Form Settings - Edit Forms

A guide to Forms and how to set them up.

Utilize customizable smart electronic forms for Incident reporting or Permit Applications. They can be easily configured to meet your safety program’s reporting needs. Data can be quickly exported in Excel or PDF formats for analysis & reporting or Printed for postings and recordkeeping.

Administration > Edit Forms

New Category

Provide an appropriate Category name for the Form. Each form is associated with a Form category.

Form set up

Field	Description	Examples	Requirement
Category Name	Input applicable Category name	Biosafety	Required
Category Status	Active/ Inactive	Active	Required

New Form Set up

Form Information

Form Information

Field	Description	Examples	Requirement
Prefix	Input prefix if required	ASIC	Required
Name	Input Form name as applicable	Biosafety Permit	Required
Category	Select the applicable category	Biosafety	Required
Submit Button Text	Input text that should reflect on the Submit button	Submit	Required
Lock Form on Submission	Should the form be locked to prevent any further edits once a user submits the form?	Yes/No	Required
Form Lockable/Unlockable	Reviewer/ Approver can lock/unlock the form	Yes/No	Required
Only Authorized User May Submit Application?	Only users with a specific "role/ permissions" are allowed to access/ submit the form)	Yes/No	Required
Use AJAX Staggered Loading	AJAX Staggered Loading	Yes/No	Optional
Use Kiosk Mode	Enabling this provides an anonymous link that users not in your system can also access/fill and submit	Yes/No	Required

Form Content

1. Basic Field

Add Basic Field

Basic Field set up

Field	Description	Examples	Requirement
Type	Text, Number, Yes/ No Question, Date, Date/ time, Time, Current User	Text	Required
Minimum Role Allowed	General User, Area Manager, Inspector, Administrator	General User	Required
Label	Question text to reflect	Monthly Fire Drill Inspections	Required
Field name	The way the Label name is stored in the back end.	monthly_fire drill_ inspections	Required
AutoFill Reference	Answer to this will become the 'dropdown_field_name.reference_name', and the reference names should be among name, email, phone, job_title, emp id, gender, ethnicity, dob, and emp_address ( image reference provided below)	username Reference: username. email	Optional
Number of Rows of Text	Depends on the response length	1	Required
Create New Group	Create a New Group	Yes/ No	Optional
Help Text	The text provided here acts as the tooltip text; upon clicking it, it assists a user in answering a question ( image reference provided below)	Please provide your LoginID	Required
Required	The user cannot save the form without answering a question marked as "required."	Yes/ No	Required
Limiting Question Response	This response would generate a corresponding action. A child question appears if a "certain response" is provided as the response in the parent question.	Expired Training course	Optional

AutoFill Reference set up - I

AutoFill Reference set up - II

In this example, the email address is automatically pulled up based on the username stored in the User table ( back end).

2. Special Field

Add Special Field

Special Field options

(i) Dropdown List

A user can select from a dropdown that shows pre-populated data of Users, Roles, Facilities, locations, etc., stored for a client.

Dropdown List set up

Field	Description	Examples	Requirement
Type	Dropdown List	Dropdown List	Required
Label	Question text to reflect	Name	Required
Field name	The way the Label name is stored in the back end.	persons_involved_or_affected_name	Required
Table	This table is searched on the backend to populate the data	User Table	Required
Help Text	The text provided here acts as the tooltip text; upon clicking it, it assists a user in answering a question ( image reference provided below)	Please provide source only	Required
Required	The user cannot save the form without answering a question marked as "required."	Yes/No	Required

Dropdown List

(ii) Collection:

A collection type of question allows a user to pick one or more options as the answer and depends on the type of Collection question setup- Radio, Checkbox, Dropbox

Collection Question options

Collection - Dropdown List set up

Field	Description	Examples	Requirement
Type	Collection Type	Collection	Required
Selection Type	Dropdown	Dropdown	Required
Label	Question text to reflect	Source of the toxin	Required
Field name	The way the Label name is stored in the back end.	source_of_the toxin	Required
Collection Options	Collection Options to choose from	Commercially acquired, Prepared in the lab, Other	Required
Help Text	The text provided here acts as the tooltip text; upon clicking it, it assists a user in answering a question ( image reference provided below)	Please provide source only	Required
Required	The user cannot save the form without answering a question marked as "required."	Yes/No	Required
Limiting Question Response	This response would generate a corresponding action. A child question appears if a "certain response" is provided as the response in the parent question.	Expired Training course	Optional

Collection Question - Radio options

Collection Question - Checkbox

(iii) File Upload

This type of question is selected when a file is uploaded to respond to a question.

File Upload Question set up

Field	Description	Examples	Requirement
Type	File Upload	File Upload	Required
Minimum Role Allowed	General User, Area Manager, Inspector, Administrator	General User	Required
Label	Input applicable question text to reflect	Incident Medical Report	Required
File Description	Input applicable File Description	Incident Medical Report	Required
Field name	The way the Label name is stored in the back end.	incident_medical_report	Required
Help Text	The text provided here acts as the tooltip text; upon clicking it, it assists a user in answering a question ( image reference provided below)	Please upload Incident Final Report	Required
Required	The user cannot save the form without answering a question marked as "required."	Yes/No	Required
Limiting Question Response	This response would generate an option to attach a file.	Training Certificate attachment	Optional

Attaching a file

(iv) An Array of Objects

This type of question is employed when a combination of questions constitutes a parent question.

Array of Objects - Options

Sample Array of Objects type question

Field	Description	Examples	Requirement
Type	Text, Number, Yes/ No Question, Date, Date/ time, Time, Current User	Text	Required
Label	Question text to reflect	Number of Safety Training modules completed	Required
Field name	The way the Label name is stored in the back end.	number_of_safety training _modules _completed	Required
Number of Rows of Text	Depends on the response length	1	Required
Help Text	The text provided here acts as the tooltip text; upon clicking it, it assists a user in answering a question ( image reference provided below)	Please provide updated information.	Required
Required	The user cannot save the form without answering a question marked as "required."	Yes/ No	Required

Array of Objects - sample question

(v) Radiation Safety Fields

Relevant only if you are using the LATCH/ Radiation module.

(vi) GPS Capture:

This type of question is selected when a User's location is required.

User location question set up

Field	Description	Examples	Requirement
Type	GPS Location	GPS Location	Required
Minimum Role Allowed	General User, Area Manager, Inspector, Administrator	General User	Required
Label	Input applicable question text to reflect	User Location	Required
Field name	The way the Label name is stored in the back end.	user_location	Required
Limiting Question Response	This response would prompt the user to provide a GPS location.	Various	Optional

User location sample question

3. Text Block

Segregate your form questions into separate categories using headings/ text blocks.

Text Block Question set up

Field	Description	Examples	Requirement
Type	Text Block	Text Block	Required
Minimum Role Allowed	General User, Area Manager, Inspector, Administrator	General User	Required
Title	Input applicable title	Person Initiating this Report	Required
Limiting Question Response	This response would generate a corresponding action.	Sub-form is generated	Optional

Text Block - sample question

Form set up - navigation

The below navigation options are used to move around the questions on the form to adjust their order.

1. It moves a question to the last

2. It moves a question up

3. It moves a question down

4. It moves a question to the top

5. It makes a question child question

6. It deletes a question

You can click and drag questions to reposition them in the Form.

Form workflow

You may configure the Approval workflow for your Forms once they are submitted/ completed. This is only applicable for forms associated with Permits

Adding Notifications

Configure notifications for form submission, completion, creation, locking/ unlocking a form.

Field	Description	Examples	Requirement
Type	Notification	Notification	Required
Form State	Creation, Complete, Submitted, Locked, Unlocked	Submitted	Required
Email From	Sends an email from this address	[e-mail]	Required
Email To	Sends an email to these email addresses	[e-mail]	Required
Subject	Subject line for the email notification sent	New Form Submitted!	Required
Body	Body of the notification email	Custom Body of the notification email	Required

Adding Approvers

Permits Only

Set Approvers for the form, so once it is submitted, you can have one or more approvers review and approve it.

Setting Approvers for the Form.

Regular Approvers

Regular Approvers can also edit Date or Permit no# details on the form in addition to approving a Permit Application.

Special Approvers

Special Approvers can only Approve a Permit Application, they cannot edit any details on the Permit form.

Adding Sub-Forms

You can set up Sub-forms to auto-populate upon selecting a specific triggering response in the main form and assign it to the user who originally submitted the form or a different user.

Sub-form set up

Field	Description	Examples	Requirement
Type	SubForm	Notification	Required
Sub-Form	Select an applicable Sub-Form	Biological Toxin Sub-Form	Required
Form Assigned To	Input applicable To email address	[e-mail]	Required
Set Reminder Days	Set up reminders for the sub-form	1	Optional
Triggering Form Question	The "field name" of the question which upon answering triggers a Sub-form.	Incident Type	Optional
Limiting Question	The question that would trigger a child question.	Source of the toxin	Optional
Limiting Question Response	A specific response for a question triggers a child question.	Commercially-acquired	Optional

Clients use sub-forms to minimize unnecessary questions for applicants in their forms. Sub-forms may also have their own approval workflow as well. It is recommended that you consult with your Account Manager prior to initiating any changes to your current forms or creating new ones.

Complete Criteria

Complete Criteria

Answering the Complete criteria question with the required response would result in the automatic submission of the Permit form.

Complete Criteria set up