If your company uses standard forms as part of its business process, you can create Custom Forms for Ascora and make these available to Users in the Ascora Mobile Apps. Examples of Custom Forms could include a Job Safety Analysis (JSA), Safe Work Method Statement (SWMS), Airconditioning Duct Audit, etc.

Contents

1. Creating the Form Template

Use Microsoft Word to create the Form Template. Often the template is already an existing paper-based form or Microsoft Word-based document. Think of the Form Template in terms of a pre-printed form that is ready to be filled out by a User. The Template must include all static information, just as a pre-printed form would – for example, the document title, business details, headings, etc.

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1.1 For each Field within the Form Template that the User is required to action, you must create a Field Code. A Field Code can consist of any alpha-numeric text combination that you wish, and must be enclosed in Braces. Braces, or Squiggly Brackets look like this: { }

2. Creating a Check-Box for Yes/No and Multiple-Choice Responses

2.1. If working with an existing Microsoft Word document, delete the existing Check-box (if applicable)

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Option C: pcon_Warning signs

3. To enter a Signature or Capture/Attach a photo:

3.1 Insert a sample picture in the Field where you want the Signature or Photo to display by placing the cursor in this Field and choosing the Insert Tab in the Ribbon.

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3.6 Once you have completed creating all the required Field Codes for the Form Template, save the template. IMPORTANT – Form Templates must be saved as the .docx format.

4. Adding Standard Fields

Standard Fields include information such as Job Number, Customer Name, Customer Address, etc. When you include Standard Fields in a Form Template, they will automatically populate from the data in Ascora when the Form is generated. This increases efficiency by saving the User having to enter information which is already available in Ascora.

Standard Fields are inserted in the same manner as other Field Types, for example, {SiteCustomerName}. A list of available Standard Fields is available in Appendix A.

5. Uploading the Form Template into Ascora

5.1 Log in to your Ascora Account. Select the Advanced icon from the Top Menu and choose the Custom Forms option. A list of all your Custom Forms will be displayed.

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Now you need to work through the Form Template and create a Question in Ascora for every Field Code on the Template. You can also create Heading Questions to include fields such as company names, the document title, headings, etc. These will display on the Forms screen in the Ascora Mobile App.

6. Creating Form Questions

To create a new Question, click the New Question button.

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6.7 After you have entered the information for a Question, click the Save button

Answer Types

NUMBER – restricts User input to numeric values only
TEXT – use for short, alpha-numeric answers. For example, a Task Name or a short answer
MEMO – use for questions which require longer answers
DATE – use for date entry fields
MULTIPLE CHOICE – use for Yes/No or multi-choice questions. When selected, an option list will display for you to enter the available options for te User to choose from (eg, Yes, No, etc)
MULTIPLE CHOICE, MULTIPLE ANSWER – works in a similar fashion to Multiple Choice however the User is able to select more than one of the available options
SIGNATURE – use to capture and insert a Signature
HEADING – choose this Answer Type for all company names, logos, document titles, headings, etc
PHOTO – used to capture and/or insert images. The user will have the option to take a photo using the mobile device, or attach a photo that already exists on the mobile device.

7. Creating a Question for a Checkbox or Multiple-Choice Response

a. Enter the Field Name and Description as before. Choose whether to mark this Question as Must Be Filled Out and/or Has Comments

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In our Multiple-Choice example before, our Main Code was pcon and our Option codes were pcon_Watch person, pcon_Barriers and pcon_Warning signs. Our Questions details would look like this:

8. Testing the Form Using the Ascora Mobile App

To test the Form, log in to the Ascora Mobile App on your phone or tablet. It is important to work through the form in its entirety to ensure every field is configured and working correctly and also to ensure the final outputted form is correctly formatted. The screenshots below are based on the iPad version of the Ascora Mobile App.

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1. A Form Template has been uploaded into Ascora
2. The Ascora Mobile App has been synchronised

APPENDIX A – Available Standard Fields

It is important that when you create the field code in the Form, it needs to be enclosed in squiggly brackets.

Example: If you need to add the field code SiteCustomerName then it has to be added as {SiteCustomerName} in the Form.