Before you start
- Applies to
- Web app and installed mobile web app
- Access
- Owner or Admin to build; Form Submitter or another permitted role to complete available forms
- Connection
- Internet required for form setup; supported form submissions can be captured offline and replayed after reconnecting
- Time
- 15 to 30 minutes for a short first form
You'll need
- A clear purpose and owner for the form
- A sample asset, person or location for the test
- The evidence fields the team genuinely needs
Steps
Define the decision the form supports
Write the outcome first. A useful pre-start might confirm the asset is safe to use, while a handover form might prove condition and acceptance. Remove questions that do not change that decision or create required evidence.
Choose Add form
Open Forms and choose Add form. Build From scratch or start from the Template library. If you build from scratch, select whether the form is for an Asset, Person or Location, enter a clear name and description, then save it to open the builder. Upload doc and AI options can be feature-gated, so they are optional paths only when shown.
Review the AI draft and any defaults
If you start with AI, check every proposed field and instruction against your description or uploaded form. Review the answer options, required questions and conditional logic before publishing. Supported fields can have fixed starting values; check them during the test, especially a prefilled Pass or Fail.
Review the AI-generated inspection before publishing
AI prepared the two sections and eight questions from a written description. Review the answer options and requirements before publishing. This is the setup draft for the completed example; its title was shortened to Plant inspection during review.
MapTrack app · Demonstration data · Captured
Genuine draft configuration captured before publication. A generated form is a starting point, not evidence that an inspection has been completed.
Good to know: This is a form setup example. A generated draft or prefilled answer is not evidence that an inspection was completed.
Add sections and questions
Group questions in the order a person will complete them in the field. Choose the field type that matches the evidence and mark a question required only when the workflow cannot safely finish without it.
- For coloured inspection answers, open the question’s Options and enter a recognised set, such as Pass / Fail / N/A or Satisfactory / Monitor / Repaired / Replaced. Put each option on a new line.
- Use photos, signatures or attachments only where they provide useful evidence.
- Keep field labels short enough to read on a phone.
Check rules and availability
Review any visibility or trigger rules and choose Publish form when it is ready for use. Confirm which records or workflow actions should offer it. Use Unpublish form when it must no longer be completed.
Complete a real test
Open the form as the role that will use it, choose a sample record and complete every path, including a failure or defect answer. Confirm that required questions and conditional fields behave as expected.
Reopen the completed inspection
Open the saved submission and check its linked record, submission time and answered count. Read the defect description and action taken alongside the coloured answers. Choose Needs attention to focus on recognised failed checks, or All answers to review the whole inspection.
- Pass and Satisfactory are green, Fail is red and Monitor is amber.
- Repaired is blue, Replaced is purple and N/A is grey. The answer text stays visible alongside its colour.
- A red No or amber Monitor or Improvement required answer is not automatically included in Needs attention. That list flags recognised failing single-choice inspection answers.
Read the defect, action taken and recheck together
The original hydraulic check remains Fail. The saved answers record the resealed fitting, replaced sleeve and a recheck with no leak, while track wear remains marked Monitor. All eight answers were checked after reopening the submission.
MapTrack app · Demonstration data · Captured
Genuine answer-panel crop from a completed demonstration inspection. The repair outcomes are recorded answers; the linked corrective task has a separate status.
Good to know: Repaired and Replaced record the answer given in the form. A linked task has a separate status, so check both records when reviewing the follow-up.
Test repeated entries when the form uses them
In a multiple-answer group, complete the first entry and choose Add another entry for the next item. Earlier entries collapse; expand one to review or correct its answers. Check the Remove confirmation carefully and choose Cancel when the entry should stay.
Open full-size screenshot (new tab)Add the next observation on your phone
Two observations are filled in and the third is open for the next answer. This is an unsubmitted draft; the saved three-answer example appears below.
MapTrack app · Demonstration data · Captured
Demonstration form in a 430 × 932 browser viewport, presented in an iPhone 15 Pro Max frame. This capture shows the phone layout, not a physical-device or offline test.
Good to know: The phone example is an unsubmitted draft with two answers and an empty third entry. Collapsing an entry does not submit the form.
Check each saved repeated entry
Reopen the repeated-group submission and check that every intended entry is present. The example below contains three distinct observations and one summary. Confirm that the answers and evidence make sense to someone who wasn’t there.
Reopen the saved form and check each answer
The saved submission contains three separate observations and one summary. It was reopened from the asset record to check that all three answers were retained.
MapTrack app · Demonstration data · Captured
Demonstration inspection submitted online. A removal was cancelled before submission, and the saved answers were checked after reloading.
Verify the configured follow-up
If a submitted answer should create a job, configure and test the separate form-submission automation. Check the automation History and the task after a matching submission, then test a non-matching result. Open Linked tasks from the submission to review the task’s assignment, due date and status. Open the form link on the task to return to the original answers.
Check that the corrective task is completed
The failed hydraulic answer created this corrective task through a configured automation. The repair note and recheck were recorded, then the task was completed. The original Fail answer stays in the saved inspection.
MapTrack app · Demonstration data · Captured
Complete linked-task card cropped from the reopened demonstration submission. The full inspection and its action notes are shown separately above; answer colours do not create or complete tasks by themselves.
Good to know: Completing the linked task keeps the original Fail answer in the saved inspection. Check the recorded work and any required recheck before treating the issue as resolved.
Roll out to a small group first
Give the form to a small field group, watch where they pause or enter inconsistent answers, then adjust the form before a wider rollout.
What you should see
The intended role can find and complete the form, required evidence is captured and the submission is linked to the correct asset, person or location.
Current limits
- A form is not available simply because its draft exists. Check its active state and any applicable rules.
- The Template library is online-only. Already-imported forms can remain available offline when the required app data was loaded first.
- Public anonymous form links are not currently available. Form submitters need account access.
- Repeated entries need a multiple-answer group. The illustrated example was submitted online; test your own offline workflow before relying on it in the field.
- Inspection colours come from recognised option sets. Custom answers and multi-select questions are not automatically judged as failed checks.
Troubleshooting
| What you see | Likely cause | What to do |
|---|---|---|
| What you seeThe form does not appear for the field user | Likely causeThe form is inactive, its rule does not apply or the role cannot access it. | What to doCheck the form state, applicable rules and the role in View permissions, then test again with the same record. |
| What you seeThe form cannot be submitted | Likely causeA required answer is missing or the app has lost the network for a network-dependent part of the workflow. | What to doReview every required field, keep the app open, reconnect if needed and wait for a clear submission confirmation. |
| What you seeEarlier repeated answers seem to have disappeared | Likely causeThe earlier entries have collapsed while a new entry is open. | What to doExpand each earlier entry to check it, then submit and reopen the saved result. If an answer is still missing, keep the form open and ask your administrator to check before starting again. |
| What you seeThe expected inspection colours are not shown | Likely causeThe question’s complete option set does not match a recognised inspection set. | What to doCheck the field type and every option label in the form builder. Use a complete set such as Pass / Fail / N/A or Satisfactory / Monitor / Repaired / Replaced, then test a new submission. |
| What you seeThe answers are hard to report on | Likely causeOpen text was used for an answer that needs consistent options. | What to doReplace the question with a controlled choice where practical, then test the updated form before wider use. |
Common questions
Still stuck?
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