Scheduling and filling in forms
Recurring inspections roll forward on completion; workers fill forms from Capture with drafts and offline sending built in.
Rufineous Emmanuel
Last Update a day ago
Scheduling a form
The Scheduled tab keeps recurring checks honest: "Schedule an inspection or form to recur (e.g. a daily vehicle walkaround) or assign a one-off with a due date."
Click Schedule a form and choose:
- The form, and which record it's about — a specific one, or "Any {subject}" to leave it open.
- Assign to — a named person, Any field worker, or unassigned.
- A due date, and optionally Recurring — "Every N days. Rolls forward each time it is completed."
Each schedule row shows its state at a glance: an amber due {date} pill, or a red "{n}d overdue". Completing a matching submission rolls a recurring schedule forward automatically and closes a one-off. Fill starts the form right from the row.
Due schedules also surface on the Dashboard (Scheduled forms due), so nothing quietly slips.
Filling one in
Workers reach forms through Capture → Form or inspection on the record they're standing in front of (only active forms for that record type are offered), or via Fill in in the Forms area.
The form renders one field at a time, top to bottom:
- Photo/video/file fields show Attach with a running count ("Photos · 2 attached"); camera-only fields open the camera directly.
- Audio answers: Record → Stop → Re-record.
- Signature: draw, then Save signature.
- Location: Capture shows your fix and accuracy, e.g. 51.5033, -0.1196 (±8m).
- Required fields are starred; hidden conditional fields simply don't appear.
Two protections work silently in the background:
- Drafts — answers auto-save on the device as you type and come back if you close the form (kept 14 days per record).
- Offline — with no signal, photos are held on the phone and Submit queues the whole report: "Saved on this device. It will send when you are back online." It sends itself when coverage returns, exactly once. (More in Working with no signal.)
On submit, a scored inspection tells the worker the outcome immediately: "Inspection passed · 18/20".
What the office sees
Every submission lands in the Submissions tab, its photos and signatures are registered as evidence, failed inspection items can raise defects automatically, and everyone managing forms is notified: "Form submitted: {form} — {result} · by {name}".
Tip: file attachments are limited to 25 MB each — plenty for photos, tight for long videos. Keep video answers short.