This section of the guide will show you how to create and edit a form template and provide an over view of the features available to implement within each template.
For information about how to create a form instance, please click here
To understand the difference between a form template and a form instance, please click here
From the Fleet Account page go to ‘Manuals, Forms & Checklists’ – ‘Manage Form Templates and Profiles’
To create a new form template, click the ‘New Template’ button at the top of the page
Before you create the actual form structure you will be able to input the following administrative items, in order:
Title – The title of the form. This will dictate how it looks to the regular user and the order of the form template list
Category – This is a dropdown from the form and manual categories specified elsewhere in the system.
Description – A text box that you can use to explain the form (optional)
Enable Form Status – This checkbox will enable an open/closed status on each form instance of the template. This is particularly useful for forms such as incidents or non conformities, but shouldn’t be used for all form templates as it becomes an unnecessary burden.
Enable Correspondence – This checkbox, when enabled will allow a user to add a comment which is attached to the form information, but outside of the actual form instance. This is useful to chase up on the status of a form without changing the version and potentially sending unnecessary alerts.
Force Change Form Title – This check will force a user to change the form title in order to submit the form. We would recommend this is enabled to avoid multiple form instances of the same name.
Template Type – You can decide between a e-form that is created solely within the system (XML) or to attach a file that the user will download and complete (external template). We would recommend you use XML as it is the most efficient way to complete forms.
Based on the template type selected you will then have the following options:
If you chose the external template then you will be able to attach one or more documents to the system. We would suggest you use fillable and controlled word or pdf files.
To do this click the ‘select’ button and follow the instructions.
Once uploaded, select the accounts this form template is applicable to and click ‘Submit and Check In.
If you chose XML you will be presented with the option to add a header and footer to the form. This can include pictures such as a company logo. To do this just copy and paste into the header or footer box and edit using the available tools.
The next stage is to build the actual form content. To do this scroll down and click ‘Use Form Builder’
For information about using the form builder please click here.
Once you have created the form, select the accounts it is applicable to and click ‘Submit and Check In’.
If you have not finished creating your form but would like to save your work you can click the ‘Submit’ button instead. This will save your work as a draft, allowing you to come back later to finish it.
Please note: If you are on version 1,save as a draft and then go back and click ‘Undo Check Out and Close’ you will lose the entire form. To avoid this only use the ‘Submit’ button sparingly.