DIY Form Designer Practice

Table of Contents

This page is meant to provide a step by step instruction, on how to create a form within Form Designer. The example form used, is a Daily Observation form with general discrepancy tracking. This form is only one example of many ways to capture data and work performed. The values within this fields are completely configurable, and simply used as placeholders to demonstrate practice.

Additionally, there are a few helpful tips on how to leverage fields that you've created to capture data, and make that searchable and visible to field technicians and project managers.

Creating a New Form

Step	Instruction	Screenshot
1	To create a new form in the system, begin by navigating to Admin > Activity > Forms
2	You will see an Add Group button near the far right. Groups are essentially folders, that contain forms. Typically, groups are broken down by various disciplines, departments, or categories of form. If you wish to create a new group, simply click this button.
3	Select the row that contains an existing group, or the group you just added from step 2 above on the grid. Below, you will now have the ability to add forms within the selected group, on the Activity Forms grid. Select the Add Activity Form button near the right side of your screen to add a new form. You will now have the ability to define the name of the form you are designing. Once you select save, the system will create your new form. You will now be able to select your new form, within the Activity Forms grid. Click your form's name in blue to open your form. Once you are within your new form, you can configure the fields within the form. NOTE: Your new form will automatically have a status of Draft. This allows you to edit and test your new form, before it is released as active to field users on a production level. Once your new form is complete, change the status to Active.
4	In order for your new form to exist in the database, the system will automatically create 3 fields that are required on your new form. These fields are as follows: Activity Number - Number field: This allows the system to capture a unique number per record within each project. Activity Date - Date field: This allows the system to capture the date of when a record is saved. Technician - Pick List field: This allows the system to capture who collected or saved the data. All fields are configurable, in terms of settings and labels. Practice: Select the pencil/edit icon for the technician field. You will open a window that contains the field settings for this field. Try changing the label from Technician to Inspector.
5	The next steps can be found on the table below, as we discuss how to configure more fields to your new form. We will begin by selecting the Add Field button near the right side of your screen.

Adding Fields to a New Form

All steps below require you to select the Add Field button from step 5 above to create a new field within the form.

Steps highlighted in yellow, contain settings required to properly set up discrepancy tracking.

All labels are Field types are simply suggestions are not required.

To add more than one setting (or option for a pick list/multiple choice field) per field type, simply select the green add button again, when working within a field type settings window.

A great practice to designing a form, is to have multiple windows or tabs open on your browser, having one view in Admin, while the other in Field. This will allow you to work within Admin > Form Designer and, quickly view the changes that you've made from the Field user's perspective in the Field module. You will need to refresh your screen each time you view.

We recommend that after every couple of fields that are added to your form, navigate to the Field module using a separate tab or window to test it out. This becomes more critical when you apply visualization, calculation, and validation rules to fields.

Step	Label	Field Type	Settings / Options Applied Settings are Options are added but using the Green "Add" button. Some fields do not allow for options to be added, and only Settings.	Visualization Rule	Notes	Field within a Parent Data grid?
1	Mileage	Number	Settings applied: Helper Text = Enter total miles round trip. No Options applied.		Helper text is displayed near the label to further guide the Field user.	No
2	Hours on Site	Number	Settings applied: Decimal Places = 2 Helper Text = Please round to nearest quarter hour. No Options applied		Limiting decimals to 2, will raise validation for the field if a user tries to enter a value with 3 or more decimals. Helper text is displayed near the label to further guide the Field user.	No
3	Inspector Certification Number	Text Box	None			No
4	Weather	Multiple Choice	Options Applied: Sunny Rainy Snow Windy Dry Humid Cloudy Other No Settings Applied		After adding this field, it might be useful to navigate to the Field module using a separate tab or window to see what your form looks like so far, from the field user's perspective.	No
5	Weather (Other)	Text Box	None	Visualization = CONTAIN (Weather, “Other”) NOTE: See Tip below for help with adding visualization rules	This applied rule make the system display this field, only if Other is chosen from Step 4 above.	No
When working with the expression builder, you can highlight and double click that values that are available to you. Using step 5 as an example, you can follow the steps below to successfully add a visualization rule. Find the CONTAIN expression and double, to move the expression into the expression builder text box at the top. With your cursor, highlight the word Field and the now replace the field with the lookup source that you desire. This is the field the the expression will be evaluating. In this example, once Field is highlighted with your cursor, you can double click on Weather to auto replace. Repeat the same step as number 2 above however, this time you will be highlighted the Value in the expression, and then opening the values beneath the Weather field to populate. In this example, we can double click on Other, and the system will complete your expression. See screenshots to the right fur further aid.
6	Location	Pick List	Settings Data Source = Activity Locations No Options applied		The settings applied will have the system lookup values from Admin > General > Locations. All records that have Activity enabled, will display on this list.	No
7	Temperature (F)	Number	None			No
8	Work Performed	Pick List	Add the following as options. (You will see there is an options grid to work with, and a Settings grid. Each grid has it's own green Add button): Anchor Inspection Concrete Placement Fireproofing Inspection Other No Settings applied		After adding this field, it might be useful to navigate to the Field module using a separate tab or window to see what your form looks like so far, from the field user's perspective.	No
9	Work Performed if Other	Text Box	None	Visualization = CONTAIN (WorkPerformed, “Other”)	This applied rule make the system display this field, only if Other is chosen from Step 8 above. Because you've added a visualization rule to this field, it might be useful to check how it behaves in the field module. Make sure the workflow is designed how you want to behave for the field users.	No
10	Anchor Inspection Remarks	Text Area	Settings: Default Text = I observed {{Number}} anchors during today’s work. No options applied	Visualization = CONTAIN (WorkPerformed, “Anchor Inspection”)	This applied rule make the system display this field, only if Anchor Inspection is chosen from Step 8 above. Because you've added a visualization rule to this field, it might be useful to check how it behaves in the field module. Make sure the workflow is designed how you want to behave for the field users.	No
11	Concrete Placement Remarks	Text Area	Settings: Default Text = I observed {{Number}} concrete placements during today’s work. No options applied	Visualization = CONTAIN (WorkPerformed, “Concrete Placement”)	This applied rule make the system display this field, only if Concrete Placement is chosen from Step 8 above. Because you've added a visualization rule to this field, it might be useful to check how it behaves in the field module. Make sure the workflow is designed how you want to behave for the field users.	No
12	Fireproofing Remarks	Text Area	Settings: Default Text = I observed {{Number}} fireproofing sites during today’s work. No options applied	Visualization = CONTAIN (WorkPerformed, “Fireproofing”)	This applied rule make the system display this field, only if Fireproofing is chosen from Step 8 above. Because you've added a visualization rule to this field, it might be useful to check how it behaves in the field module. Make sure the workflow is designed how you want to behave for the field users.	No
13	Discrepancies Observed	Yes/No	None		This Yes/No field is designed to ask the field user if they have observed any discrepancies. If yes, they will be brought to the data grid found in step 14.	No
14	Discrepancies	Data Grid You can add fields within this data grid (fields within a table) by selecting the row that represents the data grid with your cursor. Once selected, you will see a similar looking table appear below with the same functionality. Click Add Field to add fields within your new data grid. See screenshot.	None	Visualization = Discrepanciesobserved = “Yes”	This applied rule make the system display this field, only if Yes is chosen from Step 13 above. Essentially, saying Yes to step 13 above, will open this data grid to track multiple discrepancies within one activity record. Because you've added a visualization rule to this field, it might be useful to check how it behaves in the field module. Make sure the workflow is designed how you want to behave for the field users.	No but, this field is a data grid, and fields will be added within.
15	Discrepancy	Yes/No	Settings applied: Default Value = Yes Discrepancy Indicator No options applied		The system needs the discrepancy indicator setting applied, to flag a record as a true discrepancy in the system. This will trigger counts on the Dashboard, Pending Field Actions, and display on the Discrepancy Report.	Yes - Add this field within the data grid from step 14.
16	Discrepancy Number	Number	Settings applied: Auto Generate Only if Visible = True Auto Generated = Unique by Project Disabled = Field Add / Edit & QC Clear Upon Copy = Yes No options applied		The settings applies here are needed to appropriately assign a unique ID to a single flagged discrepancy. Auto Generate Only if Visible = True This means that only records that ARE discrepancies, will be given a discrepancy number. Auto Generated = Unique by Project This means that the system will generate unique number ID's on a per project basis. (i.e. you may have Discrepancy #1 for Project A, and Discrepancy #1 for Project B. Disabled = Field Add / Edit & QC This means that no user in Field or QC can edit/change the discrepancy number. The number will remain as assigned by the system. Clear Upon Copy = Yes This means that when a discrepancy is copied, the number will not carry over to the new record. Instead, a new number will be generated.	Yes - Add this field within the data grid from step 14.
17	Status	Pick List	We first need to add a label for a status of a discrepancy. You can add these labels by selecting the Add button under Options. Most often, the following labels are used: Open Closed Next, we need to associate our labels (Open/Closed) with the system's indicator for each label. This can be done under Settings by selecting the other Add button. You will see two options: Discrepancy Status Close Indicator Discrepancy Status Open Indicator. When each is selected, you will have the ability to link each indicator with a label that you've provided above. Make sure to link the correct indicator with the right label. (i.e. Discrepancy Status Close Indicator is linked to your Closed label)		These settings provide the ability for the system to know whether a discrepancy has been resolved or not. If the status remains as open, the system will keep the "flags" open to the PM, Scheduler, and it will remain as open on the report. After adding this field, it might be useful to navigate to the Field module using a separate tab or window to see what your form looks like so far, from the field user's perspective.	Yes - Add this field within the data grid from step 14.
18	Discrepancy Description	Text Area	None			Yes - Add this field within the data grid from step 14.
19	Resolution Date	Date	Settings Applied Default Value = Today No Options applied	Visualization = CONTAIN (Status, “Closed”)	This field will only display if the status of the discrepancy is set to closed from step 17 above. When close, the system will remove the flag to the PM, Scheduler, and will now display as closed on the report. Because you've added a visualization rule to this field, it might be useful to check how it behaves in the field module. Make sure the workflow is designed how you want to behave for the field users.	Yes - Add this field within the data grid from step 14.
20	Resolution Description	Text Area	None	Visualization = CONTAIN (Status, “Closed”)	This field will only display if the status of the discrepancy is set to closed from step 17 above. When close, the system will remove the flag to the PM, Scheduler, and will now display as closed on the report. Because you've added a visualization rule to this field, it might be useful to check how it behaves in the field module. Make sure the workflow is designed how you want to behave for the field users.	Yes - Add this field within the data grid from step 14.
21	Resolution Technician	Pick List	Settings applied: Data Source – Technicians and Generic Users Option = Dynamic Value Default Value = Current User No Options applied	Visualization = CONTAIN (Status, “Closed”)	This field will only display if the status of the discrepancy is set to closed from step 17 above. When close, the system will remove the flag to the PM, Scheduler, and will now display as closed on the report. Because you've added a visualization rule to this field, it might be useful to check how it behaves in the field module. Make sure the workflow is designed how you want to behave for the field users.	Yes - Add this field within the data grid from step 14.
22	Images	Data Grid You can add fields within this data grid (fields within a table) by selecting the row that represents the data grid with your cursor. Once selected, you will see a similar looking table appear below with the same functionality. Click Add Field to add fields within your new data grid. See screenshot.	None		Setting up an images data grid, allows the user to capture multiple images within one activity record.	No but, this field is a data grid, and fields will be added within.
23	Image	File Upload	None			Yes - Add this field within the data grid from step 22.
24	Image Date	Date	Settings applied: Default Value = Today No Options applied		These settings will default today's date into the date field.	Yes - Add this field within the data grid from step 22.
25	Photographer	Pick List	Settings applied: Data Source = Technicians & Generic Users Option = Dynamic Value Default Value = Current User No Options applied		These settings will default the current user, working on the record into the field.	Yes - Add this field within the data grid from step 22.
26	General Remarks	Text Area	None			No
27	Attachment	File Upload	None		After adding this field, it might be useful to navigate to the Field module using a separate tab or window to see what your form looks like so far, from the field user's perspective.	No

Once you've created a form, you may want to consider adding ways to view and filter for the fields that you've created. Below, you'll find a few examples of how to do this. All steps below, begin in Admin > Activity > Search / Results Display. This area is a very powerful tool. We encourage you to review more areas within the Help pages, should you have any questions beyond what is covered below at: Activity - Search / Results Display

Creating a new column in Quality Control

A great way to review data quickly, is to view it on the grid within Quality Control > Activity. You have the ability to configure which columns are displayed on this grid. Below, is an example of how to configure this, using a field from the form created above.

Step	Instruction	Screenshot
1	Navigate to Admin > Activity > Search Results / Display
2	On the Area grid, find and select QC Activity Search Results. You will notice that when you select this row, there will be an Area Fields grid that pops up below. The fields displayed on the Area Fields grid, are the columns that display on the grid within Quality Control > Activity.
3	To add a field to the Quality Control grid, select the Add Field button on the Area Fields grid, within Admin > Activity > Search / Results Display
4	Search for the field by System Name. A System Name is the way the database identifies uniqueness for a field within a form. Most often, it's the same as the label given in Form Designer. Once you've found the system name, you can provide any label that you desire. In this example, we will search for the Status field. This field is the same field that was configured when designing the form, in step 17 above. Select save when complete.
5	To verify that you've added this column successfully, navigate to Quality Control > Activity. See that there is now a Status column on the grid.

Creating a new Filter in Quality Control

A great way to search for data quickly, is to apply a filter within Quality Control > Activity. You have the ability to configure which filters are displayed in this area. Below, is an example of how to configure this, using a field from the form created above.

Step	Instruction	Screenshot
1	Navigate to Admin > Activity > Search Results / Display
2	On the Area grid, find and select QC Activity Search Filter. You will notice that when you select this row, there will be an Area Fields grid that pops up below. The fields displayed on the Area Fields grid, are the filters that display within Quality Control > Activity.
3	To add a filter to the Quality Control area, select the Add Field button on the Area Fields grid, within Admin > Activity > Search / Results Display
4	You will first need to search for a field type. Again, we will use the Status field from step 17, when we created a form. The field type for the field, is a Pick List. Next, search for the system name, Status. Similar to step 17 above, we will need to populate this field with the same options (Open and Closed). Select the green Add Option button, to add both options. When complete, select save.
5	To verify that you've added this filter successfully, navigate to Quality Control > Activity. See that there is now a Status filter near the top.

Adding Fields to the Manage Activities View for Field Users

Often times, fields that you create are necessary for field technicians to view, when readdressing existing records within Field > Activity > Manage Activities. These fields allow the user to view high level information, without actually opening the entire record. To add more fields to this view, follow the steps below.

Step	Instruction	Screenshot
1	Navigate to Admin > Activity > Search Results / Display
2	On the Area grid, find and select Field Search Results. You will notice that when you select this row, there will be an Area Fields grid that pops up below. The fields displayed on the Area Fields grid, are the fields that display on the within Field > Activity > Manage Activities.
3	To add a field to the Manage Activities area, select the Add Field button on the Area Fields grid, within Admin > Activity > Search / Results Display.
4	Search for the field by System Name. A System Name is the way the database identifies uniqueness for a field within a form. Most often, it's the same as the label given in Form Designer. Once you've found the system name, you can provide any label that you desire. In this example, we will search for the Discrepancy Number field. This field is the same field that was configured when designing the form, in step 16 above. Select save when complete.
5	To verify that you've added this field successfully, navigate to Field > Activity > Manage Activities. See that there is now a Discrepancy Number field on each record.

Adding Filters to the Manage Activities View for Field Users

Step	Instruction	Screenshot
1	Navigate to Admin > Activity > Search Results / Display
2	On the Area grid, find and select Field Manage Activities Filter. You will notice that when you select this row, there will be an Area Fields grid that pops up below. The fields displayed on the Area Fields grid, are the filters that display on the within Field > Activity > Manage Activities.
3	To add a filter to the Manage Activities area, select the Add Field button on the Area Fields grid, within Admin > Activity > Search / Results Display
4	You will first need to search for a field type. Again, we will use the Discrepancy Number field from step 16, when we created a form. The field type for the field, is a Number field. Next, search for the system name, DiscrepancyNumber, and then add a label as Discrepancy Number. When complete, select save.
5	To verify that you've added this field successfully, navigate to Field > Activity > Manage Activities. See that there is now a Discrepancy Number filter at the top, allowing a field tech to search for a specific record, based on a discrepancy number.