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Forms capture records such as inspections, daily logs and checklists. A form template sets the questions. Each filled-in form is an entry.
Forms is in beta, so the Forms tab shows a Beta label.

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The Forms tab

Open a project and tap Forms to see the project’s form templates. Search them, or tap the filter button to filter by Form template or Categories.On each template, tap New entry to fill it in, or View entries to see what’s been filled in. If you can manage the template, tap ⋯ for Edit form template, Duplicate form template and Delete form template.
Deleting or retiring a template keeps its existing entries. It just stops accepting new ones.

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Who can manage templates

Project admins and organisation owners and admins can create, edit, duplicate and delete templates. Organisation templates, available in every project, can only be managed by organisation owners and admins.

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Create a template

On a phone, tap + on the Forms tab. On a computer, click New template. Then choose how to start:

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Build the template

The builder has three steps. A computer shows the same settings with slightly different names.
1

Details

Add a name, description, icon and tags. Under Availability, choose Project or Organization. In Triggers, tell Blue when chat messages should lead to an entry. See Confirm Blue’s suggestions.
2

Fields

Tap Add field and pick a field type. Set its label, help text and whether it’s required. Drag fields to reorder them.
3

Approval

  • Require submission: entries stay as drafts until someone submits them. With it off, changes save automatically.
  • Require approval: choose one approver, any of several, or a set order. Approvers can be specific people, a role, or whoever is project admin.
  • Who can create entries: Anyone in project, Specific roles or Specific people.
  • Editing after submission: let the submitter edit for 24 hours, 3 days, always, or never. You can also let approvers and admins always edit.

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Field types

Keyplan location pins a spot on a project keyplan. Linked content links tasks, other entries, or project photos and files. Table entries holds rows of answers, such as a list of workers.

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Recurring forms

This is phone only, for project templates. In the Details step, turn on Enable recurring form. Each time the form repeats, OnSite creates a task with the form attached. Choose the Frequency, Starts on date, days of the week, an optional end date, Due after (days), the Task reporter and Default assignees. The frequency, days and start date lock once the first task is created. The tasks appear with other repeating tasks, but you change their schedule in the form template.

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Fill in an entry

Start an entry in any of these ways:
  • On the Forms tab, tap New entry on a template.
  • In a chat, tap + in the message box, then New form entry (phone) or Submit a form (computer).
  • Open a task that has a form attached. See Tasks.
  • Confirm an entry Blue suggests from a chat. See Confirm Blue’s suggestions.
Some fields have extra options:
  • Photo and Attachment: Take photo, Choose from library or Choose from project media. See Media and files.
  • Keyplan location: tap Select keyplan location, choose a keyplan and place the pin.
  • GPS coordinates: Use current location or Enter coordinates.
Blue can suggest answers. On a phone, tap the Blue button at the bottom of the entry and describe what happened. On a computer, use Draft with Blue. Nothing changes until you apply Blue’s answers. When you’re done, tap Save as draft (Save draft on a computer) or Submit.

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Approve, edit or delete an entry

An entry’s status is Draft, Submitted, Pending approval, Approved or Changes requested. Approvers open the entry and tap Approve or Reject. A rejection needs a note. The submitter then edits the entry and submits it again. The template’s editing setting decides who can change a submitted entry. History shows each change and who made it. Project admins can delete any entry. You can delete your own drafts, and your own entries on forms that don’t need submitting.

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The entries table

Tap View entries on a template. Search, filter by status, choose Columns or tap Export CSV. Tap a cell to edit it, if you’re allowed. Otherwise the entry opens.

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Export entries

  • One entry: on a phone, tap the share icon in the entry, then Export PDF or Export DOCX. On a computer, click Export PDF or Export DOCX in the entry.
  • All entries: use Export CSV in the entries table.
To keep a field out of PDFs, turn off Visible in export in the field’s settings. On a computer, it’s called Include in exported documents.