Creating forms

A form is the checklist filled in on a work order: Chiller Monthly Maintenance Checklist, Emergency Generator Weekly Test, Fire Extinguisher Monthly Inspection, Forklift Daily Pre-Shift Check… Build it once and use it on as many work orders and recurring work order rules as you like.

Who can do this?

• Permission needed: Organization › Forms (Add)
• Usually: People with the Organization Admin permission
• Plan: Up to your plan's form limit

Your permission is computed from the assignments made to you and your teams. How?

Steps

1. Go to Forms in the side menu and click Create Form.
2. Enter the Form Name, the Form Type (Maintenance, Inspection, Test, Predictive Maintenance, Other, Work order) and a Description.
3. Optionally say how often the form is filled in under Suggested Repeat Rules (e.g. 1 · once a month). It is shown on the form cards and is a suggestion for planning.
4. Under Predefined Warnings, write the safety warnings the person filling in the form must know up front (e.g. Lock out and tag out the equipment before starting).
5. Click Save and Continue. The form is saved as a Draft.
6. Click Edit and add the questions with Add Question (below). Click Save the Question for each.
7. When the questions are ready, click Publish the Form. Only published forms can be attached to work orders.

Add Question: order, question, question type, required, image and instructions; the mobile view on the right.

Question types

Question type	When?	Example
Single choice	One option is chosen	Started on the first attempt? Yes / No
Multiple choice	Several options can be chosen	Work performed: Filter drier replaced, Oil added, Refrigerant added…
Whole number	Counts	Number of extinguishers checked
Decimal number	Measurements	Condenser pressure (psi), Battery voltage (V)
Text	Notes and findings	Locations of missing or damaged units

• Enter the options of a choice question one by one with Add Option; each option can have an image.
• A work order can not be completed until its Required questions are answered; optional ones can be left empty.
• Instructions: add guidance to a question (e.g. how to take the reading). The person filling in the form sees it with the ⓘ icon next to the question. A question can also have an image.
• The Mobile Device View on the right shows how the question will look in the field.

For a good form

• Order the questions the way the work is done on site (outside to inside, readings before checks).
• Put the unit in the question: Filter differential pressure (in. w.c.).
• Ask Yes/No questions so that the "good" answer is always the same, or use the red/amber/green review of the consultant.
• Ask readings as numbers, not text: then Form statistics shows their average and spread.

Attaching a form to work

• One-off work: Form Selection when creating a work order.
• Periodic work: Form Selection in a recurring work order rule.

Related pages

• The form lifecycle
• Doing the work