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Custom Forms (Quick Guide)

Updated

Getting Started with Custom Forms

Follow these streamlined steps to begin creating and customizing forms in FormLink:

  1. Navigate to the Configuration page from your admin menu.
  2. Click on Custom Forms.
  3. If the form template you need is not available in your dropdown list, select Transfer.
  4. Select the form template you would like to use.
  5. Click Edit.
  6. In the editor, you can:
    • Create and add sections
    • Add questions
    • Apply visibility filters
    • Create data tables
  7. Save your changes.
  8. Test your form by selecting Preview Form and Preview Report to ensure all data displays correctly.
  9. Reach out to Support when you are ready for deployment.
    • Please let the agent know whether this form will replace an existing form or if it will be a completely new form.
    • If it's replacing a form, specify which one. If it's a new form, share what the new form type should be called.

How to Add a Section in Custom Forms

  1. Open the form in Edit mode from the Custom Forms page.
  2. Select Add Section (found at the top or within the form builder tools).
  3. Configure your section using the following options:
    • Section Name: This will appear in bold on the report, indicating a new section of questions.
    • Section Type: Choose whether this section will contain a list of questions, a table, an expanding table, etc.
    • Top Level: If checked, the section will show as Not Applicable when the form frequency is smaller than the one set.
    • Left Align Heading: Displays the section header on the left-hand side.
    • Visibility Filter: Set conditions for when this section should appear based on responses or logic.
    • Section Frequency: Choose which frequencies this section should appear on. Example: If Annual is selected, the section will appear for Annual, Quarterly, Monthly, etc., including smaller frequencies.
  4. Click Save to apply the section to your form.
  5. Begin adding questions or data tables inside your new section.

Tip: Use logical section grouping (e.g., "Sprinkler Systems", "Fire Extinguishers", "General Building Info") to keep forms clean, organized, and easier for technicians to complete.

How to Add a New Field to a Section

  1. Open the form in Edit mode from the Custom Forms page.
  2. Navigate to the section where you want to add a new field.
  3. Select the blue + symbol on the header section to add a new field to the section.
  4. Configure the field using the following settings:
    • Field Type: Choose the type of question. The most commonly used field types are Text and Choice.
    • Question / Prompt: Text that will appear on the form.
    • ID: A unique text value used if you want the data to be recallable. No special characters allowed. This ID becomes the reference point when the Recallable option is enabled.
    • Required (optional): Toggle on if the question must be answered before submission.
    • System Field: If enabled, it will pull in a value that exists outside this form.

Tip: If you're unsure what a section is, click "Collapse All"—everything that remains is a section. To view the fields within a section, click "Expand All" or use the + icon next to a specific section to expand only that one.

  1. Default Type:
    • Custom: Choose a custom default answer in the Default field.
    • Auto: The field value can be automatically pulled from outside the form (e.g., location field can auto-populate from building location) while still allowing the technician to override.
  2. Click Save to add the field to the section.
  3. Repeat as needed to continue building out the section.

Tip: In the overall Edit mode, the three horizontal lines on the left side of each row allow you to grab and drag fields or entire sections to rearrange them in your preferred order.

How to Add a Table in a Section

  1. Open the form in Edit mode from the Custom Forms page.
  2. Add a section (or navigate to an existing one where the table should be placed).
  3. Determine the table type:
    • Fixed Table: Best when you need a set layout that technicians cannot change—for example, fixed equipment lists or structured checklists. You design the rows and columns, and they remain exactly as created.
    • Expanding Table: Allows technicians to add additional rows dynamically using the "Add" button. Ideal for items with variable quantities (e.g., fire extinguishers, sprinkler heads, devices, etc.). More flexible but less rigidly structured. Try to keep expanding tables under 30 rows/items. If you have questions or need a larger setup, contact Support—using the Assets Form might be a better solution.
  4. Layout:
    • Select the number of columns, header rows, and rows.
    • Note: Only labels can be added to table headers. For example, if your layout has 3 columns and 1 header row, you will need 3 total labels.
    • Header rows are typically only 1 or 2, depending on how you want the table titles displayed.
  5. Additional Settings for Expanding Tables Only:
    • Button Text: Defines what the "Add Row" button will say.
    • Min. Rows: The minimum number of rows that will display by default. Can be set to 0 or higher.
    • Max. Rows: The maximum number of rows technicians can add. Can be set as high as needed; leave large if there's no practical limit.
  6. Deficiency Text:
    • When a deficiency is created, you can pull values from table cells to auto-populate the deficiency description.
    • A popup will appear after column info has been entered.
    • Tip: It's usually best to return to this step after the table is fully built.
  7. Frequency:
    • Choose which inspection frequencies this table should appear on.
    • Example: If Annual is selected, the table will appear on Annual, Quarterly, Monthly, and any smaller frequency.

Adding Fields to Your Tables

  1. From the Table Header, select the + icon on the right-hand side.
  2. Choose the Field Type:
    • Each field occupies a number of columns, and the total columns in a row must equal the number of columns in the section.
    • Example 1: One field with 2 columns + another field with 1 column = a valid 3-column row
    • Example 2: Three separate fields with 1 column each = also a valid 3-column row
    • Supported Field Types: Text, Choice (dropdown), Multi-select, Number, Date, or any other supported field type
  3. Add the Prompt/Question: Specify what the technician should enter in this field. Examples include:
    • Size
    • Device Measurement
    • Model Number
    • Yes/No question (ensure "No" would indicate a deficiency)

Tip: Don't forget to enable Required if the information must be completed before the form can be submitted.

Repeat these steps for each column until your fixed and/or expanding table is fully built.

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