In this Spotlight segment, we review the Jobsite Inspection form and it's key mobile form features. See an example of the form and read about its capabilities.
One of the biggest benefits of a mobile form is automating calculations - it saves you considerable amounts of time by ‘doing the math’ for you and unlike manual calculations, always tallies accurate results. One of the most helpful calculation types in GoFormz is an ‘IF’ function, through which you can apply conditional logic.
Paper forms are error prone and are often not filled out properly or completely. Many customers see a significant difference in the quality of their data after implementing conditional logic into their digital forms.
It is not uncommon for a form to require two or more individuals to fill out specific portions of the form. With GoFormz, you can setup your mobile forms to automatically be transferred to other users. This automated workflow saves time and enforces that the correct team workflows are followed.
Setting Up Automatic Transfers
Setting up an automatic form transfer workflow is easy. First, login to your GoFormz account and open the form Template that you want to apply the workflow to. The first step is to add a Trigger to the Template. (This workflow Trigger will be applied to all individual forms created from this Template.)
In this example, we use a Request for Time-Off Form.
Above you can see the Request for Time-Off Form Template. This form is primarily filled out by one person, the employee, but it also includes an Office Processing section that must be completed by a supervisor who either approves or denies the request. Because of this, we want to apply an automatic form transfer workflow to transfer the form from employee to supervisor. Click on the Manage Events button on the top right of your screen.
The Manage Template Events window will pop up. Now, in this window click on Add Trigger. It defaults to the Automatic email Trigger, which you will change (keep reading!).
In the When this happens section you specify the action that triggers the workflow, and who can perform that action. In this example we want the workflow triggered when anyone completes a form.
In the Do the following section you decide what workflow takes place. You will want to click on the dropdown menu and select Transfer.
Your Manage Template Events window should now look like this:
Notice the new field labeled Transfer to: appears in the Do the following section. Here you select who the form is transferred to after the employee completes their portion.
**Note, you can only transfer forms to other users within your account**
In our example, we want our requests for time-off sent to the office for processing. So we select the user named Main Office in the drop down menu.
Lastly, you click Save Changes in your Manage Template Events window. Then click Save Changes in the top right corner of your template editor to save all changes to your form Template. Your Trigger has officially been setup!
Learn how to apply the Automatic Email workflow to send an email back to the original user once the form is entirely complete.
One of the first questions people ask when beginning the process of replacing their paper forms with mobile forms is, 'what's the best way to create awesome mobile versions of my forms?' Below are some key questions to consider asking yourself, and our answers based on best practices that we have compiled over the years:
How important is preserving your existing layout?
Many businesses have been using the same paper forms for years if not decades. Their service team/technicians - the people filling the forms out - are use to the traditional look and feel. It’s a familiar dailey tool. Making them use a whole new layout may unessarily disrupt their daily tasks (causing a negative impact) and may lead to costly training on a new format. It may even break existing dependencies and workflows that are hard to identify.
What new types of data do you want to capture?
Because Mobile forms are filled out on tablet devices like iPads, you can now easily include new data types like GPS, maps, date/time and camera images. These new types of data can provide a whole new level of information in your forms. Consider which ones you might want to augment your forms with.
What are your considerations for Cloud Storage?
When you use mobile forms, you can leverage storing your forms and form data in the cloud. You can easily retrieve and run reports on them. You should consider naming conventions, tagging and other standard user permissions that best fit your needs.
What workflows should you set up?
Mobile forms provides endless opportunities to automate workflows. For example, you can now instantly submit completed forms for review/processing (instead of having to manually turn in a form). You can also automate emailing copies of a form to your customer or managers. Mobile Form Platforms also allows you to sync your data with other systems like Salesforce and Box. Consider which workflows you can optimize with Mobile Forms.
What calculations and conditional logic should you implement?
Now that you can automate calculations in mobile forms, you don’t have to do the math anymore. When setting up a mobile form, be sure to embed formulas for automating your totals, scores, and percentages. With conditional logic, based on what is entered in one field, the mobile form can populate multiple fields with appropriate corresponding values. (For example, enter a company name and the form populates address, phone, and email.) You can also enforce business rules by making fields conditionally required or even hidden based on values entered in specific fields.
We just published a new case study about a very large Pizza Franchise in the Texas and Tennessee areas. Read about how Team Murph leveraged GoFormz as they expanded from 43 to 70 locations in a short period of time.
Using GoFormz, Team Murph was able to better organize and streamline their workflow, digitally link their forms to internal systems, and use conditional logic to ensure that forms were properly filled out. They also were able to increase visibility across all their locations. By taking pictures with a mobile device and including the images in forms, the Team Murph home office can virtually see what all the new locations actually look like.