FleetAdmin - Forms

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.

Form Modules are:

• Timesheets
• Dockets
• Site Forms
• Incident
• Inspection 

Select Button to Skip Ahead to:

Creating a Form

• Navigate to Fleet Admin Form
• Add Form

• Select Form Type from drop down
• Name Form
• 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 See Subform article	Sub-Form - Link required Sub-Form
Checkbox - Creates a checkbox for User to select
Date & Time Select - User will select Date & Time
Date Range - User will select a date range	Role - Date Range
Date Select - User will select a date	Role - Will Map the date for Timesheet
Divider - Used to format Form
Dropdown Select - Choose from system generated data or create your own (Custom Forms)	Data Source - Select relevant option See HC for how to use Dropdown Filter Role - Email Dockets directly to Project Docket Recipient
File Upload - User can add Photo or file
Instructions - Give Users instructions on the form that will not appear on the PDF
Location - Will add location of Users device when form submitted	See below for how to update locations
Multiple Choice - User will choose from Custom Forms options	Data Source - Select from Custom List 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

Set Inspection / Incident Form to trigger Corrective Actions

• 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.

• Select into the Form to action
• Click on the 'Assign' Tab
• Assign via Users checkbox
• Save

Assign via User Management

Read the FleetAdmin - User Details article on how to Assign Forms - Best used directly after Adding a User

Copy Forms

Copy forms and make changes to the duplicate.

• Go to Form
• Scroll to bottom & click on Copy Form

• Copied Form will come into the Forms List (Copy)

• Rename Form & customise to suit
• Save From

Next Step - FleetAdmin - Sub Forms & Calculations