Forms

A form is a short questionnaire an admin builds once and the team fills in many times. Each answer changes an asset through a controlled path: the person filling it in picks the item, fills in the fields, and sends it. The change lands on the asset and on its timeline, attributed to them, with a link back to that exact response. Use forms for the things people do on the floor every day: counting a shelf, marking a part as damaged, recording what a delivery cost, updating the condition of a kit. The person doing the work never needs edit rights on the asset. The form is the permission.

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Who can do what

• Fill in forms (forms.respond): see open forms and submit them for any asset you can see. Requesters, Operators and Managers have this by default.
• Review responses (forms.review): see every response and approve or reject the ones waiting. Operators and Managers.
• Manage forms (forms.manage): build, publish and archive forms. Managers and Admins.

Whoever publishes a form must be able to edit every field it writes themselves. That is what lets a Requester change a field through the form that they could not edit directly. See Roles and permissions.

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Building a form

Go to Forms in the sidebar and click New form. A form has a name, an optional description, and a list of asset sections with instructions wherever they help. An asset section is the unit of a form: a picker that asks which item the section is about, and underneath it the fields to change on that item.

• Asset section: give the picker a label (“Which laptop?”) and, optionally, limit it to a category and its sub-categories. Untick Respondent must pick an item to make a section optional.
• Set a field (inside a section): writes one value to a field on the item picked in that section. Any text, number, date, yes/no, select or multi-select field on the item’s category can be set this way. Money fields take an amount and a currency.
• Instructions: a heading and some text. They can sit between sections or inside one, above the field they explain.

Respondents are only offered items whose category actually has every field a section sets, so a “laptop check” never offers a printer. A form can have several sections, which is how one submission updates several items: “which laptop and which charger?”, or “the old unit and its replacement”. Responses need approval makes submissions wait for a reviewer before anything changes. Leave this off for day-to-day logging, turn it on for anything a supervisor should sign off. You can also restrict which assets the form can be used on with the same rule builder as policies and reports, on top of each section’s own category. Save draft keeps the form private. Save & publish makes it available to everyone who can fill in forms. Editing a published form changes the draft only; respondents keep answering the published version until you publish again, and every response remembers which version it answered.

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Filling one in

Open Forms, pick the form, and the sections appear in order. In each section choose the item, then fill in the fields beneath it. The picker only lists items that have those fields. Each field starts from what the item holds now, so you can see what you are changing, and a multi-select keeps its existing ticks when you add one. A field you leave as it is changes nothing. Nothing is saved until you press Submit form. On a form that needs approval the submission waits for a reviewer instead of changing the assets straight away. A money question shows the amount next to its currency, so a cost can be entered in the currency it was paid in. If something is missing, the form tells you at the top and asks for the fix before it will accept the submission. Afterwards you see what changed on each item, with links to the response and to the assets. On each asset’s Timeline the entry reads Form applied followed by the form’s name, says who did it via a form, lists the fields that changed, and opens the response.

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From an asset

On any asset’s page, Fill in a form lists the open forms that fit that item. Pick one and the item is already chosen, in the first section whose category rule accepts it. The fill page also accepts an asset in its address, so a printed QR code can point straight at the form for that item.

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On the phone

The mobile app has the same Forms tile on its home screen and the same Fill in a form card on every asset. The flow matches the web: pick the item, answer, submit.

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Reviewing responses

A form’s page lists every response with what it changed and who sent it. Forms that need approval show how many are waiting, on the form and on the Forms page. Open a waiting response, check the changes, and Approve or Reject, with a note if you like. The asset’s timeline shows the submission as awaiting review until then, and afterwards either the applied change or the rejection. Approving writes the values the respondent entered; a response that touches several items is applied to all of them together.

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Good forms to start with

• Shelf count: one section limited to Consumable parts, setting the stock count field, no approval.
• Condition check: one section with no category, setting Condition, so it works for any item that has that field.
• Swap-out: two sections — “the unit coming out” and “the unit going in” — each setting Lifecycle stage, approval on.