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.
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.
- Use fixed options for consistent pass, fail or condition answers.
- 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.
Check the submitted record
Open the completed submission and confirm the answers, evidence, linked record and submission time are all understandable to someone who was not present during the test.
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.
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 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?
Tell us the step you reached, what you expected and the exact message on screen. Remove customer, asset and personal details before sharing a screenshot.