The following terms and definitions are used throughout FormLink and its documentation.
| Term | Definition |
|---|---|
| Account | An Account in FormLink represents a grouping of locations, typically associated with a specific branch or office of an organization. Many customers will only be affiliated with a single account. However, organizations with multiple independent branches may have multiple FormLink accounts — one for each branch or office. |
| Assembly | An Assembly represents a specific instance of a form, typically for an inspection or test of a system, device, or group of components. In some cases — such as backflow devices, fire pumps, and kitchen hoods — an assembly represents a single entity. In others — such as fire extinguishers and fire alarm supplements — an assembly represents a group of entities being tested or inspected for a common purpose. An assembly can also represent a form used to track service orders, work orders, or other records stored in FormLink. |
| Asset | An asset is an individual piece of safety equipment tracked and inspected in FormLink. Common assets include Smoke Detectors, Heat Detectors, Pull Stations, Exit and Emergency Lights, Fire Extinguishers, and Control Valves. |
| Asset Definitions | Asset Definitions allow you to record data for assets using the Assets Form. This feature gives you the flexibility to control what information is collected and displayed on your reports, as well as the ability to collect information from inspectors based on individual asset types. |
| Assets Form | The Assets Form allows you to inspect and record results for different Asset Types on a single form, as opposed to using a separate form for each Asset Type. |
| Asset Type | An Asset Type represents a category of components being tested or inspected, typically identified by an abbreviation. Asset Types are used on the Assets Form to identify components and when creating Asset Definitions. Common examples include: (SD) Smoke Detector, (DD) Duct Detector, (WF) Water-flow, (HD) Heat Detector, (PS) Pull Station, (BATT) Battery, and (FE) Fire Extinguisher. |
| Code Reference | A Code Reference links a deficiency on an inspection report to the specific language from an adopted safety standard that describes the requirement being violated. Including a Code Reference on a deficiency provides explanatory context to property owners — clarifying not just that a deficiency exists, but why, based on the standard being referenced. All Code References contain a Name and Year for identification. |
| Custom Form | A Custom Form is a form created to address the specific needs of your customers and users. Custom Forms commonly include new sections and fields added to an existing form, such as inspector questions, new assets, special instructions, and auto-populating information like location name, address, and date of inspection. |
| Custom Report | A Custom Report is a compilation of inspection and testing information from one or more individual inspection reports. A custom report summarizes device result information over a year, broken down by quarters. Custom reports support flexible configurations that allow you to adjust verbiage and sections to meet the specific requirements of your customers. |
| Default Code Reference | A Default Code Reference identifies a set of criteria used to apply a specific version of a code reference to an inspection report when deficiencies are created. For example, since each state determines which edition of a standard they enforce, Default Code References allow you to configure the system to automatically apply the correct version based on the location of the inspection. Default Code References consist of a Code Reference Name and Year, and can be applied using State Defaults, Profile Defaults, or Location Defaults. |
| Deficiency Attachment | The Deficiency Attachments feature allows you to add captions to photo attachments when logging a deficiency. Captions make it easier to identify specific attachments, particularly when multiple photos are included. |
| Deficiency Summary | The Deficiency Summary section displays a summary of all deficiencies found on a single inspection form. It is displayed at the front of the generated PDF report and includes the status (Open/Closed), asset type or form, description, safety code references, and resolution. |
| Expanding Table | An Expanding Table is a section type on a Custom Form that allows inspectors to add rows dynamically during an inspection. The number of rows that can be added is controlled by the Min Rows and Max Rows settings configured on the form. |
| Field | A field is the area on a form where a user enters or selects information. |
| Field Type | The Field Type determines the format in which a user enters information in a field. Available field types include Text, Choice, Read-Only Text, Checkbox, Date, Signature, and Auto-Populating. |
| Form | A Form is the actual inspection form used by inspectors to document their findings in FormLink. A form can be edited using its corresponding template. Once changes are saved and deployed, the template is converted back into a form for use by inspectors and customers. |
| Last Tested | The Last Tested date is the date an asset was most recently tested and recorded. This date is typically listed on the tag attached to the asset. |
| Location | A Location is a property or site where inspections are performed and tracked in FormLink. |
| Make | The Make is the make of the asset as listed on the asset itself. |
| Manf | The Manf is the name of the manufacturer as listed on the asset. |
| Manf Date | The Manf Date is the date of manufacture as listed on the asset. |
| Merged Report | A Merged Report is a compilation of multiple individual reports used to address specific reporting needs. For example, a merged report can combine all individual inspection reports into a single PDF for a customer, rather than providing several separate reports. |
| Model | The Model is the model number of the asset as listed on the asset itself. |
| Notes | Notes is an area on an inspection form where an inspector or admin can enter miscellaneous information related to an inspection or asset. |
| Pump Curve | A Pump Curve is used to measure and record the performance of a pump over time during an inspection. |
| Scancode | Scancodes are used to locate assets on the Assets Form. Each asset can be uniquely barcoded within a facility. Using a physical scanner or software keyboard scanner, an inspector can scan the barcode to quickly find and record test results for that asset. |
| Serial Number | The Serial Number is the serial number of the asset as listed on the asset itself. |
| Service Type | The Service Type identifies the type of service performed on an asset during an inspection. |
| Service Type Last | The Service Type Last is the most recent service type used for inspection of the asset. |
| Service Type Next | The Service Type Next is the upcoming service type to be used for the next inspection of the asset. |
| Tag | A tag is the physical card attached to an asset for identification and inspection tracking purposes. The tag typically contains information such as the last year tested and the next year due for inspection. |
| Template | A template is the editable state of a form. When changes to a template are completed, saved, and deployed, the template is converted back into a form for use by inspectors and customers. |
| Type | The Type refers to the classification of a Fire Extinguisher, such as A-B-C, Foam, or Wet Chemical. |
| Visibility Filter | The Visibility Filter feature allows you to set conditions that determine when a section or question is displayed on screen during an inspection. For example, a section can be configured to only appear when a specific answer is selected on a preceding question. |
| Weight | The Weight is the amount of fire extinguishing agent a fire extinguisher tank can hold. |
| Zone | Zones are used to divide large locations or buildings into smaller, more easily managed areas for reporting and asset location purposes. For example, assets on the first floor of a building could be grouped into a zone called "First Floor." |
| Zone Map | A Zone Map is a visual representation of assets within a specific zone. It uses a floor plan to show the physical location of assets within a building, with symbols used to represent different asset types. |