DataGuide Forms in the FieldFX Mobile App

This topic is for the DataGuide Package used in FieldFX. FX DataGuide was previously used in FieldFX. It has since been deprecated and now FieldFX uses the same DataGuide package that ServiceMax has developed and uses in their software.

Introduction

Administrators can use ServiceMax DataGuide to create forms, surveys and questionnaires in FieldFX Back Office.

FieldFX Mobile App users with the necessary permissions and access can use these forms which can connected to a particular job or ticket. The forms can also be independent and not connected to a particular record.

Use the DataGuide page to add and update DataGuide forms in FieldFX Mobile App.

Form data for In Progress and Completed forms sync to FieldFX Back Office automatically as entries are made to the form as long as a data connection is available.

If a data connection is not available, form data is stored on the device and syncs to FieldFX Back Office automatically when a data connection is available or during the device’s next sync.

Prerequisites

The ServiceMax DataGuide package must be installed in the same org that DataGuide Forms are created for and that the Mobile User will access.

To setup and use DataGuide for FieldFX, you need to:

Have these permissions Complete these tasks
and review these topics
before continuing

ServiceMax DataGuide permissions to use ServiceMax DataGuide to add and complete forms.

The org must have an ServiceMax DataGuide license and have the package correctly configured.

Forms List Layout

FXM DG Forms list callouts
Figure 1. DataGuide Forms List in Landscape
FXM DG Forms list callouts Por
Figure 2. DataGuide Forms List in Portrait
Callout Name Description

1

Job/Ticket
Name or
Tracking Number

The name or tracking number of the job/ticket.

2

Status

Job/Ticket Status

Use the dropdown to change the status to the next step in the org’s workflow.

3

Opened
eForms

A eForm that appears in its own tab.

See Files Layout for more information.

4

Search

If there are a lot of forms, enter a partial name in the field. The matching results appear in the list.

5

Sort

Select from the dropdown options to sort by the columns shown in the DataGuide Forms list.

6

Form columns

In the landscape orientation, the list of DataGuide Forms are divided into columns.

  • Form - Name of the form

  • LastSavedOn - When the form was last saved

  • Started By - The user that started the form

  • Form Status - The status of the form

  • Status - Status of the form available for sorting

In the portrait orientation, the list is shown as a block for each form.

7

Select
Add

Tap Select to open up checkboxes to choose a form.

Tap Add to add an available form.

Access DataGuide Forms

  1. Select the DataGuide tab on the top menu.

    DataGuide tab in the FieldFX Mobile App

    The tabs shown are the same for Jobs and Tickets.

  2. Select from the forms listed.

    If no forms appear, there are no forms attached to the job or ticket that is open. DataGuide forms must be created in the FieldFX Back Office and then attached to the Job or Ticket object.

  3. Complete the form and then tap Submit.

    The forms list appears and the status changes Submitted.

New forms can only be created in the FieldFX Back Office using the DataGuide Form Designer.

Step-by-Step Guides

From the DataGuide screen, you can do these tasks:

Add a Form to a Job or Ticket

  1. Open the Job or Ticket that has the desired form.

  2. Tap the DataGuide tab on the top menu.

  3. Tap Add to add a form to the job or ticket.

    If the button doesn’t display, you can’t add a form to the record.

    Contact your System Administrator for assistance.

    If there are many forms, use the search bar to filter the list.

    You can only add available forms to the selected Job or Ticket display if you have access to them.

  4. Choose from the available forms.

    Available DataGuide Forms

  5. Fill out the form.

    Required fields are marked with an asterisk (*).

    Forms can vary widely:

    • Contains only a few fields or be more comprehensive

    • Multiple pages

    • Allows for user inserted images

    Forms may change depending on you completing other fields and the entries you make.

    The form automatically updates as you complete the information; there is no save button.

  6. When the form is finished and ready to submit, scroll to the bottom of the form and tap the Complete button.

    Completed forms cannot be modified.

    The list of forms for that job or ticket appears with the status changed to Submitted.

Back to Step-by-Step Guides

Add a Form not Tied to a Job or Ticket

  1. Tap the DataGuide tab on the top menu.

  2. Tap Add to add a form.

    If the button doesn’t display, you can’t add a form to the record.

    Contact your System Administrator for assistance.

    If there are many forms, use the search bar to filter the list.

    You can only apply forms to the selected Job or Ticket display that you have access to.

  3. Choose from the available forms.

    Available DataGuide Forms

  4. Fill out the form

    Required fields are marked with an asterisk (*).

    Forms can vary widely:

    • Some have few fields, others may be more comprehensive

    • Some forms may have multiple pages

    • Some may provide for places for you to insert images

    Forms may change as you complete fields based on the entries you make.

    Entries record as you make them; there is no save button.

  5. Tap the Complete button

    Completed forms cannot be modified.

    The list of forms for that job or ticket appears with the status changed to Submitted.

Back to Step-by-Step Guides

Modify an In-Progress Form

  1. Open the DataGuide form from a Job or Ticket by:

  2. To return to a form, select it from the list.

    You can modify forms with a checkmark in the Is Completed field.

    Don’t see the form?

    1. Verify that you accessed the correct record for the form.

    2. If the form is not for a record, make sure you entered DataGuide from the Home Page Sync screen.

  3. Make changes to the form..

    Your entries save automatically as you make them.

  4. You can either:

    Don’t complete the form and return to the list of jobs/tickets.

    or

    Tap the Complete button at the bottom of the form to finish the form.

    You can’t modify completed forms.

Back to Step-by-Step Guides

View Entries for a Completed Form

  1. Open the Job or Ticket that has the form and tap DataGuide on the top menu.

  2. To return to a form, select it from the list.

    You can’t modify Forms with a checkmark in the Is Completed field.

    Screenshot of a list of DataGuide forms in the FieldFX Mobile app

    Don’t see the form?

    1. Verify that you accessed the correct record for the form.

  3. View the form.

  4. Tap another entry to exit the form.

Back to Step-by-Step Guides

Save and Print a Form

When in the FieldFX Mobile app, users can access DataGuide Forms to save and print the form as a PDF to the device.

Only forms in either In Progress or Completed status existing on the device can be saved as a PDF.

  1. While viewing the form, select Printer icon in the lower right of the screen.

    DataGuide generates a PDF version of the form and the print window appears with a preview of the PDF form.

    The download behavior for completed DataGuide forms is different depending on the platform:

    iOS Android Windows

    You are presented with a prompt confirming you want to download as a PDF.

    There is no prompt and the file is opened immediately.

    There is no prompt and the Save As option is opened so you can select the destination location and rename the PDF if desired.

  2. At the PDF preview window,

    1. Select Save as PDF under Destination.

    2. Tap Save.

    3. Navigate to the device’s location that you want the PDF to save in.

  3. The PDF downloads to the device. The user can access the device’s normal print prompts to print the form to a connected printer.

    The resulting file can also be shared using other methods available on the device, such as an AirDrop on an Apple device.

Back to Step-by-Step Guides

Recommended Reading

For more information, see:

FieldFX Documentation ServiceMax Documentation Salesforce Documentation

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