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.

Upvise allows sequencing of forms by form ID + user prefix. Sequencing by user prefix will allow you to maintain unique form id’s whilst using Upvise, particularly when your device is not within mobile service. Upvise functions on a disconnected model to allow user’s flexibility out on the field in low mobile service areas. Whilst your mobile is out of range, Upvise allows you to capture data throughout the day to minimise operational impact. The data then syncs back to the cloud once you are back in an area of service.

Turn sequencing by user prefix on in form options.

1. Setting Up Form groups

   1. Templates can be organised by the Groups that have been set up in Form Options.

Once your Groups have been established, you can navigate back to form templates and start building templates.

2. Creating form templates

a. To create a new Template, click the + icon in the top menu and provide a name for the template.

b. You will be presented with a Pop-up window where you will input the name of the form, click Save

c. Next, you are presented with a screen where you can add several types of information, beginning with Fields.

Each field type has several options which will prompt for information from the person filling out the form. Most will require a Label, Position, Default Value, and the ability to execute Javascript code when a field is changed. You can also make certain answers mandatory or hidden.

Configure the form, the name, control where the form will be Linked to in the Template info tab.

• Use the Form field type reference guide when building your form templates.

• Reference the template field screen to guide the behaviour of the form fields

Field Types:

• Question - this can be any sort of yes/no/n/a question.

• Combo Box - this field type can be set to a specified list of options or based on several data types in Upvise such as , , , etc.

• Text Box - this expects a certain string of text to be entered as the response.

• Date Box - this expects a date to be provided.

• Photo - this allows a photo to be attached to the form directly from the user’s camera or library (depending on permissions).

• Button - a button for the specified application is provided.

• Label - this displays the label text, useful for organising your form.

• Check Box - provides a box that can be checked by the user, and executes the given Javascript code.

• Section - creates a section for organisation of the form

• Formula - you can provide a Javascript code to perform a calculation.

• Signature - a signature field is added to the form, useful for when sign-offs are required.

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. Example: 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.

You can control what columns you want displayed in the “All forms” view by modifying the columns in the form template display settings.

See forms/templates/display

When a Form is first created, it is in the Draft State.
The Submit Action on the Form, moves it to the Submitted State.

Templates can be extended with a Workflow, i.e. by defining additional custom States and Actions.

An Action is materialized by a Button in the Form screen. Clicking on the Action button moves the Form to the next State.
A State is defined by a Name, and by the Label of the Action Button which moves it to the next State.

To add a new State:

1. Goto the Edit Template screen in your web account, and open the 'Workflow' tab.

2. Click on + and enter the State Name and Action Button Label.

3. Note that if the State you are creating is the last in the Workflow, the Action Button Label must be left empty, as there is no 'next state' to move to.

Example:
Define a Workflow by adding two new States:
1st State Name = 'Submitted' with Action Button Label = 'Approve'
2nd State Name = 'Approved' with Action Button Label = '' (empty string)
Resulting Workflow: Clicking on Approve moves the Form from Submitted to Approved. Approved is the final State.

Note: the very first State with Rank 0. is the default state named "Draft" with action "Submit". It cannot be modified or deleted.

Globally in Forms > options > Export PDF, you can modify your form export

• Company Logo: upload an image file to be displayed in top right corner of the PDF

• Company Header: enter your company name, address, registration number, etc... The multi-line text is displayed in the top left corner of the PDF

• Font size: size of the font used in the PDF export of a form. Default value is 1.4em.

• Columns: form fields can be displayed in a one or two-column layout in the PDF. Use a 2-column layout to save space if required. The default value is one column.

• Hide Empty fields: do not display a field in PDF if the value is empty.

• Include Form Location: if checked, the Form Address is displayed under the form title in the PDF.

• Include Form Caption: if checked, the Form ID, Date and Owner (Created by) are displayed under the form title in the PDF. Each of the above values can be overridden by a template-specific value.

• Add Template Group in Title: if checked, the template group name is appended to the form title in the PDF.

Individual Form PDF Export Control:

The values of the following settings override the corresponding setting in the Form global Options. Column width: set the width of the field label columns. The value is specified as in HTML CSS. Example: 200 or 200px or 50em

• Font size: the size of the font used in the PDF export of a form

• Columns: form fields can be displayed in a one or two-column layout in the PDF. Use a 2-column layout to save space if required.

• Header Background Color: change the color of the header background.

• Watermark Text and Color: print a watermark on all pages of the PDF with custom text and color.

• Photo height: fix the height of all pictures in the form

• Add Photo Caption: for pictures, include a caption with the label of the Image.

• QRCode Verification It will enable to display a unique QRCode in each submitted form PDF. Any user with a phone camera could scan the printed PDF from QRCode and get an electronic PDF to verify the paper version has not been altered.
  Used currently for certificates and audits.

• Hide Empty fields: do not display a field in PDF if the value is empty. Include Form Location: if checked, the Form Address is displayed under the form title in the PDF. Include Form Caption: if checked, the Form ID, Date and Owner (Created by) are displayed under the form title in the http://PDF.Do not display Workflow History: if the template has a workflow defined, you can check this option to remove the workflow history details from the PDF output.

• Header Image: replaces the Company Logo and Header as set in the Options menu. This image is displayed in the top centre of the page.

• Footer: set a custom footer displayed at the bottom of the page.

• Custom Pdf Template: You can upload your own custom PDF to fully replace the default PDF layout when a Form is exported. Use Adobe Acrobat Reader to edit your custom PDF and insert form field values. Example: the ID of a field is F1. F1 in the custom PDF will be replaced by the value of the F1 field in the Form when it is exported as a PDF.

• Simple PDF layout: Create simple PDF form letters with your own simple HTML layout. This replaces the default PDF Export. Click on Insert Field in the blue bar to select a Form Field value to be inserted dynamically in the PDF output.To create a letter, open a form with this template, enter form values then click on Export PDF.

Form Templates can be imported using excel. You may want to extract an existing template or create new templates using this method.

Existing Templates:

1. Go to your template

2. Click on the “Cloud” button to export

   

3. Open the Excel file

4. You can copy and move field names around.

   1. fieldrank is the order in which the form fields are displayed

   2. fieldname is the unique id. it’s importint that each line has a unique “F” number

   3. Rename your form template by updating the “templatename” column

5. Save the new form template

6. Navigate back to “Templates” in upvise

7. click on the cloud button

   

8. Select the Excel file and import the new template

Use the same method however for NEW templates you will need to be mindful that this is more complex and requires you to be familiar with the database table and field names.

Form PDFs are synced from Upvise to workbench for the below configurations:

Upvise Form “Linked to”	Workbench Record	Workbench Screen Guide
Jobs	Service Log Attachments	Service Log > Attachments
Projects	Job File Attachments	Job > Details > File Attachments
Contacts	People File Attachments	People > File Attachments
Equipment	Plant File Attachments	Plant > File Attachments

To enable this PDF import the below database settings must be configured:

1. Go to Forms web app, Options > General

2. Check: Keep a temporary copy of submitted PDF in API Store (Preview)

3. Make sure you uncheck "Keep a copy of the Archive form PDF in Files app" and also remove any "PDF Archive Email" value.

Understanding Import Rules:

• The form PDF is automatically generated when a form is submitted and doesn't have any workflow, or when it reaches the final stage if there is a workflow in place.

• Please allow a few minutes for the PDF to become available after submission, as PDF generation requests are queued for processing.

• PDFs will be stored on the server for 7 days before they are automatically deleted.

• If a form is reset to draft and then submitted again, a new form PDF will be generated in the API.

• In case a form fails to import, it will be queued for another import attempt during the next scheduled sync. This retry will happen only once.

These steps ensure smooth PDF import for your forms to workbench, enhancing your workflow efficiency.

How do I access a PDF where the import Failed?

1. Locate the form in Upvise

2. Click the cloud “Export” icon

3. Select “export PDF”

The dashboard can be used to see a visual indicator for all Forms based on status, Staff, and even a Risk Matrix.

Clicking on a chart segment can drill in to the detail of the selected item. For example, clicking on one of the bars in the Overview tab will take you to the Calendar view for that date range.

It is best practice to teach users to create forms from the linking point in the form. For example, Daily Diary forms linked to a Projects, navigate to the project the create the form by clicking the + icon and selecting the form “Daily Diary”

You can delete the form by clicking the Bin icon or save it using the Checkmark.

The Calendar view for Forms is useful to see scheduled and recurring forms, as well as their status.

Calendar entries can be dragged and dropped to move them from day to day or person to person.