Implement a fast, efficient, and accurate data collection process that fits seamlessly on top of your existing business processes.
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.
With the recent release of our new feature: Dynamic Field Properties, you can now setup your mobile forms so that if certain values are entered into a field, it can dynamically change a field's visibility, background color, or make it required. Changing the background color of a field when specific data is entered is a great way to draw attention to fields. Dynamically making a field required ensures that important fields are filled out and workflow is enforced. Similarly, dynamically making a field not visible prevents unneeded fields from being distracting.
Example: Imagine an inspection form where you need to record which parts were replaced.
When you mark a checkbox indicating you replaced a part, you can dynamically display a field for the part number and replacement date, indicating that those fields must be completed.
Once you have filled in the part number and date, the backgrounds of the fields turn yellow to indicate that the fields have been filled out and the form can now be completed.
Currently this feature is available in the Advanced Edition.
Having an Invoice form on your iPad or other tablet device improves your ‘paperwork’ organization and allows you to capture information on the go. Most importantly, it allows you to submit invoices faster than with paper forms regardless if you are in the office, at a jobsite or in transit, AND it automates the invoice processing workflows.
Invoice forms tie together the original work order filled out for a job, customer information, and a description of the work completed. GoFormz allows you to include automated calculations and customized workflows that notify you or the appropriate department when an invoice has been paid. Triggers can also be set to alert you if an issue with payment has occurred or failed. These can save you time and money and speed up collections. Rather than tracking payments for completed projects you can focus on starting new ones.
● Workflow logic & triggers can be setup to automatically email an invoice to customer when it's time to bill them for work completed.
● GPS fields allow you to add a map or coordinates of the jobsite as an added level of detail.
● Tables centralize important pieces of information related to what the customer is being billed for and how much for each line item.
● Number fields can be setup to automatically calculate totals to ensure proper billing and avoid any mathematical errors.
● Text fields capture specific details about the customer and the job in general.
Sign up for GoFormz now, and get this starter form template for free!
Automation is key to increasing efficiency in the modern business world. One of the most valuable features you can leverage from GoFormz is the ability to easily instrument workflows and triggers. This enables your employees and teams to be more efficient. For example, when a field tech completes a mobile form it automatically emails copies for approval, signature and record keeping to the rest of the team. You can also use mobile forms in more advanced workflows with your other business systems when actionable data is entered. This helps provide your employees with access to the most recent data collected.
By improving your workflow, your team will now be collaborating more efficiently, your employees will feel more empowered to make agile business decisions (because the information they need is at hand thanks to the speedy workflow) and your company will have more transparency throughout.
GoFormz Workflow Benefits:
Make efficient use of employee time
Prevent delays in crucial work activities
Enforce business processes automatically