DataGuide Forms for a User

DataGuide users, who aren’t admins, can the forms from:

  • FieldFX Mobile - The mobile component of FieldFX.

  • Salesforce Web - Forms can be access through a Salesforce org if the ServiceMax DataGuide package is installed in their org.

Use Cases

These are the most common use cases for DataGuide Forms on the web:

  • Send the consent form for customers to fill out before the technician is dispatched

  • Send a link to the form that require a no-sign-in procedure for customers

  • Receive the signed consent from customers

Step-by-Step Guides

A user can complete the following:

Access the Forms

Forms can be of these types:

  • Single Instance Form - you cannot edit or submit another instance of a form on the Work Order

  • Multiple Instance Form - you can submit multiple instances of a form on the object

These steps work on web version and FieldFX Mobile.

  1. In FieldFX Mobile, click/tap on Work Orders.

  2. From the list of work orders, click/tap on a Work Order.

  3. Click/Tap DataGuide Form.

    The DataGuide Forms display in the logged-in user’s language.

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Discard and Restart a Form

You can discard the in-progress form and start a new form instance.

These steps work on web version and FieldFX Mobile.

  1. Click/Tap on a Work Order.

  2. Click/Tap DataGuide Form and complete the form.

  3. Click/Tap More.

  4. Click/Tap Discard.

    You will see a confirmation screen to discard the form and start a new form.

  5. Click/Tap Discard.

    The discard action deleted the previously saved values and attachments. A new form is started.

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View Submitted Forms on a Record

These steps work on web version and FieldFX Mobile.

Completed forms by you and other users can be viewed on the Work Order record. If you want to view the form as read-only, click the form from View All Forms.

If viewing the submitted forms through the web interface, keep these prerequisites in mind:

  • Select the Multiple Submission option on the form

  • You must have submitted the form at least once.

Key Points

  • The popover lists the forms in a table format

  • There are two columns in the table:

    • Submitted - For the Date and Time of submitted forms, they are displayed per the logged-in user’s locale.

    • Submitted By - Shows the name of who submitted the forms.

  • The latest completed for is listed at the top

  • You can sort the table columns

  1. Click/Tap on a Work Order.

  2. From the list of work orders, open a work order.

  3. Click/Tap DataGuide Form.

  4. Click/Tap More.

  5. If using Window or FieldFX Mobile and Multiple For Submissions are allowed:

    1. Click/Tap My Forms to view your forms.

    2. Click/Tap All Completed Forms to view all the forms.

  6. If using Window or FieldFX Mobile and Multiple For Submissions aren’t allowed, then click/tap View All Forms.

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Fill the Form

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Save and Submit the Form

You can either save and then submit the form.

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Save the Form

Use the Save option to save and continue updating the form. The form can be saved for later use. The status of the form is updated with date and time of the save.

These steps work on web version and FieldFX Mobile.

  1. Click/Tap on a Work Order.

  2. Click/Tap on the DataGuide Form and fill out the form.

  3. Click/Tap Save.

    The form can be saved at any stage and modify the form.

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Submit the Form

Submitting the form is the final step after a form is complete and ready for submission. No changes can be made once a form is submitted.

If multiple submissions are allowed on a form, the user can start another form instance and view the submitted form at the same time. If no multiple submissions are allowed, only the submitted can be viewed.

If form actions are configured, a use can perform these actions:

These steps work on web version and FieldFX Mobile.

  1. Click/Tap on Work Orders.

  2. Click/Tap on DataGuide Form.

  3. Select a form and fill it out.

  4. Click/Tap Save.

    You can save the form at any stage and modify it at any time.

  5. Click/Tap Submit.

    The form is submitted and you can’t make any changes once it is submitted.

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Update Object Record

When a Form is submitted, the object record fields are updated. Your admin must configure the Form Action to update specific fields upon form submission. See Admin Creation of Form Actions for more information.

Example 1. Update of the Object Record for an Inspection Form

Suppose there is a technician at a customer who fills out the inspection form and submits it. Depending on the outcome of the inspection form, DataGuide automatically updates the Inspection outcome filed on the Work Order record.

These steps work on web version and FieldFX Mobile.

  1. Access Work Orders.

  2. To open a work order, click/tap on a work order.

  3. Click/Tap Inspection Form and fill out the form.

  4. Click/Tap Submit.

    The form is submitted.

    The configured Form Action for this form is executed and the Inspection outcome field is updated on the WO record.

    Before updating the WO record field After updating the WO record field

    Before update of WO record field

    After update of WO record field

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Generate PDF on Form Submission
These steps work on web version and FieldFX Mobile.

When you submit a form, the Document Template opens. The admin must have configured the Form Action to open a specific Document Template upon Form submission.

If the form is configured for Interactive Mode:

If the form is configured for Background Mode:

Mobile (Android/iOS)

Web

Mobile (Android/iOS)

Web

  • The smart sync happens when the form is submitted for syncing to the server if the device is online

  • The Document Template preview is opened for the user to review and sign

  • The smart sync happens when the PDF is successfully generated and the PDF is synced to the server if the device is online

  • At closing the preview, you return to the base record

  • The Document Template is attached to the Form’s base record

  • The naming convention established is followed to generate the PDF

  • If the Document Template from the form action is deleted or not available, the form action isn’t completed

  • The Document Template preview appears in the same tab for the user to review and sign

  • On closing the preview, the base record appears

  • The Document Template is attached to the base record

  • The naming convention is followed for the generated PDF

  • If the Document Template from the form action is deleted or not available, the form action isn’t completed

  • The Document Template preview appears in the same tab for the user to review and sign

  • At closing the preview, you return to the base record

  • The Document Template is attached to the Form’s base record

  • The naming convention is followed for the generated PDF

  • If the Document Template from the form action is deleted or not available, the form action isn’t completed

  • The smart sync happens when the form is submitted and synced to the server if the device is online

  • The Document Template is created with no preview

  • The smart sync happens then the PDF is successfully generated and synced to the server if the device is online

  • After the form is submitted, the base record appears and attached to the form’s base record

  • The naming convention of the generated PDF is followed

  • If the Document Template from the form action is deleted or not available, the form action isn’t completed

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