Forms

introduction forms serve as a crucial tool for gathering information within an organization, streamlining the process of data collection the two primary components of forms are inputs these are the fields that users interact with when filling out the form they facilitate the collection of data branches these allow for the conditional display of questions depending on a user's response to a previous input, branches can present additional inputs forms can accommodate a wide variety of input types, including text this can range from short answers and paragraphs to emails and phone numbers number for numerical data inputs checkbox this can either be a single select or multiple select, allowing users to choose from a list of options file upload this allows users to upload files such as pictures, videos, pdfs, or audio files date this can be a specific date (e g , 12/19/1996), time (e g , 12 00 pm), or a combination of both (e g , 12/19/1996 12 00 pm) signature this allows users to provide their signature as a form of confirmation or agreement inputs below are detailed descriptions of each input type each input type has a set of configuration options that can be used no matter what type of input, there are a few common configuration options name the label that is displayed for the input this can use rich text formatting description an optional description that is displayed below the name of the input when filling out the form this can use rich text formatting description hidden determines if the description is hidden by default (the user can toggle showing/hiding the description when filling out the form) required determines if the field is mandatory attached files attach files to the field for reference while filling out the submission visibility determines if the field is visible based on location attributes if set to show, the field will only be visible if the location for the submission satisfies at least one of the specified location attributes if set to hide, the field will always be visible unless the location for the submission satisfies at least one of the specified location attributes text input text inputs are used for collecting textual data from users they come in various forms short answer ideal for collecting brief responses, such as names or titles paragraph suitable for longer responses, like descriptions or comments email specifically for email addresses this input type includes validation to ensure the entered text follows the email format send submission to email if enabled, the form submission will be sent to the email address entered in the field phone number designed for phone numbers it includes validation for the format of a us phone number configuration options minimum length sets the smallest number of characters that can be entered maximum length sets the largest number of characters that can be entered number input number inputs are designed for collecting numerical data configuration options minimum value this sets the smallest number that can be entered maximum value this sets the largest number that can be entered checkbox input checkbox inputs allow users to select one or more options from a predefined list types single select allows users to select only one option multiple select allows users to select multiple options configuration options multiple selection allows users to select more than one option bulk options allows users to add options for each new line in the textarea, there is an options preview below it values lists the options from which users can choose delete a value by tapping on the x button next to it re order a value by tapping on the move button next to it and then tapping the "move here" box where you want to move it score assigns a score to each option this is used in formulas to calculate a value based on the selected options evaluation assign a pass/fail/neutral evaluation to each option if more than 5 options are set, then it will convert to a dropdown input instead of a checkbox input file upload file upload fields are designed for users to upload files of various types max file upload size is 12mib max number of files is 5 types picture accepts image files video accepts video files pdf accepts pdf files audio accepts audio files any accepts any file each type has a specific format using html accept attribute picture image/ video video/ pdf pdf audio audio/ configuration options file type specifies the type of file to accept (picture, video, pdf, audio) camera only for picture type, indicates if only camera input is allowed attach in emails if enabled, the file(s) will be attached to the email notification date input date input fields allow users to enter a date, a time, or both they can be configured in the following ways types date users can select a date time users can select a time date & time users can select both a date and time signature input signature input fields allow users to provide their signature this can be used for forms that require user consent or approval list input list input fields allow users to select a value from a predefined list that can be specified in /#lists location input location input fields allow users to select a location from the list of locations in the organization configuration options submitter must be at location if enabled, the user will be required to verify their presence at the selected location when submitting the form confirm input confirm input fields allow users to confirm using a button instruction instruction fields are used to provide additional information to the user filling out the form they are not used to collect information, so they do not have a response formula formula fields are used to calculate a value based on other inputs in the form and hard values formulas can reference number type inputs formula type inputs multiple choice inputs formulas can use the following operators \+ addition subtraction multiplication / division ( ) parentheses note multiple choice inputs must have a score associated with each option the score is used in the formula to calculate the value if multiple options are selected, the score of each option is added together note an input will be greyed out if it is already used in the formula, but can be used multiple times section section fields are not used to collect information, so they do not have a response sections can be used to organize inputs into logical groups, can be expanded or collapsed, and stick to the top of the screen while scrolling to use a section add a section input anywhere in the form add inputs after the section any inputs after a section will be considered part of the section until another section is added stopwatch stopwatch fields are used to track the time spent on an activity table of contents when adding sections to the form, a table of contents button appears in each section header during form submission to open the table of contents tap the icon on the right side of the section header the table of contents will appear showing all the sections in the form each section has how many optional and required questions it contains tap on a section to scroll to it visibility when a section is hidden based on its visibility settings, all inputs within the section are also hidden branches branches are utilized to reveal additional inputs based on the user's selections in the form each option in a checkbox input can be linked to a branch if a user selects an option with an associated branch, the corresponding inputs will be displayed here's how branches work when a user is filling out a form upon selecting a checkbox option if the option is linked to a branch, the branch will be revealed if there's no associated branch, nothing happens upon deselecting a checkbox option if the option is linked to a branch, the branch will be concealed if there's no associated branch, nothing happens viewing forms depending on the role of the user and what has been shared with your account or team, visible forms are searched in the following ways owner or admin roles see all organization forms forms directly shared with you are visible forms shared with your team or an ancestor team are visible create new form roles required owner , admin on the forms page, click the + button in the bottom right corner if desired, select a predefined form template if you select a template, the form will be created with the inputs and branches already configured enter a name for the form click 'save' editing form roles required owner , admin on the forms page, click the form you want to edit click the edit form list item to begin editing the form click the eye icon to see a preview of how your form will look when submitted after editing the form, you can either choose to save as draft this will not make changes available to users, but you can come back to the form and make changes later publish this will immediately make the changes live editing form name click the edit button next to the form name at the top enter the new name for the form click save to save the changes to the form name click cancel to discard the changes to the form name adding inputs form inputs marked with a are required at the beginning of form click the + question button in the top right corner select the type of input you want to add before/after existing input click on the new question button below/above the input you want to add the input editing inputs click the edit button next to the title of the input edit the input options as defined in the /#inputs section click save to save the changes to the input bulk editing click the gear icon at the top of the form editing toolbar edit the option you wish to bulk update in the form save to update the option in all matching inputs in your form deleting inputs deleting an input will permanently delete all associated branches and data click on the dots to the right of the input title click delete confirm or cancel the deletion archiving inputs archiving an input will retain all associated historical data click on the dots to the right of the input title click archive confirm or cancel the archive removing inputs removing an input is only available if it has not been saved yet click on the dots to the right of the input title click remove confirm or cancel the removal moving inputs click on the dots to the right of the input title click the move button click on the desired position for the input note parent questions cannot be moved into one of their child branches duplicating inputs click on the dots to the right of the input title click duplicate creating a branch this only applies to checkbox inputs and confirm inputs see /#branches for more information you can only create nested conditionals 5 levels deep for checkbox click on the dots to the right of the input title click conditional questions select the checkbox options that will trigger the branch you can select as many options as you want (or just one) click save to save the branch click cancel to in the top left to cancel the branch creation the newly created branch will appear below the checkbox input under the conditionals header for confirm click on the dots to the right of the input title click conditional questions select 'confirm' or 'unconfirmed' to trigger the branch click save to save the branch click cancel to in the top left to cancel the branch creation the newly created branch will appear below the confirm input under the conditionals header for number click on the dots to the right of the input title click conditional questions select the operator and value that will trigger the branch click save to save the branch click cancel to in the top left to cancel the branch creation the newly created branch will appear below the number input under the conditionals header updating a branch this only applies to checkbox inputs see /#branches for more information click on the edit button next to the branch you want to update select the checkbox options that will trigger the branch you can select as many options as you want (or just one) click update to save the branch \ click cancel in the top left to cancel the branch creation removing a branch this only applies to checkbox inputs see /#branches for more information click on the edit button next to the branch you want to remove click the delete button in the bottom right if the delete button is not present, then this branch has not yet been saved click cancel in the top left instead a confirmation dialog will appear confirm or cancel the deletion copying form roles required owner , admin on the forms page, click the form you want to copy click the copy form list item to begin copying the form enter a name for the form click copy to copy the form or click cancel deleting form deleting a form permanently removes it from the system along with all its associated data please note that this action is irreversible roles required owner , admin navigate to the forms page and click on the form you want to delete click on the delete form list item a confirmation dialog will appear, warning you that this action is irreversible and will delete all data associated with the form if you're sure, click confirm to delete the form or cancel to close the dialog and keep the form archive form archiving a form will remove it from the active forms list this is useful for forms that are no longer in use but you want to keep the data roles required owner , admin navigate to the forms page and click on the form you want to archive click on the archive form list item a confirmation dialog will appear if you're sure, click yes to archive the form or cancel to close the dialog and keep the form unarchive form archiving a form will remove it from the active forms list this is useful for forms that are no longer in use but you want to keep the data roles required owner , admin navigate to the forms page and click on the form you want to archive click on the unarchive form list item form access forms can be shared with users, teams, and roles when a form is shared with a user, team, or role, it will be made available in the following ways if shared with a team, then all users on that team or any of its sub teams will have access to the form if a user is shared with a form, then that user will have access to the form if a role is shared with a form, then all users with that role will have access to the form granting access to a form roles required owner , admin navigate to the forms page and click on the form you want to share click on the form access list item there are three segments teams , users , and roles click on the segment you want to share the form with click the add button in the top right corner select the teams, users, or roles you want to share the form with click save to save the changes sharing with a team navigate to the forms page and click on the form you want to share click on the form access list item click on the team segment option select the team you want to share the form with optionally, you can select a required role(s) for team members click save to save the changes revoking access to a form roles required owner , admin navigate to the forms page and click on the form you want to revoke access to click on the form access list item there are three segments teams , users , and roles click on the segment you want to revoke access from click the trash button next to the team, user, or role you want to revoke access from form categories form categories provide a way to group and organize forms creating a category roles required owner , admin navigate to the forms page and click on the form you want to categorize click on the set category list item a modal will appear in this modal, click on the edit categories button click the + button in the top right corner enter a name for the category click save editing a category roles required owner , admin navigate to the forms page and click on the form you want to categorize click on the set category list item a modal will appear in this modal, click on the edit categories button click on the edit button next to the category you want to edit enter the new name for the category click save deleting a category deleting a category permanently removes it from the system please note that this action is irreversible roles required owner , admin navigate to the forms page and click on the form you want to categorize click on the set category list item a modal will appear in this modal, click on the edit categories button click on the trash button next to the category you want to delete assigning a form to a category roles required owner , admin navigate to the forms page and click on the form you want to assign to a category click on the set category list item select the category you want to assign the form to click save removing a form from a category roles required owner , admin navigate to the forms page and click on the form you want to remove from a category click on the set category list item clear the selected category click save form notifications form notifications are alerts that are triggered when a form reaches the completed state they can be configured to send an email, a push notification, or both configuring notifications notifications can be configured in the form settings here's how you can do it navigate to the forms page and click on the form you want to configure notifications for click on the form notifications list item configure the following settings email with answers embedded if this setting is enabled, the email notifications for form submissions will include the answers provided in the submission email submitter if this setting is enabled, the submitter of the form will receive an email notification when the form reaches the completed state email location if this setting is enabled, the first location question of the form will receive an email notification when the form reaches the completed state external emails you can specify a list of external email addresses to send form submission notifications to these emails do not need to be associated with a user in the system you can revoke access to these emails at any time notify users you can specify a list of users to send form submission notifications to notify roles you can specify a list of roles to send form submission notifications to click save to save the changes note if no users are found with the selected role, the notification will be sent to all users with the first "reports to" role found this will continue until no more "reports to" roles can be found if no users can be found, then the notification will be sent to the admins approval routing forms can be configured to be "approved" before going into a completed state when a form is submitted and there is a corresponding approval team, the submission will be into "pending approval" at the top of my tasks there can be many approval teams sequenced one after another defining approval routing navigate to the forms page and click on the form you want to configure approval for click the approval routing list item click the add approval team button at the bottom of the page teams select the teams that will be able to approve the submission any user on the selected team will be able to approve the submission roles select the roles that will be able to approve the submission approvals are relative to where the form was submitted or what location the submission was submitted on behalf of it will travel up the hierarchy users select the users that will be able to approve the submission click save to save the changes this process can be repeated to add additional approval teams click on the add approval team button to add an approval team that should come next in the approval sequence note if no users with the selected roles are found, the approval will retry with the "reports to" roles of the selected roles this will continue until no more "reports to" roles can be found note if no users can be found for the approval iteration, then the admins will be assigned to approve the submission reviewing submissions navigate to the my tasks page and click on submission under the pending approval section under the red section needs approval , you can click the button review to either reject/approve the submission if you decide to reject the submission, you must provide a reason for the rejection additionally, you can indicate whether you would like to "request changes" from the submitter if you request changes, the submission will be open to make changes and resubmit making changes if a submission is rejected but was marked with request changes , the submitter can make changes and resubmit the form to make changes navigate to the form submission page and find the form submission that was rejected you can also click on the notification that was sent to you, and it will take you to the form click the make changes button to make changes to the form this will put the form back into in progress state approval history you can view the approval history of a submission by under the approval history at the top of a form submission form submission form submissions a responses from forms they contain the answers provided by the user when filling out the form viewing available submissions to view submissions navigate to the forms page and click on the form you want to view submissions for click on the view submissions list item a list of submissions will appear with the following information submitter it will display one of the following user the user who the form submission was assigned to (in the case of a user assignment) team the team that the submission was submitted for (in the case of a form assignment) location the location that the submission was submitted for (in the case of a form assignment) date the date that the submission was submitted date information depending on if the form has been submitted or a due date was attached to this form submission, it will display one of the following due date the date that the submission is due (in the case of a form assignment) submission date the date that the submission was submitted (in the case of a user assignment) status the current status of the submission this could be any of the following started the submission has been started but not completed completed the submission has been completed late the submission has been completed after the due date needs approval the submission has been completed and is pending approval approved the submission has been approved rejected the submission has been rejected expired the submission can no longer be submitted and is past the due date not started the submission has not been started lightning bolt if the submission was created by a trigger, a lightning bolt will appear next to the submission click on the submission to see the responses how does the system know which submissions to show me? the system checks your role in the organization if you're an owner or an admin , you can see all submissions for the form team or location specific access if you're not an owner or admin, the system then looks at your specific team or location team members if you're part of a team, you'll only see submissions from your team and any subordinate teams location specific if you're associated with a specific location instead of a team, you'll see submissions from that location note if there are no submissions to view, you will not be able to click on the view submissions list item layouts there are two layout options for viewing submissions list this is the default layout it displays submissions in a list format image gallery this layout displays images in a gallery format for each picture input for the form viewing responses roles required owner , admin when on the /#viewing available submissions page, click on the submission you want to view all the responses the user provided will be displayed you can also view the comments and attachments associated with the submission any response that fails or passes the evaluation will be highlighted in red or green respectively downloading files from submissions when /#viewing responses , find a response that has a file upload click on the "download" button to download the file to your device editing a submission a submission can be edited only if the role of the user is owner or admin the form has "submitter can edit" enabled and the user is the submitter of the submission when /#viewing responses , click on the "edit" button in the top right corner if this is not available, then the criteria for editing a submission has not been met edit the responses as desired (changes are automatically saved) click "done" in the top right corner to exit edit mode creating a new submission you need access to the form in order to create a new submission you can configure form access in the /#form access section navigate to the forms page and click on the form you want to create a submission for click on the new submission list item fill out the form as desired click submit to submit the form viewing a draft if a user starts a submission but does not complete it, the submission will be saved as a draft navigate to the drafts page click on the draft you want to view fill out the form as desired click submit to submit the form deleting a submission roles required owner , admin when on the /#viewing available submissions page, find the submission in the list you want to delete click on the dots next to the submission click "delete" or when /#viewing responses , click on the "delete" button in the top right corner viewing comments when /#viewing responses , click on the "comment" button in the top right corner under "submission details" pane the comments will appear at the side of the page leaving a comment when /#viewing responses , click on the "comment" button in the top right corner under "submission details" pane the comment editor will appear at the side of the page enter your comment and click "post" note you can use the @ symbol to mention users in the comment note you can click the dots next to a comment to quote it in your comment deleting a comment when /#viewing responses , click on the "comment" button in the top right corner under "submission details" pane click on the dots next to the comment you want to delete click "delete" editing a comment when /#viewing comments , click on the dots next to the comment you want to edit (you can only edit your own comments) click "edit" edit the comment and click "save" click "cancel" to cancel the edit exporting submissions roles required owner , admin note if there are no submissions you will not be able to export export multiple submissions when on the /#viewing available submissions page, select the date range you want to export submissions for click the "export" button icon see /#export options for more information click "export" to export the submissions export single submission when on the /#viewing available submissions page, click on the submission you want to export click the "dots" button icon next to the submission click "export see /#export options for more information click "export" to export the submission export options export type choose the type of export options are "email" or "file" format choose the format of the export options are "csv" or "pdf" date range select a start and end date for the range of submissions to be exported note this option is only available when exporting many submissions if no date range is selected, all submissions will be exported note if there are no submissions for the selected date range, no export will be generated email if the export type is "email", enter an email address to which the exported data will be sent include archived fields if checked, archived fields will be included in the export note this option is only available when exporting many submissions indicate who can edit there are two options to indicate who can edit a submission submitter can edit this option allows the submitter of the form to edit their submission manager can edit this option allows a manager to edit a submission (if the submission is under their team or location) on the forms page, click on the form you want to edit toggle the submitter can edit or manager can edit switch to enable or disable the option the changes are automatically saved indicate if submitters can view their completed submissions if checked, the submitter or assignee of the form will be able to view their completed submissions on the forms page, click on the form you want to edit toggle the submitter can view submissions switch to enable or disable the option the changes are automatically saved exclude unanswered questions if checked, unanswered questions will not be included in submission views, exports, or embeds google sheets integration select a google sheet to append form submissions to make sure the google drive integration is enabled (see /#integrations ) on the forms page, click on the form you want to integrate with google sheets click on the settings tab click on the pick button next to the sync to google sheet field select the google sheet you want to append form submissions to now when a form is submitted, the responses will be appended to the google sheet a new sheet will be created in the spreadsheet for each revision of the form reports reports allow users to view and analyze data from form submissions these can be saved for future reference creating a report roles required owner , admin , manager navigate to the reports page click the create button in the top right corner enter a name for the report select the form you want to create a report for click save to save the report you will be taken to the report builder where you can configure the report viewing a report roles required owner , admin , manager navigate to the reports page click on the report you want to view editing a report roles required owner , admin , manager navigate to the reports page click on the report you want to view freely build report filters click save to save the changes deleting a report roles required owner , admin , manager there are two ways, you can delete a report on the reports page navigate to the reports page click on the ellipses next to the report you want to delete click delete confirm or cancel the deletion or you can delete the report on the report page of a particular page navigate to the reports page click on the report you want to delete click the delete button in the top right corner confirm or cancel the deletion searching for a report roles required owner , admin , manager navigate to the reports page type the name of the report you want to find, in the search bar at the top of the page, and / or filter by report type or creator click on the report you want to view exporting a report roles required owner , admin , manager navigate to the reports page click on the report you want to export click the export button in the top right corner select whether you want an email or to download the file if you selected file, the report will be downloaded to your device if you selected email, you will be prompted to enter an email address to which the report will be sent click export to export the report scheduling a report roles required owner , admin , manager navigate to the reports page click on the report you want to schedule click the schedule button in the top right corner configure the schedule settings repeats the frequency at which the report will be generated every the interval at which the report will be generated timezone the timezone in which the report will be generated start date the date on which the schedule will start emails the email addresses to which the report will be sent users the users to which the report will be sent only users with emails will be shown teams the teams to which the report will be sent any selected roles will filter the users in the team roles the roles to which the report will be sent any selected teams will filter the users in the role form submissions report roles required owner , admin , manager this report shows all form submissions for a specific form with advanced filters filters can match on all or any of the following fields any field this will match on any field in the form submission is this will match on the exact value of the field contains this will match on any field that contains the value submitted by this will match on the user that submitted the form date submitted this will match on the date the form was submitted time to complete this will match on the time it took to complete the form distance from location this will match on the distance from either the assigned location, or the answer to the first location question in the form team this will match any submission that happened under this team filters can also match each field in the form submission you can also select which questions you want to display and export in the report layouts there are two layout options for viewing submissions list this is the default layout it displays submissions in a list format image gallery this layout displays images in a gallery format for each picture input for the form completion status report roles required owner , admin , manager this report shows the completion rate across the organization for assignments past due date these can be filtered by form the form(s) that the assignment was for task whether to include tasks in the report team the team that the assignment was for date due the date the assignment was due there are also two modes to view the report compare shows the completion rate for each selected form, and then shows a combines completion rate combine displays aggregated data for each form and task completion status by role report roles required owner , admin , manager this report shows the completion rate across roles for assignments past due date these can be filtered by forms the form(s) that the assignment was for task whether to include tasks in the report team the team that the assignment was for date due the date the assignment was due roles the role(s) that the assignment was for there are also two modes to view the report compare shows the completion rate for each selected form, and then shows a combines completion rate combine displays aggregated data for each form and task completion status by location report roles required owner , admin , manager this report shows the completion rate across direct assigned locations past due date these can be filtered by forms the form(s) that the assignment was for task whether to include tasks in the report team the team that the assignment was for date due the date the assignment was due locations the location(s) that the assignment was for there are also two modes to view the report compare shows the completion rate for each selected form, and then shows a combines completion rate combine displays aggregated data for each form and task completion status by user report roles required owner , admin , manager this report shows the completion rate across direct assigned users past due date these can be filtered by forms the form(s) that the assignment was for task whether to include tasks in the report team the team that the assignment was for date due the date the assignment was due roles the role(s) that the assignment was for users the user(s) that the assignment was for there are also two modes to view the report compare shows the completion rate for each selected form, and then shows a combines completion rate combine displays aggregated data for each form and task form submission count by role report roles required owner , admin , manager this report shows count of form submissions by role these can be filtered by date submitted the date the form was submitted form the form(s) that the submission was for role the role(s) the submitting user has team the team that the submitting user is on/under time period the time grouping for the report options include day week month year form submission count by location report roles required owner , admin , manager this report shows count of form submissions by location these can be filtered by date submitted the date the form was submitted form the form(s) that the submission was for location the location(s) the submitting user is on team the team that the submitting user is on/under time period the time grouping for the report options include day week month year form submission count by team report roles required owner , admin , manager this report shows count of form submissions by team these can be filtered by date submitted the date the form was submitted form the form(s) that the submission was for teams the teams that the submitting user is on/under note each team will display the cumulative count of submissions for it and all subteams under it form submission count by pass fail report roles required owner , admin , manager this report shows count of form submissions with passing or failing inputs, by input these can be filtered by date submitted the date the form was submitted team the team that the submitting user is on/under note the number of pass or fails could include submissions from before the form was edited to include the pass/fail evaluation these will be evaluated as neutral triggers triggers are used to either send notifications, or assign a task/form when a form submission meets specific criteria assigning this way behaves slightly differently than a normal assignment there can only be one assignee, a specific user, the submitter, or a user role relevant to the location of the submission in the hierarchy also, a small relative due date can be set either a form or task can be assigned, but not both assignment action settings form assign a form to the user assignment name if a form is selected, you can use a custom name for the assignment task name name of the task to be assigned task instructions instructions for the task include pictures whether to require pictures to be taken for the task camera only whether to require pictures to be taken from the camera at the time of completion assign to the user, role, submitter, or location that the form or task will be assigned to if location is selected, then it will be assigned to either the submission's assigned location, or the location selected in the first location question on the form due whether to set a due date relative to the submission date due interval the interval of the due date (1, 2, etc ) due unit the unit of the due date interval (minutes, hours, days, weeks, months, years) allow late submissions whether to allow late submissions late due interval the interval of the late due date (1, 2, etc ) late due unit the unit of the late due date interval (minutes, hours, days, weeks, months, years) notification action settings any number of recipients can be added email whether to send an email notification to a specific email user whether to send a push notification or email (user preference) to a specific user role whether to send a push notification or email (user preference) to first user with a specific role note if no users are found with the selected role, the notification will be sent to the first user with a "reports to" role higher this will continue until no more "reports to" roles can be found if no users can be found, then the notification will be sent to the admins assignments assignments are used to assign /#form submission or tasks that need to be completed by users they can be assigned to users locations assignments can have a due date a repeating schedule with additional options an option to allow "late submissions" if this is enabled, then a submission that is completed after the due date will be considered "late" if this is disabled, then a submission will automatically be marked as "expired" after the due date and will not be able to be submitted optionally specify a grace period for late submissions an option to allow others to submit the form if this is enabled, other users with the same role as the submission role specified will be able to submit the form assigning a form roles required owner , admin , manager there will be a notification sent to the user when they are assigned a form this notification will take them directly to the form submission you will see a preview of the assigned users/locations and a description of both the assignment and schedule navigate to the forms page and click on the form you want to assign click on the assign button in the top right corner select the type of resource you want to assign to (users or locations) you can select as many users or locations as you want assignments to a location can be completed by any user in that location you can only assign to users or locations that are on the same location/team as you under your team you can assign to all users/locations under a team(s) by selecting teams ' you can also select from a filtered list of specific locations under these teams you can also select a location attribute to filter specific locations under the selected teams users can also be assigned by role this will assign the form to all users with that role in addition to any specific users selected the can be submitted by role option will only allow users under a location with that specific role to submit the form locations can be selected based on attributes any selected this way must have all attributes selected and will be filtered by any selected teams locations are distributed across timezones therefore the due date will be set to the local time of the location you can assign to a location in a different timezone, the due date can't be earlier than the local time click save to save the assignment un assigning a form un assigning a form will remove any incomplete or pending submissions for the resources that were removed roles required owner , admin , manager navigate to the forms page and click on the form you want to un assign click on the assign form list item un select the users, locations, or teams to un assign the form click save to save the assignment assigning a task roles required owner , admin , manager there will be a notification sent to the user when they are assigned a task this notification will take them directly to the task you will see a preview of the assigned users/locations and a description of both the assignment and schedule navigate to the assignments page click on the create button in the top right corner select task enter a name for the task optionally enter some extra instructions for the task optionally require pictures to be taken for the task optionally require pictures to be taken from camera at time of completion select the type of resource you want to assign to (users or locations) you can select as many users or locations as you want assignments to a location can be completed by any user in that location you can only assign to users or locations that are on the same location/team as you under your team you can assign to all users/locations under a team(s) by selecting teams ' you can also select from a filtered list of specific locations under these teams specifying a role with teams will only assign the task to users with that role under the team users can also be assigned by role this will assign the form to all users with that role in addition to any specific users selected the can be submitted by role option will only allow users under a location with that specific role to submit the form click save to save the assignment un assigning a task un assigning a task will remove any pending tasks for the resources that were removed roles required owner , admin , manager navigate to the assignments page and click on the task you want to un assign un select the users, locations, or teams to un assign the form click save to save the assignment viewing assignments view assignments that you, or a manager on your location, or under your team have created roles required owner , admin , manager navigate to the assignments page the list of assignments will appear each assignment will show the following information status the current status of the assignment open the assignment is open and either has open submissions, or is recurring closed the assignment is closed and no more submissions can be made type the type of assignment this could be either a form or a task count the number of submissions completed out of total submissions lightning bolt if the assignment was created by a trigger, a lightning bolt will appear next to the assignment click on the assignment you want to view assignments filters we have the following filters status filter filter assignments from a task or form by status date filter filter assignments from a task or form by 1 week, 1 month, 3 months, all editing assignments edit assignments that you, or a manager on your location, or under your team have created any new resources added will get a notification roles required owner , admin , manager navigate to the assignments page the list of assignments will appear click the dots next to the assignment you want to edit click edit you will see the same screen as the /#viewing assignments page with the information already filled out make any changes you want and click save to save the changes manually expiring overdue tasks or forms update the tasks or forms under a particular assignment to wish to bulk expire roles required owner , admin , manager navigate to the assignments page the list of assignments will appear click the assignment you want to view if there are overdue forms or tasks, you can click the button marked expire overdue after confirming you wish to expire all overdue tasks and forms, it will update the status of the matching tasks and forms to expired deleting assignments delete assignments that you, or a manager on your location, or under your team have created roles required owner , admin , manager navigate to the assignments page the list of assignments will appear click the dots next to the assignment you want to edit click delete assignment recurrence you can have an assignment repeat on a schedule options include repeats daily every x day(s) weekly every x week(s) select which days of the week to repeat on monthly every x month(s) on the (1st, 2nd, 3rd, last) (monday, tuesday, wednesday, thursday, friday, saturday, sunday, weekday, weekend) of the month on any day of the month timezone to use for assignment (could be local to the user or location instead of your own timezone) due date (relative to the start of the assignment) due x hour(s) due x day(s) due x week(s) due next recurrence this will set the due date to the next time the assignment is scheduled to repeat end of month this will set the due date to the last day of the month end of week this will set the due date to the last day of the week end of year this will set the due date to the last day of the year start date this is the date the assignment will start calculating the repeated schedule end date this is the date the assignment will become inactive and stop assigning itself preview schedule when creating an assignment with recurrence enabled, you can preview the schedule for the assignment on the right hand side the first four dates will be shown ending a recurring assignment for recurring assignments, you can end the schedule at any time this will stop new assignments from being created, but any existing submissions will remain open navigate to the schedule section of the assignment you want to end at the bottom of the screen, you'll find the "end assignment" button on the left side of the footer, next to the previous/continue buttons click the "end assignment" button confirm that you want to end the assignment when prompted note the end assignment button is only visible when editing a recurring assignment assignment notifications users will get a notification on their device when they or their location/team are assigned a form tapping this notification will open a new submission for the form reassigning an assignment submission roles required owner , admin , manager navigate to /#viewing assignments click on the ellipses next to the submission you want to reassign click on the "reassign" button select the user you want to reassign the submission to click "reassign" to reassign the submission note this option will only be available for submissions that are assigned to users projects projects are a way to group assignments together into a specific project or initiative creating a project roles required owner , admin , manager navigate to the projects page click the + button in the top right corner enter a name for the project click save to save the project editing a project roles required owner , admin , manager navigate to the projects page click on the dots next to the project you want to edit click edit enter the new info for the project click update to save the changes deleting a project roles required owner , admin , manager navigate to the projects page click on the dots next to the project you want to delete click delete confirm or cancel the deletion if you confirm, none of the assignments under the project will be deleted they will just be removed from the project viewing projects roles required owner , admin , manager navigate to the projects page click on the project you want to view you will see a list of assignments under the project click on the assignment to view it dashboard the dashboard is the first page you see when you log in it provides a summary of assignment statuses here you will see a pie chart of the status of all assignments that you have access to in the organization hierarchy you can choose to narrow this down to a specific team, form, or date range a month calendar view shows the count of missed assignments on that day clicking one of these will take you to the "team tasks" page with the appropriate filters selected there is a list of users/locations under the chart with status counts you can click on these to view their individual submissions click on a key in the chart's legend to hide or show its data announcements announcements are used to communicate important information to users admins can view all announcements, while users can only view announcements that have been shared with them when an announcement is created push notifications are sent to all users in the organization it's made available in the announcements section creating an announcement roles required owner , admin navigate to the announcements page click the + button in the top right corner select the teams, users, or roles you want to share the announcement with if you select a team, all users under that team will receive the announcement if you select a role, all users with that role will receive the announcement if you select a user, only that user will receive the announcement if you select a team and a role, all users under that team with that role will receive the announcement if you select a team and a user, only that user under that team will receive the announcement if you select a role and a user, all users with that role and the users you selected will receive the announcement enter a title for the announcement enter the body of the announcement this is a rich text editor that allows you to format the text of the announcement add an attachment (optional) this can be a file or a picture click save to save the announcement editing an announcement roles required owner , admin navigate to the announcements page click on the announcement you want to edit click on the edit button deleting an announcement roles required owner , admin navigate to the announcements page click on the announcement you want to delete click on the trash button confirm or cancel the deletion viewing announcements navigate to the announcements page click on the announcement you want to view you can see the following information about each announcement title the title of the announcement message the announcement's message date when the announcement was made author who wrote the announcement views how many and who has viewed the announcement attachments any files or pictures attached to the announcement organization an organization is formed into a hierarchy of teams, locations, and users this hierarchy is used for having a visual representation of the organization distributing forms at a certain point in the hierarchy for example, when a form is shared with a team all locations, users, and teams below that team will receive the form (recursively down to the last resource) teams teams enable the organization to be divided into smaller groups teams can contain users locations other teams notes teams can contain any number of users, locations, and teams teams can only have one parent team if the team is a top level team, it is not required to have a parent team locations locations are used to represent physical locations within the organization locations must be under a team locations can contain users notes locations can contain any number of users locations must be assigned to a team locations can only have one parent team location attributes locations can have attributes associated with them these attributes can be used to store additional information about the location viewing users in list navigate to locations page from there, you can do the following to find a particular location or group you're looking for search by address or store number click on a particular location to see more details note you can see how many locations are in your organization here viewing location information click on a particular location in the locations page see details about the location including assigned tasks, location details like identifier, address, and attributes users users are the staff members of the organization users belong to one of a team location notes users can either belong to a team or a location, but not both viewing users in list navigate to users page from there, you can do the following to find a particular user or group you're looking for search by email, username, first or last name sort by first or last name filter by role click on a particular user to see more details viewing user information click on a particular user in the users page see details about the user including assigned tasks, account details, and which forms they can access viewing the hierarchy navigate to the organization page from there, you can view the hierarchy of the organization expanding/collapsing the hierarchy click on the expand all button in the top left corner to expand the hierarchy click on the collapse all button in the top left corner to collapse the hierarchy searching the hierarchy navigate to the organization page type in the search bar to search for any user, team, or location click on the user, team, or location to jump to from there, the hierarchy will expand and will scroll to reveal the desired user in the hierarchy managing the hierarchy this section describes how to manage the hierarchy of the organization roles required owner , admin creating a team to create a location, you can navigate to the hierarchy and add teams, or you can create a team from the location page creating a top level team teams can be placed at the very top of your organization's hierarchy these teams are called "top level teams" go to /#viewing the hierarchy click the create new button in the top right corner select team see /#new team popup for more information creating a team under an existing team teams can also be placed under other teams go to /#viewing the hierarchy click on the dots next to the team you want to add a team to click team see /#new team popup for more information new team popup when creating a new team, you will select a parent team to add the team to (or empty if you want to create a top level team) this may be auto populated if you clicked team from a team enter a name for the team click save to add the team deleting a team teams can be deleted from the hierarchy, but there are a few things to note if you are trying to delete a top level team, and that team has locations or users under it, you will not be able to delete the team when deleting a child team, that teams children will be moved to the parent team see /#deleting organization entries for more information editing a team teams can be edited to change their name go to the teams page click on the team you want to edit you can edit the name of the team click save to save the changes moving a team note teams cannot be moved into one of their child teams teams can be moved to under a different team to the top level to move a team go to /#viewing the hierarchy click on the dots next to the team you want to move click move see /#moving organization entries for more information moving organization entries when moving an organization entry, you will see what organization entry you are moving at the top of the screen grey "move here" boxes under each available place you can move the organization entry to when in move mode, you can click on the grey "move here" box under the organization entry you want to move the organization entry to if you would like to cancel moving the organization entry, you can click the red "x" button in the top left corner creating a location locations can only exist under a team they cannot be top level entities to create a location, you can go to /#viewing the hierarchy click on the dots next to the team you want to add a location to click location see /#new location popup for more information or you can go to /#viewing the hierarchy click on "create new" in the top right corner click location see /#new location popup for more information editing a location go the locations page click on the location you want to edit once the changes are made, click save to save the changes new location popup when creating a new location, you will select the team to add the location to this may be autopopulated if you clicked location from a team enter the address of the location an autocomplete will appear as you type select the correct address from the autocomplete an optional "store number" to identify the location an optional email address for the location any number of attributes can be associated with the location click save to add the location deleting a location when deleting a location, all users under that location will moved to the parent team of that location see /#deleting organization entries for more information deleting organization entries locations, teams, and users can be deleted from the hierarchy please refer to the deletion section of the organization item you want to delete for restrictions and caveats to delete an organization entry go to /#viewing the hierarchy click on the dots next to the organization item you want to delete click delete confirm or cancel the deletion adding a user users can exist under a location, team, or neither when a user has not been assigned to a location or team, they are considered "orphaned" what happens when i add a user to my organization? upon adding a user to an organization, they will be sent a welcome email if an email address was provided this email will take them directly to reset password page where they can set their password and log in note if no email address was provided, you will have to manually change this user's password and provide the username/password to them orphaned users orphaned users are users that have not been assigned to a location or team their level of capability in the system will be limited to actions that can be directly shared with them (eg sharing forms with a user) add a user to a location/team to add a user go to /#viewing the hierarchy click on the dots next to the location or team you want to add a user to click user see /#new user popup for more information add a user to the orphaned users list go to /#viewing the hierarchy click the create new button in the top right corner select user see /#new user popup for more information new user popup when creating a new user, you will enter email the user's email address (used for logging in and is unique) (optional) username the username the user will use to log in with (optional) first name the user's first name last name the user's last name phone number the user's phone number role the role assigned to the user see /#roles for more information click save to add the user note either an email or a username must be provided editing a user go to the users page click on the user you want to edit once the changes are made, click save to save the changes changing a user's password roles required owner , admin click the "change password" button enter the new password click save to save the changes roles roles are used to attach permissions to users each role is associated with a permission level in the system (see /#permissions for more information) by default, there are 4 roles in the system owner admin manager submitter custom roles can be created to fit the needs of your organization viewing roles roles required owner , admin navigate to the roles page from the sidebar from here you will see a list of roles in your organization admin , manager , and submitter roles are global defaults and cannot be manipulated creating a role roles required owner , admin when /#adding a user , you can create a new role when creating/editing a user, click on the + button next to the role dropdown enter a name for the role select the permissions for the role see /#permissions for more information if you select a permission other than admin or owner , you can select additional abilities for the role can create forms allows the user to create forms can manage users allows the user to manage users under them click save when /#viewing roles , you can create a new role navigate to the roles page from the sidebar click the new role button in the top right corner enter required role fields click save deleting a role roles required owner , admin when /#viewing roles , you can delete a role navigate to the roles page from the sidebar click the vertical ellipsis button next to the role you want to delete click delete confirm or cancel the deletion editing a role roles required owner , admin when /#viewing roles , you can edit a role navigate to the roles page from the sidebar click the role you want to edit make required changes click save permissions there are 4 core permissions in the system owner admin manager submitter profile the profile page is where you can view and edit your user information viewing profile navigate to the profile page from here you can view your user information such as email username organization role app version updating your profile navigate to the profile page you can update your password, logout, or request that your account be deleted updating notifications there are two types of notifications that can be updated email notifications these are notifications that are sent to your email address push notifications these are notifications that are sent to your device navigate to the profile page under the notifications section, you can update your email and push notification settings brand center the brand center is where you can view resources made available by your franchise or brand these resources can include forms viewing resources roles required owner , admin navigate to the brand center page click on the brand you want to view resources for you will see a list of resources available to you copying forms roles required owner , admin navigate to the brand center page click on the brand you want to view resources for click on the form you want to copy click the copy button in the top right corner enter a name for the form click save to save the form the form will now be available in your organization integrations integrations are used to connect external services to the system these services can include google drive connecting integrations roles required owner , admin navigate to the integrations page click on the connect button next to the integration you want to connect follow the instructions to connect the integration once connected, you will be able to use the integration in the system removing integrations roles required owner , admin navigate to the integrations page click on the remove button next to the integration you want to remove lists lists are used to create a large list of custom values that can be used in forms creating lists roles required owner , admin navigate to the lists page click on the new list button at the top of the page enter a name for the list click save to save the list adding items roles required owner , admin once a list is created, you will be routed to the list page from here, you can add items to the list two ways importing or adding individually adding items individually type where it says add a new item press enter or click the add button to add the item to the list importing items you can import item from a csv file or from google drive roles required owner , admin importing from a csv click the import data button import a csv file using the import a csv to continue button once the file is downloaded, the spreadsheet previewer will open click on a header to select a column to import, or multiple to merge the columns click merge to add the data into the list, or overwrite to replace the data in the list with the imported data importing from google drive click the import data button import a csv file using the import from google drive button select the google account associated with the organization once the data is loaded, the spreadsheet previewer will open click on a header to select a column to import, or multiple to merge the columns within a sheet use the dropdown to switch sheets if desired click merge to add the data into the list, or overwrite to replace the data in the list with the imported data syncing with google sheets when importing from google drive you can select an option to sync with google sheets this will track changes in the google sheet that will be used to import data into the list any changes made to the referenced columns in the google sheet will be reflected in the list limitations only one google sheet can be synced to a list the google sheet is referenced by the sheet name and column header value changing the google sheet with any of the following actions will disable the sync deleting selected headers renaming selected headers deleting or revoking access to the sheet, or, in excel, tab, that contains the synced data deleting or revoking access to the spreadsheet changing the google sheet with any of the following actions will not disable the sync adding columns moving columns adding rows below the first row modifying data below the first row renaming the synced sheet adding or removing other sheets renaming or moving the spreadsheet additional points of interest editing items roles required owner , admin click on the dots next to the item you want to edit click edit make the changes you want click done to save the changes deleting items roles required owner , admin click on the dots next to the item you want to delete click delete files files are used to store documents that can be shared with users uploading files roles required owner , admin navigate to the files page click on the upload button in the top right corner select the file(s) you want to upload file list when a file is shared with a user, they will receive a notification and be able to view the file in the files page owners and admins can view all files in the organization, while other users can only view files that have been shared with them here is a list of available actions that can be performed on a file edit edit the file's name download download the file share share the file with a user delete delete the file feedback we would love to hear your feedback on the app! please let us know if you have any suggestions or if you find any errors by contacting us via the feedback button in the sidebar note you can shake your phone anywhere in the app to send feedback