Creating Forms in FleetAdmin allows the capture of specific information from Users via the TFO App. Ensuring a totally paperless form system. Forms can then be viewed, edited & processed in the relevant module.
Notes can be used for any additional information required
Insert Template will load a default Form as a helpful starting point
Form Contents
Click on +Add to create a new form line
Line Item Descriptions:
Type
See below table for detailed explanation on each Type
Label
Gives a heading to the information required. Each Label will create a new column in the CSV export
Help Text
Gives a hint to the User for the information required
Required
Decide if the information is essential or optional for the Form. If required is ticked, the User will not be able to submit Form without information
Show Additional Settings
The options in Additional Settings will change depending on the Type of data you have selected. See table below for a detailed explanation
Types & Additional Setting Detail
Type
Additional Settings
Add Sub Form Button - Allows for multiple entries of the one type of information. A button will display on Form with the User pushing as many times as required to enter information
Role - Email - User can select address to send email directly from TFO App
New Line - Used to format form
Number Input - User can add numbers only to form
Role - Map Break Time - Total Hours - Total time or Worked Hours
Timesheets & Dockets - Sub Forms and Calculations
Fields in Forms can be assigned Roles that allow information to be mapped & calculated. For example, mapping the Start Time, End Time, and Break will allow the system to automatically calculate the Total Time worked
Signature - User or client can Sign the form
Static Text - Add un editable text that will appear on each Form & PDF
Sub Form - Will display all line items in a Subform on the original Form
Sub-Form - Will link required Sub-Form
Time Select - User will select Times
Role - Will map Start or End Times for Timesheets
Text Input - Allows user to enter both numbers & letters in form
Autofill Values - work by linking a Dropdown Select line type selected within the form to relevant Data Sources, autofilling data in the App from data stored within the system.
Autofill Values
Create the Dropdown Select line & choose the data source required
Create a Text Input Line
From Additional Settings select the required data source. Only Data sources that have a dropdown select in this Form will be displayed.
Then choose the required Property
This is the data that will Autofill & display in the App
Tip - This is a great feature to link within FleetHire for Contract and Allocation Information.
Set Inspection / Incident Form to trigger Corrective Actions
Please note this is for FleetSafety Clients ONLY
In the created Inspection / Incident form, set the line Type to Multiple Choice
Click on Show Additional Settings
Select the multiple choice Data Source from the dropdown options
Role - Select Triggers Corrective Action
Choose Corrective Action Option - If no option is provided, all answers will create a Corrective Action
Update Locations
If a form has a Location type included, it is possible to update this location from the TFO App.
This will allow for a Start Location & Finish Location to be recorded. Add in the required amount of locations to Form. See TFO App on how Users can update locations
Formatting Forms
Once you have created your required fields, you can use the Preview page to format the form for ease of use.
Scroll down to Preview
This gives you the option of viewing in Mobile, Tablet & Desktop modes
Return to Form Content
Create a New Line - Select New Line from Type Dropdown. Creating a line space between text fields. Most relevant for Tablet & Desktop views.
Create a Divider - Select Divider from the Type dropdown. Creating a visual line between fields.
Subforms - Multiple Entries
It is possible to add multiple fields within each Form - For example when 4 assets are worked on within one day - See Fleet Admin - Sub Forms and Calculations for more information
Create Custom Form Options
There are two ways to create Custom Form Options, from the main Forms page & from within the Data Source Additional Setting when building Forms.
Create from Forms
Go to Forms
Click on Custom Form Options
Name List
Click on +Add to create Options
Save Form
Custom forms will display as (custom) in Data Source
Create from Data Source when building Form
Go to Additional Settings on the Form Line Item
Click on the Data Source Dropdown - Select Data Source
Scroll to the bottom & select +New Custom Options List
Create Custom Option List as above
Save
Save Forms
Once you have the formatting & required information correct
Click on save form
Assign Forms to Users
Assign forms via Users, Projects & Departments alleviating unnecessary forms for individual users. This would be best used directly after creating a form. Only Users with a Form assigned will see it on their App. You can assign Forms to Users either within the Form or within the User Profile.
Assign within the Form
Select into the Form to action
Click on the 'Assign' Tab
Assign via Users checkbox
Save
Assign within User Profile
FleetAdmin - Users
Select into User you would like to assign form to
Scroll down on this page to the 'Assigned Forms' Section.
Here you can select form name from the drop down to assign to the user.
A list of assigned forms will show on the right hand side under the 'Currently Assigned' heading.
Assign via User Management
Read the FleetAdmin - User Details article on how to Assign Forms - Best used directly after Adding a User