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TaskMapper Forms

Last updated November 7, 2024

TABLE OF CONTENTS

Introduction to Forms

Form responses and reports

Forms - FAQ

Introduction to Forms

TaskMapper Forms simplifies onsite data capture with digital forms. Users can create forms with a drag-and-drop builder, choose from pre-defined templates, and define them as part of a larger workflow. Workflows support rules-based routing and conditional logic, helping teams replicate best practices and gain complete control of processes.

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NOTE: This is especially useful in time-sensitive processes like RFIs, Change Requests, Submittals, and Transmittals.

Figure 1: Map and Mobile Interface for Tasks

Form Templates

A new template in the Forms allows you to choose between creating a stand-alone form or a Workflow.

Figure 2: Stand-alone Form Template or a Workflow Template

A form template helps you capture repetitive data easily by standardizing the fields and ensuring you include all the necessary details. Plus, with geofencing and timestamping, you can keep track of everything and ensure your records are accurate and reliable.

Form Builder

With our intuitive drag-and-drop builder, creating forms is easy. You can choose from a variety of pre-defined formats and fields and even customize specific fields in pre-existing form templates to fit your needs. Plus, you can preview available templates before making your selection.

Figure 3: Form Builder

Form Builder Overview

A simple form builder comprises Sections and Fields.

Sections

Forms are divided into sections with headings for specific information. This arrangement makes it easier for users to fill in and for recipients to organize and analyze the data.

Figure 4: Sections

Under sections, we have Basic, Checklist, Table, and Signature.

1) Basic adds a blank section in which all the field items, such as the Text Field, Number, Date & Time, etc., can be dragged and dropped.

2) A Checklist lists items or actions to be checked or performed.

3) The table allows column-wise inputs. Field types such as Text Field, Yes / No, Dropdown, Number, Date, Money or Formula can be selected.

3A) Defining the column with field type

4) Signature field is added to authenticate a section of the form. By including a signature field, you can ensure that the form parties involved have agreed to the terms and conditions or confirm their inputs.

Fields

Data Type	Description
Text Field	1) Text Field is a space where users can type in any information, such as text or alphanumeric values. Example, Description 2) Placeholder text can be added 3) Maximum characters allowed can be defined
Number	1) A Number field is an input field that allows users to enter numeric values.
Text Area	1) Text Area field is an input field that allows users to enter and format text using various formatting options such as bold, italic, underline, and more. Unlike a regular textbox, a Rich Text field enables users to insert images, links, and other multimedia elements. 2) Placeholder text can be added
Checkbox	1) Checkbox field is an input field that allows users to select one or more options from a list of choices by checking a box next to each option. The users can only select or deselect the options in the Checkbox field. 2) Any number of options can be added 3) Multiple selection is allowed
Dropdown	1) Dropdown field is an input field that presents users with a list of options in a drop-down menu. The user can select one option from the list by clicking on it. Unlike a Checkbox field, a Dropdown field conserves space on the form by only showing the selected option unless the user clicks on the menu to view the other options. 2) Any number of options can be added 3) Multiple selection is not allowed
Radio	1) Radio field is an input field that presents users with a list of options where they can only choose one at a time. The options are usually presented in a list format, and the user must select one option by clicking on the radio button next to it. The Radio field is similar to the Dropdown field but takes up more space on a form as all the options are visible simultaneously. 2) Any number of options can be added 3) Multiple selection is not allowed
Date & Time	1) The Date & Time field allows users to input and store specific dates and times. Users can input them manually or use a date picker to select them from a calendar.
Money	1) Money field is an input field that allows users to input and store monetary values in various currencies. 2) The default currency selected is USD
Email	1) Email field is an input field that allows users to input email addresses. 2) Placeholder email can be added
Phone Number	1) Phone Number field is an input field that allows users to input phone number. 2) Phone number is to be entered without the country code 3) The default country code is the US
Website	1) Website field is a space for the user to enter their website URL. 2) Placeholder text can be added
File Upload	1) File Upload field is a space for the user to select and upload a file from their device. 2) Files can be dragged and dropped or selected using file explorer 3) Multiple files can be added

Stand-alone forms

Simple forms can be designed to capture data from the field, including multimedia, files or documents, and time stamps, and can also be geofenced.

Stand-alone forms Example:

Figure 5: Stand-alone form selection

Figure 6: Form builder

Figure 7: Final output

Workflows

Forms can be designed to be a part of a workflow. This workflow can be used to assign specific sections or blocks to different teams for further review or to provide additional information. Workflows are beneficial for expediting processes that involve multiple teams. They can send notifications and escalate issues for quicker response times and process adherence. Additionally, workflows support rules-based routing and conditional logic.

Figure 8: Conditional logic in a Form Workflow

Customizable form fields can be assigned to specific teams for better access control. Advanced features like scheduled reminders, pre-defined escalations, and form rollbacks ensure improved process oversight and real-time notifications for specified users in case of any delays.

Form blocks include conditions that the user can customize.

Conditional routing allows users to define specific workflow steps and additional information requests based on earlier responses.

Form responses and reports

Responses to each form can be viewed by clicking through the specific line item under Form Templates.

Reports can be defined and customized to track form submissions and progress.

Figure 9: Form Responses

Figure 10: Export Responses

Figure 11: Reports

Forms - FAQ

Overview of Forms

How to create or add new forms?

Forms can be created directly from the forms feature or the map view.

1) To add a new form. Go to Forms and click on 'New form'.

2) To add a form in the map view. Go to the maps and click on 'Create Form'.

3) Confirm the location on the map to add the form.

4) In the final step, enter the form name, choose the form template and select the assignees.

How to create a simple form template?

To create a simple form. Goto Forms and click on 'New Template'. Templates created at the organization level can be shared with assets.

Figure 12: Simple Form Template

Simple forms can be designed to capture data from the field, including multimedia, files or documents, and time stamps, and can also be geofenced. To create a simple forms template, choose 'Form template' to enter the form builder.

The form builder is an intuitive drag-and-drop builder that offers pre-defined formats and fields. Available templates can be previewed, allowing users to customize specific fields in pre-existing form templates for a specific use.

Figure 13: Form builder

Stand-alone forms Example:

Figure 14: Stand-alone form selection

Figure 15: Form builder

Figure 16: Final output

How to create a form workflow?

A form workflow is a series of steps or processes followed to collect, process, and manage data from a form. This workflow typically includes the creation and design of the form, the distribution and collection of the form, the validation and verification of the data, and the data analysis. Below are the steps to create a workflow

1) To create a form workflow, go to Forms, click on 'New Template' and select 'Workflow template'. Click on 'Save' to go to the workflow builder.

Figure 17: Workflow template

2) In the workflow builder, the first step is to build a form. Click on 'Build form' to create the initial step in the workflow.

Figure 18: Adding workflow steps

3) Form details can be updated in the form builder. Click on 'Build form' to add form details.

Figure 19: Form builder

4) In the next step, we can choose the next action to be performed in the workflow. Below are the options

Figure 20: Workflow options

5) For this example, let's select 'Conditional Block'

Figure 21: Conditional block

Click on 'Add Condition' to define the condition. Click on 'Save' to save the condition.

Figure 22: Conditions

5) Similarly, the next step in the workflow can be defined.

Figure 23: Workflow steps

How to add or update categories in Forms?

Categories are a helpful way to organize information. By grouping similar items together, finding and managing them becomes easier. Whatever your needs, defining categories can help you stay organized.

There are multiple ways to add a category in a form.

1) Category in a Form Template

2) Category in Form Instance

3) Update category in a Form Instance

Category in a form template

Figure 24: Category in forms template

Category in Form Instance

Update Category in a Form Instance

1. Click on the form instance

2. Add/Update the category

Figure 25: Category in form instance

How to view form submissions?

There are multiple ways to check form submissions

1) All form submissions. Forms >> Submissions

Figure 26: Form Submissions

2) Viewing form-specific submissions

Figure 27(a): Viewing form submission in Forms view

Click on the form and form to view form instances or submissions.

Figure 27(a): Viewing form submission in Forms view

3) Viewing submissions in templates.

Figure 28(a): Viewing form submission in templates view

Figure 28(b): Viewing form submission in templates view

How to use form filters?

Filters can be used in all submission views, like the submissions in the template or the submission in form view.

Filters for all form submissions

Filters in template or form view submissions

How are forms different from tasks?

Tasks are created to help manage work and can be assigned to different teams or individuals for completion. Tasks are navigable on a site map and can be associated with the digital twin of each onsite component to help teams accelerate discovery on a site.

Forms help standardize data capture and can be embedded in a task where a team/ individual has to capture specific data. For instance, images, barcode data, location, and details of a particular on-site component can be captured by field personnel during field inspections to support warranty claims owing to manufacture defects. Forms can be defined for inspections, RFIs, HSE, and more.

Tasks and Forms can be embedded in workflows to support multi-team business processes. For instance, an RFI can include multiple stages for information gathering, approvals and sign-offs by different teams/ individuals. Alerts and notifications can provide better process oversight, and escalation thresholds can help keep processes on schedule.

How to generate reports?

Reports for forms can be generated from dashboards or from the Form templates.

Dashboard

Reports from the dashboard can be generated by clicking on the print icon in the dashboard view.

Form templates

To generate reports from the templates, navigate to the 'Responses' section. Select the desired form template and then select the checkbox next to the form submission in the responses section. Finally, click on 'Export' to generate the report.