will see this form.
This editor works in a similar fashion to editing tables within Microsoft Word or Excel.
Our form is going to be made up of cells. Each cell will contain a piece of information. This information could be a title heading, such as 'Service Form' or it could contain a question or element that your field staff need to answer.
Our job now is to get the information from your hardcopy of your compliance form into a format that is going to be easily understood from a mobile device.
Adding new rows to a 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 our mouse over the icon we can see that a menu option appears.
We can use this menu to add additional rows to our layout. Let's add two more rows to our layout. We can do this by simply clicking on the 'Add row below' button twice. (We don't need to select the bottom row each time.)
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.
Editing cell properties
If you hover over a cell we can see the edit icon appears on the left hand side of the cell. This will allow us to set the properties of this cell.
This will bring up the Add/Edit field properties box. We can then use the Field Type drop down to determine what type of field this cell contains.
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.
Remember that you won't need to create every field from a physical form on your custom form: fields such as Customer Name or Technician name can be prefilled 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 similarly be auto populated. 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 really only the last four fields that need to answered. Filters Checked, Level, More Maintenance Required, and Comments.
We're going to need a row for each of these questions. Add these rows now.
Adding a new cell to a row
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 need to hover over the 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 cell to the right.
Span cell to the left.
Create new cell to the left
Create new cell to the right.
Delete selected cell.
For this training module we're going to create a new cell to the right of our second row.
Click on the icon to create our new cell in our 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.
We can see in the top right hand corner that our Heading line doesn't go right to the edge of the screen. This is where spanning cells can help. Hover over the cell properties for our first row and click on the icon. This will span our first cell so that it takes up the same space as the rows below it. Our form now has two rows.
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 edit button for our second row, first cell and click on the edit tool.
Add or Edit Fields
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 just 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.
Type in 'Filters Checked' into the Label Text field and click Done.
Do the same for the rest of the fields. 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.
Select the Field Type of 'Radio'. For this example, we will enter the Label Text as the question again, however, you could also enter a sub-question or reminder.
To determine the possible answers for our radio buttons, type in 'Yes, No'
Each answer needs to be separated by a , so that the system can track each option individually.
The result will look like this:
Mobile Interface verses the Office Interface
In our example, the question is being asked twice: once in the first cell and 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.
What we can do is hide the views in the interface in which they're not needed.
Hiding the Office Label
This is done on the answer element. There is a field called 'Hide Field Label In'. Select 'Office' from the drop down.
We can now see that the field label has now 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 as it is not needed, rather than hiding the label.
This is done on the question element. Edit the 'Filters Checked' cell 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.
Click on the Edit button for our answer cell for the next question ('Level')
Select a field type of 'Select' and enter the Label Text as 'Level'.
In the Radio/Select Values type the following text:
Level One, Level Two, Level Three, Level Four
Note: similar to the radio box we're going to use a comma value to separate our options.
Don't forget to select 'Office' in the 'Hide Field Label In' option to hide the label in our Office interface. Click Done to confirm.
Also don't forget to go into the question cell ('Level') and tick the 'Hide in Field' option to hide the cell from Field view.
The next question also has a Yes/No option, however, we're going to use a check box rather than a radio box or select box.
Click on the edit button for our answer for the next question.
Select 'Check Box' for the Field Type.
Enter 'More Maintenance Required' as the Label Text. Once again select 'Office' in the 'Hide Field Label In' option to hide the label in our Office interface. Click Done to confirm.
Again don't forget to go into the question cell ('More Maintenance Required') and tick the 'Hide in Field' option to hide the cell from Field view.
For our last question, add a row after 'More Maintenance Required'. 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.
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 do something a little more complicated. Let's say that we want to be able to repeat these questions for each device 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 on Edit Fields to start editing. Because this form is designed to be dynamic we have to lay the form out much differently. Because we need to create a common linkage between all our items we're going to need to lay them out horizontally. We're also going to need to include a new field called Device.
We're also going to need to 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. The first cell we're going to set up as a 'Sub-Table Header (To Add Row)' and we're going to call it 'Header Line'. This will determine where our Dynamic table will start.
For the next cell we're going to use a Sub-table Label which we're going to call 'Data Line'. This will determine which fields are to be duplicated by our Dynamic table.
We're then going to use the 'Link to Sub Table Header' field to link this field to our Header Line. This indicates that this row is a part of our Dynamic table.
We now have our Header Line and Data Line set up. Now let's input our answers to the questions.
In the 'Device' column, use Text Box as the Field Type.
We're then going to use the 'Link to Checklist Label' field to link this field to our Data Line.
This indicates that this cell is part of the row that we want to duplicate for every dynamic line.
Type 'Device' for the Label Text and hide the Field Label in Office
Repeat this process until we get to our last column – Comments.
For the Comments cell, we're going to include a select box that has two options:
- No Comments
- See Task Notes
The last thing we're going to do is hide our labels for our Header Line and our Data Line so that they won't appear in either Office or Field.
Click Save to finish off this form. In the next step we're going to take a look at how our two forms look in the field interface of AroFlo.
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 onto the task sheet.
There is a menu option for Forms. This is where you can find any forms that have been set up for your company.
Each Category helps to keep the individual usage of each form clear. You can create categories for your different types of service forms, or compliance forms.
Having a category for each type of form will make it easier to find them.
Click into our Training Category.
Within our training Category we can see the two forms we have created in this training module.
Let's create a Service Completion Form.
Once you click on the task name you will be taken to the form. 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 your 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 or queries, please don't hesitate to contact your AroFlo Support Staff to resolve them.
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