Contents

Making Adjustments on the Custom Form

You can make adjustments to your Custom Form such as adding questions, making formatting changes, adding the capability of taking more photos, adding options to add more signatures, etc.

1. You can do this by going to Advanced → Custom Forms and click View beside the Custom Form Name which is basically the form that you need to update.

2. Click Download Template and it will download the Word Document file which you can edit or or make formatting changes.

NOTE

The Form Template must always be saved in the .docx Microsoft Word format. The example below is an original form.

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: { }

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. Upload 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.

5.2 To create a new Custom Form, click the +Add New button. The Add New Custom Form pop-up window will display.

5.3 Enter a Name for your Custom From. When ready, click the Save button. The Custom Form details screen will display.

5.4 Click the Upload New Template button to upload the Form Template you just created by locating the Form Template on your computer and click the Open button.

5.5 When ready, click the Save button at the far top-right of the screen.

The Form Template is now uploaded and is ready to configure in Ascora.

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. Create Form Questions

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

In the Question Details section, enter the information for each Field Code you create on the Form Template. Create each Question in the same order they appear on the Form Template to ensure a logical flow of questions for the User.

6.1 Field Name – a name you create in Ascora to identify the Question (A). Typically, this will correlate to the field name/heading that is on the actual Form

6.2 Field Code – the value you enter here must match the Field Code you entered on the Form Template for that particular field, however you do not include the enclosing Braces (B)

FIELD CODE NOTES

A. For fields such as company name, logo, document titles headings, etc, the Field Code value should be a dash symbol . This will allow this information to display on the form input screen in the Mobile App without requiring any action from the User

B. For Fields with multiple answer options (such as Yes/No or multi-choice A/B/C/etc), enter the Field Code without the suffix extension. For example, in Step 3.5 we entered a Field Code in the Tag box as thaz_yes. In the Field Code for the corresponding Ascora Question, we will simply enter thaz

6.3 Description – will display as a subheading or instruction/information line on the form in the App to provide the User with additional information about the specific question (C

6.4 Must Be Filled Out Box – when this is Checked, the question is made mandatory for the User to complete (D). The User will not be able to finalise the Form without completing mandatory questions

6.5 Has Comments – typically used for multiple choice questions, when Checked this will create a comments box on the form that allows the User to provide additional information related to the question with free text entry (E

6.6 Choose an Answer Type from the drop-down menu (F). Some answer types will display additional options when selected (G)

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. Create 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

b. Enter the Field Code. Remember that for Checkbox or Multiple-Choice Questions, the Field Code must be the Main Code (See Step 2.6)

c. Select the Answer Type as Multiple Choice or Multiple Choice, Multiple Answer. A series of Options Boxes will appear

d. Enter the choices available to the user in the Options boxes.

In our Yes/No example before, the Main Code was thaz and the Option Codes were thaz_yes and thaz_no. So in the Option 1 box we would type yes and in the option 2 box we type no to match the suffix of the thaz codes

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. Test 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.

8.1 Log in to the Mobile App by entering your User email address and assigned Pin Code

8.2 If no Jobs are showing in the list, tap the Filter icon on the Side Menu. The Filter options will display.

8.3 In the WHEN section, activate Past, Today and Tomorrow by tapping the respective icons. In the STATUS section, activate Scheduled, In Progress and Completed. When ready, tap Apply.

8.4 Select any Job that is displayed in the List by tapping it. This will display the Job Card.

8.5 Tap the Forms icon on the Side Menu. This will display the Job Forms screen.

8.6 Tap the +Add icon. This will display a drop-down list of all available Custom Forms. Select the Custom Form you wish to test by tapping it.

8.7 Work through the form, answering all the questions to identify any configuration issues. Once you have completed all the answers, tap Save.

8.8 A PDF version of the Form will now generate. Check through the PDF to identify any issues with the final output

NOTE

The Customer Form will not be available in the Ascora Mobile App unless:

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

APPENDIX A – Available Standard Fields

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