DataGuide Forms for FieldFX for Admins

Introduction

When you are an administrator for DataGuide for FieldFX, you can design and deploy DataGuide Forms. The forms can be complex and advanced to help users capture data effectively.

Admin Capabilities

With DataGuide Forms in FieldFX you can:

  • Use enhanced question types to configure advanced and dynamic forms

  • Show or hide questions, sections, or pages conditionally when configuring dynamic forms

  • Use form versions in managing version history

  • Use FieldFX data in forms for additional form context or in complex logic

  • Update FieldFX data to automate business processes

Using a DataGuide Form follows the same general end-to-end workflow (See Admin Use of DataGuide Forms for more detailed information):

  1. Create a Form.

  2. Add an object.

  3. Select base object fields.

  4. Configure objects.

  5. Create actions.

  6. Save and publish the form.

  7. Add form to the SFM Wizard.

DataGuide Forms Designer Layout

The DataGuide Forms Designer consists of these tabs:

  • Properties

  • Mapping

  • Form Designer

  • Form Actions

Properties Tab

Use this table to complete the fields for the form you created.

Properties tab
Fields Description

Name
(required)

Form Name

Object
(required)

Name of the object that the form is based on.

An object must be set for the form first before you can complete the Mappings Tab.

Description

Enter a form description.

Form Filter

Filters that can be used on the form. If there are no forms, click in the field to get a Create Filter window to appear. Once a filter is attached to the form, you can either Edit or Remove the form.

See Create a Form Filter.

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Mapping Tab

DataGuide forms can access and use record information from what is filled in on the form.

You must have set object for the form first before you can complete the Mappings Tab.
Example 1. Inspection form on a Job

If there is a Job Safety form is filled on a Job, data (such as Customer and the Customer’s Address) can be accessed and used in the form. This allows the user to get instant and relevant information about the job or asset on the form.

The record information in the form can be used in these ways:

  • Use record data to prefill answers

  • Show or hide questions based on record data

  • Use record data in Form Logic

  • Use record data in calculations and use the resulting value in the form

  • Update record data upon form submission

Form Designer

With the Form Designer tab, you can design and configure the form. You can add different types of questions and then edit them as needed.

Form Designer Tab

See Design a Form for more information.

Properties

In the Form Properties table, you can set the options for:
Table 1. Form Properties Table
Category Field Description

General

Title

The title of the form

Description

Additional form title information

Show/hide title

Toggle checkbox to show or hide the title and description

Width mode

The form width can be auto (automatically spread out), static (remains the same size), or responsive (adjusts to the browser window size)

Logo in Form Title

Logo

Logo details

Logo width

The width of the logo.

Logo Height

The height of the logo.

Logo fit

Defines how the logo appears based on the height and weight.

Option Description

none

The logo is shown actual size centered in the logo space. If the logo is larger than the logo space, its cropped and smaller logos show with a margin.

contain

The logo fills the space and is scaled up or down in proportion.

cover

The logo is scaled up or down to fit the larger Logo width or Logo height then crops/adds margin for the smaller dimension.

fill

The logo scales up or down to fill the Logo width and height. Its distorted if the dimensions aren’t the same proportion as the original file.

Question

Question title location

The display position, either top, bottom, or left.

Question description location

The display position, either under the input or under the title.

Show question numbers

Shows the numbers in the form, either on, on page, or off.

Question title pattern

The patter of required indicator. You can define the pattern as:

  • 1 Question Title *

  • 1 * Question Title

  • *1 Question Title

  • 1 Question Title

The question required symbol(s)

A character or string by a question number and title for required questions.

Question start index

The starting character or number for the first question. The next question increments by 1.

Question error location

A position for error messages to display either on top of the question or below the question when the question’s input is not valid.

Elements order on the page

Max text length

The maximum number of characters you can enter in a text-based question. Use 0 for unlimited.

Max others length

The maximum number of characters for questions allows the Other value selection.

Pages

Pages

Name of the page.

Show page titles

Checkbox to show title at top of form page.

Show page numbers

Checkbox to show page number to the form page title.

Logic

Calculated Values

You can take question responses and compile them for a new value. Object files and reference objects selected in the Mappings tab auto-populate in Calculated Values. Don’t remove them.

Triggers

Use to add a symbol to add a trigger.

The type of action to trigger the selected calculated value when the criteria is met.

Complete form

Marks the form as complete.

Set answer

Sets the answer from another variable or question.

Copy answer

Copies the answer to a variable or question.

Skip to question

The user can proceed to a selected question.

Run expression

Runs a logical expression.

Data

Clear invisible values
options

Never

Hidden question answers are retained in the form data.

When the survey is complete

After the form is complete, answers to invisible questions are cleared.

When the question becomes hidden

When a condition changes a question to hidden, question responses are cleared.

When the question or its panel/page becomes hidden

When a condition hides a panel type of question, question responses are cleared.

Update text question value

Stored response update options:

On blur

If the user navigates away from the question, the stored response to the question is blurred.

While typing

The stored question response is updated with each entry.

Store the Others value in a separate field

If there is a 'Other' text box, the value is saved.

Validation

Set focus on the first invalid answer

If the cursor is moved to the first question after an invalid response is entered.

Run validation
options

  • Switching to the next page

  • After an answer is changed

  • Before an answer is changed

  • When the survey is complete

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Form Actions

As an admin, you use form actions to automate business processes when a form is submitted.

DG FX Forms FormActionTypes

You can create these types of actions:

Action Type Description Example

Update {Object}

This action can update the source record on the base object when the form is submitted

Update Jobs

Create Form Data Records

This action creates form data records when a form is submitted.

Update Child Lines

This action can update the child lines of an object when a form is submitted.

Generate Document Template (PDF)

This action can launch a specific document template when the form is submitted.
To enable the end-to-end automation when the form is submitted, create the actions first in the Form Action tab. Only when the form is submitted are the Actions are applied and executed.

Reference Tables

Table 2. New Form Action Properties
Field Description

Action Name
(required)

Name of the Form Action.

Take Action When
(required)

When the action is triggered:

Condition Description

No conditions required

This option is no conditions are required. The form action executes without any conditions. Only one Form Action with this option can be used.

All conditions are met

Configure the condition. The form action executes with the defined conditions. If the conditions aren’t met, none of the form actions are executed. See Form Action Types.

Add Condition

With this option, you can add more conditions.

Up to five conditions can be configured for a Form Action. The Form Action with No conditions required rule is added to the list after All conditions are met rules are listed.

Action Type
(Required)

See Form Action Types

Add Action Type

This option allows you to add more action types.
Table 3. All Conditions are Met
Field Description

Resource Type
(Required)

  • Question

  • Variable

Resource
(Required)

  • If Question is selected in Resource Type, select from the types: Dropdown, Boolean, Dropdown question in a Panel, or Boolean question in a Panel.

  • If Variable is selected in Resource Type, select from the types: Picklist, Checkbox, or

Operator
(Required)

The selection is populated based on the Resource field.

Question Type Operator Value

Question

Dropdown

Equals
Not Equals

Answer choices

is empty
is not empty

Hides the column

Boolean

Equals

True or equivalent label
False or equivalent label

is empty
is not empty

Hides the column

Variable

Picklist

Equals
Not Equal

Active Picklist values

Is empty
Is not empty

Hides or displays the column

Checkbox
(Boolean)

Equals

True
False

Is empty
Is not empty

Hides the column

Date

Equals
Not equal

Today

Is empty
Is not empty

Hides or displays the column

Value

This is based on the options provided for the respective questions.
Table 4. Update Source Object in New Form Object
Field Description

Field to update
(Required)

Variables that can used for the Base object record selected in the Mappings tab.

  • Text

  • Number

  • Picklist

  • Date

  • Datetime

  • Checkbox

  • Text Area

  • Long Text Area

Operation Type
(Required)

When the Operation Type of Copy Answer from Question option is selected.

You can select the question based on these data types for single input questions:

  • Text - Shows single input questions with the Text input type

  • Number - Shows single input questions with the Number input type

  • Date - Shows single input questions with the Date input type

  • Datetime - Shows single input questions with the Datetime input type

  • Checkbox - Shows the Boolean-type question

  • Text Area - Shows the comment-type question and single input question with the Text input type

  • Long Text Area - Shows the comment-type question and single input question with the Text input type

Value
(Required)

Add Action

To add more actions up to a maximum of five for the action type.
Table 5. Generate Document Template (PDF) properties
Field Description

Choose a Document
Template

Select from the list of document templates.

Choose execution mode
Type Description

Interactive

Opens the preview of the Document Template to review and sign.

Background

Opens the Document Template with no preview.
Table 6. Form Logic Rule Options
Field Description

If
(Required)

The beginning of the statement

Choose

You can use these items in the dropdown:

  • Questions used in the form

  • Variable Names of object and reference objects selected fields in the Mappings Tab

Condition

Dropdown of options. You can add more than one condition as per your requirement.

Then
(Required)

Closing of the statement.

Action

Dropdown list options. Click Add New action to create another action.

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