Designing my first Form Template
Your first step is to create a Form Template, which is the collection of data fields in a Form.
You can create and edit a Template from your mobile (Templates menu) or from your web account (click Templates
in the Configuration section in the left-pane).
Add Fields to Template:
After entering the name of your template, add a New Field. The Label will appear in the Form as the field label or name. The order of fields in the Form is set with the Position ranking from 1. to n.
There is an extensive number of field widgets available:
See detailed Reference on Field types
Mandatory: when checked and the Field is not set, the user gets a warning message and cannot submit the form.
Other Template parameters:
You can also specify a Prefix, which will be placed before the Form ID in the name of each Form instance. You can set a pre-defined Group for the Form when it is created from the Template. Groups are configured in the Forms web app / Options menu / Groups tab.
The Template can also be assigned to one or more specific Owners.
Link to other Upvise apps: Contacts, Projects,..
You can link a Form to a data record in other Upvise apps. Linked Record types are: Contact, Company, Event, Project, Deal, Task, Asset, Equipment, Site, Job, Form.
When you specify a Linked Record in a Form Template, you can create Forms with that template (and only with that template), directly from the record in the corresponding Upvise app.
Example: if Linked Record is set to Contact in a Template. When you open a Contact from the Upvise Contacts app, you can create a new Form with that template, which will be automatically linked to the Contact.
All forms created for the Contact will be listed in the Forms section of the Contact View screen.
Dispatching and Submitting a Form
Once a Form Template has been created by an Admin or Manager, there are two available scenarios for users to create and fill in forms.
: Standard users can access only the data they own, ie data items for which the Owner field is set to this user or the owner is unassigned.
Scenario 1 (default)
: Users create a new Form from a Template
In the Forms app
, tap on the + icon on mobile or click on New Form in the web app, then select a Template to create a new Form with this Template.
Note that Standard users will only see Templates that have been assigned to them specifically in the Owner field of the template, or else unassigned templates.
Forms can also be created from other apps
and data items: Contact, Company, Project, Event,...
If a Linked record is set in a form template and the option "When creating new Forms from other apps, display only Templates with same Linked Record" is checked, users can only
create forms from the set of Templates for which the condition is met.
: Manager creates a Form and assigns it to a user
The Manager creates the Form from one of the Templates and assigns it to a user, i.e by setting the Owner field of the Form. Standard users will see in their account
only the forms that have been pre-created for them.
If the Option "Standard Users cannot create Forms" is checked, Standard users will only be able to fill in pre-created forms and will not be able to create forms directly
as in Scenario 1.
When a Form is first created, it has a Draft
status and appears in the Drafts section. On the mobile, Draft forms appear highlighted with a blue left edge.
Once a user has filled in the required values in the form, the form must be Submitted
Managers can see all the Forms that have been created by all users. Standard users can only see Forms they own.
Each new Form is created with an index or Form ID
, which is the form number within the list of forms for a Template. The Form ID is incremented automatically and can be edited
if the option "Allow Editing Form ID" is checked.
When a form is created, information like the Date
, GPS position
and owner are automatically stored.
Forms with Signature validation
Create a form with signature validation by adding a Signature field in a Form template and making the field Mandatory. The Signature is captured by writing/drawing on the screen (mobile only).
Once the signature has been entered, it cannot be changed, and is displayed as an image in the Form both on the web and on your mobile. If the field is Mandatory, the form cannot be Submitted until
it has been signed off.
Export and Send by Email
From your web account, you can export all Forms as a ZIP containing CSVs, or all forms created for a given Template as a CSV. Each template CSV contains the list of forms with field values captured.
You can also export an individual Form as a PDF, which can be sent by email
Dashboards and Reports
In your web account, the Dashboard view shows reports on forms submitted by Staff, by week or day, by Template. In each Template section, there is a specific Dashboard.
Template Library - Import/Export
You can either create a template with the built-in template designer, or you can import existing templates from other sources or accounts.
You will find free Templates on this site
You can also export a Template as a CSV and re-import it in another account.
You can define a multi-state Workflow for approval and validation processes. A Workflow is typically defined as a succession of Form States, with an Action button to move to the next State.
Managers can be notified when a form reaches a given State. Upon action of a Manager, the original owner of a Form is notified. You can also execute a custom script when reaching each state.
Formulas and custom script
field enables you to compute values dynamically based on other values input in the Form. Example: input Width and Height, and use a Formula field to compute Area.
or when a form moves to the next state in the case of a workflow based process. This can be used for example to validate form entries or create new data items, e.g. a task, and event. Enter your code in the Template Edit screen, Submit tab, or in the Execute on load field of each State for workflow based templates.
can also be scripted: when the value of a field is changed, or to compute the initial, default value of a field. Enter your code in the Onchange and Default
values of a Form Field
See Reference on Scripting in Forms
GPS Location, Map and Photos
The GPS Location
is built-in with the Form creation. Whenever a new Form is created, the GPS position is automatically calculated, based on the phone's GPS, and stored in the Address or Location field of a Form, which you can then display in the Form view in the web app or by tapping the (i) icon in the Form View on a phone.
Note that the Location is not set when the Form is created on the web, as there is generally no GPS available on a laptop or desktop where a web browser would be used.
You can view all Forms created in a given day on a Map
You can all browse all Photos
taken in Forms created on a given day.
These functions are available in the Map or Photos menu from the left pane in the web app, or in the Today section on a mobile.
Managing a Punch List
A Punch List is a list of tasks that need to be completed in order to finalize a Project. The Forms app includes built-in management of Punch Items:
1. Edit the Template Properties in the Forms web app, and check 'has Punch Items'
2. Add a Question
field of type 'Yes - Punch - N/A' to the Form template.
: Label="Is this issue fixed?", Options="1:Yes|P:Punch|2:N/A"
3. When a user fills in the Form and answers the Question, he has the option to tap 'Punch'
if the issue is not fixed. This will automatically create a Punch Item and open a screen
where the user can fill in details like: Location, planned Rectification date, owner and description, and attach a Photo.
4. The list of Punch items related to a Form appears in the Punch Items tab in the Form view screen. Close Punch items
when the task has been performed.
5. In the Forms web app, a list of all Punch Items created from answering Questions in Forms is accessible from the left pane. Manage Overdue items and view Closed items.
Public web-based Forms
A Form can be made accessible at a web URL for public users, i.e where it can be filled in and submitted by non-Upvise users.
To enable a Form for public access, edit the form Template in your web account, and open the 'Sharing' tab. Click on Enable Public to get the URL of the page where the Form can be accessed publicly.
N.B.: not all fields types are supported in Public forms. See list of supported fields
You can create your own custom Dashboard to be displayed in place of the Forms web app Dashboard. Enter your code in the Options menu / Custom Dashboard tab.
The Dashboards specific to each Template section can also be customized. Enter your code in the Template Edit screen / Dashboard tab.
See Reference on Scripting in Forms