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Forms

How to use the Forms feature to create templates, submit Form requests, assign inspectors, and complete inspections.

Written by JD Williams

Overview

The Forms feature lets workspaces create customizable inspection templates and apply them across projects. Once a Form is created, an inspector can be assigned, the Form can be completed with responses and supporting files, and the completed Form can be shared and reviewed.

Prerequisite

  • Administrator access is required to create Company Templates.

Process

Creating a Form Template

Form templates are created in Lists & Templates. When creating a new template, fill in the following:

  • Template Name (required) — the name the template will be visible under.

  • Form Type (required) — choose one of: Safety, Quality, Environmental, or Other.

  • Template Description (required, max 2000 characters) — a summary of the form's purpose to help users know when to select it.

  • Form Instructions — rich-text instructions shown to users when completing the form. Supports bold, italic, alignment, lists, checklists, and links.

  • Where would you like to save the template? — choose one:

    • Your Templates — visible only to you.

    • Company Templates — shared across the company (requires Administrator access).

  • Automatically generate punch items on flagging — when set to Yes, a punch item is automatically created when a question is flagged. When set to No, users can still manually generate one when needed.

  • Enable Notes on Questions — allow users to add notes to individual questions when completing the form.

  • Enable Attachments on Questions — allow users to upload files to individual questions when completing the form.

Under Questions & Answers, organize the form by:

  1. Adding one or more Categories.

  2. Adding questions to each category with the required answer type: Multi-select, Single Choice, or Text Input.

  3. Marking questions as required as needed.

Click Create in the top-right corner to save the template.

Note: Non-Administrator users have read-only access to Company Templates.

Creating a Form Request

  1. Navigate to the Forms module. Forms are organized under Pending and Completed tabs based on their status.

  2. From the listing view, create a new Form request and select a template.

  3. Complete the following details:

    • Form title and type

    • Inspector — assign yourself or another team member.

    • Date of Form

  4. Once required fields are complete, choose one of:

    • Preview the inspection template in read-only mode.

    • Save as Pending.

    • Submit the inspection.

Starting and Performing the Form

The assigned inspector initiates the inspection by clicking Add New Form and completing the following steps:

  1. Fill Survey — answer the Form prompts.

  2. Files — upload supporting documentation.

  3. Final Review — provide the final assessment and complete the Form.

The Form can be saved as Pending at any point for later completion.

Access and Permissions

Internal workspace visibility

All users in the workspace that created the Form who also have access to the associated project can view the Form.

External workspace visibility

Users from workspaces outside the one that created the Form can view the Form only if one of the following applies:

  • They are assigned as the Inspector on the Form.

  • They are explicitly added as a member of the Form.

  • They are part of the approval workflow, and the Form has been submitted for approval.

Users from external workspaces who do not meet any of these conditions will not see the Form in the Forms list.

Note: The same visibility and restriction rules also apply to Punches and Submittals.

Availability

Forms are available on all workspaces and on the mobile app.

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