Form Designer

You are here:

The Form Designer section allows users access to create and configure Form Types for data capture.

Form Types

Add a new form type

  1. Expand the “Form” menu on the sidebar navigation. 
  2. Select the “Design” menu.
  3. Select “Add” to add a form type.
  4. Populate the fields.  Data fields with an asterisk (*) are required.
    • Name*: Enter the name of the form type.
    • Category*: Select the category grouping of the form type.
    • Version:  Enter the version of the form type.
    • Form Name Builder: Set a name for all forms of this type. You may select from the list of variables or use the default value.
    • Allow Anonymous Submittal: Toggle on to allow anonymous (unauthenticated) users to submit new forms of this type. It is recommended that you only enable this functionality when approved by your security department.
      • When activated, the form type will become public, allowing anyone with the link to the form to submit data.  Please ensure this selection aligns with your organization’s security requirements.
      • When forms are completed anonymously, the saved form will be automatically associated with the Assetas-supported “Anonymous User” contact record for continuity.
      • When viewing the details of a Form Type, there is a barcode icon within the Details header which will launch the Barcode Generator tool.  This tool will allow you to embed the form type link so public users may access this form without logging into the system.
    • Tags:  Enter the list of tags associated with this record.
    • Description: Enter a description of the form type.
    • External Identifier: Enter a unique identifier that represents this record in an external system.
  5. Select “Save” upon completion.

Manage form types

  1. Expand the “Form” menu on the sidebar navigation. 
  2. Select the “Design” menu.
  3. Select the appropriate option for managing your form types:
    • View or edit the form type.
    • Copy the form type, which will duplicate immediately.
    • Download the form type definition for importing into another database.  
    • Delete the form type, which will include deleting all sections, questions, and answers.

Form Sections

Add a form section

Form type sections capture groupings of questions for customized data capture.

  1. Locate the form type and select the “Edit” button for the desired form type.
  2. Select “Add Section” in the “Sections and Questions” section.  The section will group a collection of questions.
  3. Populate the fields.  Data fields with an asterisk (*) are required.
    • Name*: Enter the name of the form section.
    • Position*: Enter the position of the section (in relation to other sections). Sections with the same position are then sorted alphabetically by name.
    • Expanded: Toggles if this section is expanded by default or collapsed.
    • Repeating: Toggles if the section can be repeated, allowing the user to answer all the contained questions multiple times.
    • Description: Enter a description of the section.
    • External Identifier: Enter a unique identifier that represents this record in an external system.
  4. Select “Save” upon completion.

Manage form sections

  1. Locate the form type and select the “Edit” button for the desired form type.
  2. Within the “Sections and Questions” section, expand the “Actions” menu.
  3. Select the appropriate option for managing your sections:
    • Edit this section.
    • Copy this section to immediately duplicate the section and its questions.  
    • Delete this section, which will delete the section, questions, and associated data within the deleted section.
    • Add a Question: See the section below.

Form Questions

Add a form question

Questions are created to capture customized information.

  1. Locate the form type and select the “Edit” button for the desired form type.
  2. Expand the “Actions” menu in the “Sections and Questions” section.
  3. Select “Add a Question”.
  4. Populate the fields.  Data fields with an asterisk (*) are required.
    • Question*: Enter the question to ask on the form.
    • Position*: Enter the position of the question (in relation to other questions within the same section). Questions with the same position within each section are then sorted alphabetically by name.
    • Data Type*: Enter the type of answer the system will accept. 
    • Required:  Toggle on if the question requires a value to save. If a required question can be hidden, it must have a default value.
    • Read Only:  Toggle on if the value cannot be modified during form entry.
    • Allow Multiple Answers: Toggle on if the question allows the user to store more than one answer for the question.
    • Default:  Enter the default data to populate this answer the first time it is edited.  Enter the direct text to use or one of these variables: {Current User}, {Now}, {Today}.
    • Searchable:  Toggle on if this answer may be searched to locate the form.
    • Hide Always: Toggle on if this question and answer should not show when editing the form, on the form detail page, or displayed on reports.
      • If the answer to this question is referenced (via a variable) in an email generated by the form, the answer will display in the email.
      • Ensure the form question configurations are compliant with your company’s guidelines regarding sensitive information when working with questions set to ‘Hide Always’.
    • Hide in Reports:  Toggle on if this question and answer should not show in the form detail page, reports, and emails generated by the form.
      • When selected, the answer will show when editing the form.
      • If the answer to this question is referenced (via a variable) in an email generated by the form, the answer will display in the email.
    • Allow Photos:  Toggle on when users may attach photos to the answer.
    • Allow Comments:  Toggle on when users may enter comments alongside the answer value. 
    • Description: Enter the description of the form question.  This displays when the user hovers over the form question when viewing or editing.
    • External Identifier: Enter a unique identifier that represents this record in an external system.
  5. Depending on the data type selected, there may be additional fields to configure the question:
    • Allow any link: Toggle on if the question allows any type of link (for example, internal links) or just ones that pass strict URL validation.
      • An internal link is not accessible to anyone. Users must have appropriate document security for the item connected to the internal link to be able to access the document.
    • Allow Formatting: Toggle on to allow the formatting of the text in the answer field. You may also paste text directly from other documents into the answer field to retain the original formatting.
    • Associate Form to Asset: Toggle on if this question’s asset answer should be linked to an asset.
    • Associate Form to Contact: Toggle on If this question’s contact answer should be linked to a contact. 
    • Informational Message: The “Question” field will be replaced with an “Informational Message” field. Add your message here, which will display in bold font in the form. Bulleted lists and line breaks are accepted. 
    • Input Scanned Assets to: Scanned text that matches an asset’s tracking code will have that asset entered into this form question.  Leave blank to ignore scanned assets.
      • The Scanner data type will honor multiple answers if the linked dropdown field is setup for multiple answers.
    • Input Scanned Contacts to: Scanned text that matches a contact’s tracking code will have that contact entered into this form question.  Leave blank to ignore scanned contacts.
      • The Scanner data type will honor multiple answers if the linked dropdown field is setup for multiple answers.
    • List: Enter the pre-defined list of values to use for this question.
    • List Values: Enter the pipe-separated list of values to use for the drop-down list or radio button data type.
    • Maximum: Enter the maximum value allowed for the question. The following formats apply based on data type:
      • Date:  YYYY-MM-DD
      • Money: Two decimals
      • Month:  YYYY-MM
      • Number:  Any number
      • Time:  HH:MM:SS (24-hour)
      • Week: YYYY-W# (where the # is between 1 and 52)
    • Minimum: Enter the minimum value allowed for the question. The following formats apply based on data type:
      • Date:  YYYY-MM-DD
      • Money: Two decimals
      • Month:  YYYY-MM
      • Number:  Any number
      • Time:  HH:MM:SS (24-hour)
      • Week: YYYY-W# (where the # is between 1 and 52)
    • Parent: Select the form question containing the parent record used to filter the child dropdown list. This must be paired with a List selection of a Selection List report where the Parent Value field aligns with the values available in the form question selected for the Parent.
      • Lists with greater than 250 items will display as a searchable form answer, while lists with fewer than 250 items will display as a dropdown.
    • Pattern: Enter the regex pattern to use to validate the entered data.  To learn more, please visit https://www.w3schools.com/tags/att_input_pattern.asp.
    • Precision: For numeric fields, specify how much of the size is allocated to the right of the decimal place (must be an integer between 0 and 20).
    • Size: Enter the number of alphanumeric characters in text or number fields; it must be an integer between 0 and 400.
    • Use as Form Date: Toggle on if this question’s date answer should be used as the primary date of the form (only select for one question on the form).
  6. Select “Save” upon completion.

Manage form questions

  1. Locate the form type and select the “Edit” button for the desired form type.
  2. Within the “Sections and Questions” section, locate the table of questions.
  3. Select the appropriate option for managing your questions:
    • Edit this question.
    • Copy this question.
    • Delete this question and all associated answers.

Rules

Rules pair triggers and actions to generate automated responses.

Create a rule

  1. Locate the form type and select the “Edit” button for the desired form type.
  2. Select “Add” in the “Rules” section.
  3. Populate the fields.  Data fields with an asterisk (*) are required.
    • Name*: The name of the rule.
    • Precedence*: The order of this rule in relation to the other rules. Rules will execute in the order specified. If no order is specified, rules will automatically increment by 5.
    • Debug Mode: Places this rule in “debugging” mode that logs evaluation information to the browser console to assist with troubleshooting issues.
      • Please toggle off when your form is complete. Please see the section on Debug Mode for additional information on how to use this functionality.
    • Comments: Any comments you would like to store for this rule.
  4. Select “Save” upon completion.

Manage rules

  1. Locate the form type and select the “Edit” button for the desired form type.
  2. Select the appropriate option for managing your rules within the “Rules” section:
    • Edit this rule.
    • Copy this rule.
    • Delete this rule and all associated logic.

Triggers

Triggers capture the preceding event(s) of any rule that initiates the action.

Create a trigger

  1. Locate the form type and select the “Edit” button for the desired form type.
  2. Locate the appropriate rule in the “Rules” section
  3. Select “Add” in the “Trigger” section.
  4. Populate the fields.  Data fields with an asterisk (*) are required.
    • Group*: The group of this trigger. Groups are used in conjunction with logical statements where the entire group evaluates to true or false.
      • If an OR statement will be included in the logic, the Group value defines the order of operations. Use additional groupings to ensure the filtering logic works as expected.
      • If the logic does not use OR statements (the logic only uses AND statements), or there is only a single filter, Group 1 will be sufficient.
      • For example, if your logic looks something like (A and B and C) OR (D and E), the filter elements within the first set of parenthesis will be in Group 1, and the filter elements within the second set of parenthesis will be in Group 2.
    • Precedence*: The order of this trigger in relation to the other triggers within the group.
      • When adding, editing, and deleting a trigger, the system will automatically renumber the triggers by increments of 5.
    • Trigger Type*: The type of trigger to perform. Options include:
      • After Form Save
        • The “New Form” and “Form Open” triggers may be combined using “OR” logic when paired with the “After Form Save” trigger.
        • “Answer Changed” and “Answer Comparison” triggers may be paired with AND logic.
      • Answer Changed
        • If an answer is changed from null to something else, and then back to null, the Answer Changed trigger to evaluate to true.
      • Answer Comparison
        • The comparison is not case sensitive. For example, if the answer to a question is “Yes” and it is being evaluated against the value “yes”, this comparison will evaluate to True.
        • The Answer Comparison trigger can also be used to compare against the presence or lack of an attachment for questions with the Attachment or Photo datatype. Use the “is blank” or “is not blank” operator.
      • Before Form Save
        • The “New Form” and “Form Open” triggers may be combined using “OR” logic when paired with the “Before Form Save” trigger.
        • “Answer Changed” and “Answer Comparison” triggers may be added with AND logic.
      • Form Open
        • This trigger initiates when an existing form is opened for edit. To trigger upon the action of creating a new form, use the ‘New Form’ trigger.
        • The “Before Form Save” and “After Form Save” triggers may be paired with “OR” logic when combined with the “Form Open” trigger.
        • The “Form Open” trigger is mutually exclusive to the “New Form” trigger.
      • New Form
        • This trigger initiates when a new form is initially opened for creation.
        • The “Before Form Save” and “After Form Save” triggers may be paired with “OR” logic when combined with the “New Form” trigger.
        • The “New Form” trigger is mutually exclusive to the “Form Open” trigger.
    • Logical*: Defines how to relate this trigger to the other triggers.
      • If the trigger directly after this trigger is in a different group, then the logical field will describe how the two groups interact.
      • The AND statement has a higher precedence than the OR statement. See the table below for examples.
        • A OR B AND C MEANS A OR (B AND C)
        • A AND B OR C AND D MEANS (A AND B) OR (C AND D)
        • A AND B AND C OR D MEANS ((A AND B) AND C) OR D
  5. Select “Save” upon completion.

Manage triggers

  1. Locate the form type and select the “Edit” button for the desired form type.
  2. Select the appropriate option for managing your triggers within the “Rules” section:
    • Edit this trigger.
    • Delete this trigger.
      • When deleting a trigger, the system will automatically renumber the triggers by increments of 5. 

Actions

Actions are configured to be processed as a group when the triggers are met (“If these triggers are true then perform these actions”), in addition to as a group when triggers are not met (“Else perform these actions”). Specific actions are available based on the trigger(s) selected. 

Trigger / action matrix

The available actions are dependent upon which triggers are saved.

Create an action

  1. Locate the form type and select the “Edit” button for the desired form type.
  2. Locate the appropriate rule in the “Rules” section
  3. Select “Add” in the “Action” section.
  4. On the next page, populate the fields based on the action selected. Data fields with an asterisk (*) are required.
  5. Select “Save” upon completion.

Add or Remove Form Tag

Add a new form tag or removes an existing form tag when the rule triggers are met.

When selecting this action, ensure your trigger(s) are paired with either a “Before Form Save”, “Form Open”, or “New Form” Trigger Type to work correctly.  If you are adding or removing multiple tags, please create a separate action for each tag.

  • Action Type*: The type of action to perform. Select “Add Form Tag” or “Remove Form Tag”.
  • Value*: The value to use for this action.
  • Create Corresponding Action: Toggle on to create the corresponding action.
    • For example, choose to create the corresponding action to complete the reverse when the criteria are not met.
    • This field is visible upon creation and hidden when the record is edited. It is defaulted to be selected.

Create or Update Task

The Create or Update Task action generates a task or updates an existing task when the rule triggers are met. The “Create/Update Task” action will generate a Task whose External Identifier is the Rule Action’s GUID.

When selecting this action, ensure your trigger(s) are paired with an “After Form Save” Trigger Type to work correctly. 

  • Action Type*: The type of action to perform. Select “Create Task” or “Update Task”.
  • Task Assignees*: The list of email addresses, contact identifiers, or form answers (that contain a contact as an answer) that will be assigned to the task (and that will receive task-related emails). Separate multiple recipients with a semicolon. You may append variables to create a dynamic recipients list.
  • Task Summary*: The summary to use for the task and for the subject line of any related emails. You may append variables to make the subject dynamic.
    • The Answer variable will format dates as YYYY-MM-DD HH:MM:SS.
  • Task Description*: The text to use for the task details and for the body of any related emails. You may append variables to make this information dynamic.
    • This field does not support bulleted lists.
    • The Answer variable will format dates as YYYY-MM-DD HH:MM:SS.
  • Task Type*: The type of task to create.
  • Task Priority*: The priority to set for the task.
  • Task Status*: The status to set for the task.
  • Due Date: The due date to set for the task. Leave blank for none. Use variables to make this date dynamic.
  • Start Date: The start date to set for the task. Leave blank for none. Use variables to make this date dynamic.
  • Close Date: The close date to set for the task. Leave blank for none. Use variables to make this date dynamic.
    • If updating a task to automatically set a close date, best practice is to set a close date equal to a date question within the form, rather than today’s date. This allows the task close date to reflect the date the work was completed.
  • Associated Assets: The list of asset identifiers, or form answers (that contain an asset as an answer) that are associated with this task. Separate multiple assets with a semicolon. Leave blank for none. Use variables to make the associated assets dynamic.
  • Task Identifier: The identifier of the task to be created/updated for this action. You must specify different identifiers if multiple tasks can be created for this form.
  • Email on New Task: Toggle on to send an email to the assignees when a new task is created by this rule.
  • Email on Task Updates: Toggle on to send an email to the assignees when an existing task is updated by this rule.
  • Overwrite Values: Toggle on to replace existing values. Toggle off to only replace blank values on any update. This is commonly set to ‘false’ to retain existing data and only add missing data.
    • If updating a task, Overwrite Values must be set to ‘true’.

Hide or Show Question

The Hide or Show Question actions control the question’s visibility in the form when the rule triggers are met or evaluate to true.

The “Hide Question” action should be paired with a “Set Answer” action (where Value = {Blank}), except in cases where “Hide Question” is being used for form security. This pairing of “Hide Question” and “Set Answer” (where Value = {Blank}) actions prevents the situation where originally populated data is hidden and then unintentionally submitted to the database.

  • Action Type*: The type of action to perform. Select “Hide Question” or “Show Question”.
  • Question*: Select the question you would like to control when the rule trigger evaluates to true. Typically, this action is paired with an Answer Comparison rule trigger.
  • Create Corresponding Action: Select if you want to create the corresponding action.
    • For example, choose to create the corresponding action to complete the reverse when the criteria are not met.
    • This field is visible upon creation and hidden when the record is edited. It is defaulted to be selected.

Hide or Show Section

The Hide or Show Section actions control the form section’s visibility when the rule triggers are met or evaluate to true.

The “Hide Section” action should be paired with a “Set Answer” action (where Value = {Blank}), except in cases where “Hide Section” is being used for form security. This pairing of “Hide Section ” and “Set Answer” (where Value = {Blank}) actions prevents the situation where originally populated data is hidden and then unintentionally submitted to the database.

  • Action Type*: The type of action to perform. Select “Hide Section” or “Show Section”.
  • Section*: Select the section you would like to control when the rule trigger evaluates to true. Typically, this action is paired with an Answer Comparison rule trigger.
  • Create Corresponding Action: Select if you want to create the corresponding action.
    • For example, choose to create the corresponding action to complete the reverse when the criteria are not met.
    • This field is visible upon creation and hidden when the record is edited. It is defaulted to be selected.

Lock Form

The Lock Form action locks the form and prevents further edits when the rule triggers are met.

Typically, this action is paired with the “After Form Save” trigger type.

  • Action Type*: The type of action to perform. Select “Lock Form”. 

Send Email

The Send Email action sends an email when the rule triggers are met.

Typically, this action is paired with the “After Form Save” trigger type.

  • Action Type*: The type of action to perform. Select “Send Email”. 
  • Email Recipients*: The list of email addresses, contact identifiers, or form answers (that contain a contact as an answer) that will receive the email. Separate multiple recipients with a semicolon (e.g., {FormAnswer:
    }; email2@company.com). You may append variables to create a dynamic recipients list.
  • Email Subject*: The subject to use for the email. You may append variables to make the subject dynamic.
  • Email Body*: The body to use for the email, message, or task. You may append variables to make the body dynamic.
  • Include Form: Toggle on to include the form’s answered questions, comments, and photos in the email.

Set Answer

The Set Answer action sets the answer to an existing form question when the rule triggers are met.

Typically, this action is paired with the “Before Form Save” or the “Form Open” trigger type.

  • Action Type*: The type of action to perform. Select “Set Answer”. 
  • Question*: The question where the answer will be set.
  • Value*: The value to set for the question identified above. You may append variables to make the value dynamic.
    • If you use the {CurrentUser} variable to set an answer, the Data Type of the question where the answer is being set needs to be a Dropdown List with the List specifying a Contact Selection List report. Otherwise, a 36-character GUID will display instead of the current user’s name.
    • The {EVALUATE:} function may be used in this field. See the Evaluate page for examples of how to use this function.

Set Asset Attribute

The Set Asset Attribute action sets the answer to an existing asset attribute type when the rule triggers are met. This action will set the attribute for each asset associated with the form where the attribute type exists.

This action must be paired with the “After Form Save” trigger type.

  • Action Type*: The type of action to perform. Select “Set Asset Attribute”.
  • Asset Attribute Type*: The asset attribute type where the answer will be set.
  • Value: The value to set for the asset attribute type identified above. You may append variables to make the value dynamic.
    • If you use the {CurrentUser} variable to set an answer, the Data Type of the asset attribute type where the answer is being set needs to be a Dropdown List with the List specifying a Contact Selection List report. Otherwise, a 36-character GUID will display instead of the current user’s name.
    • The {EVALUATE:} function may be used in this field. See the Evaluate page for examples of how to use this function.

Set Asset Location

The Set Asset Location action sets coordinates of an asset when the rule triggers are met. This action will set the coordinates for each asset associated with the form.

This action must be paired with the “After Form Save” trigger type.

  • Action Type*: The type of action to perform. Select Set “Asset Location”.
  • Location Type*: The location type where the coordinates will be set. Select either Center or Front.
  • Value: The coordinates to set for the asset location identified above. You may append variables to make the value dynamic.
    • A common approach is to use the {FormAnswer:} variable which references a form question with a datatype of Coordinates.

Set Contact Attribute

The Set Contact Attribute action sets the answer to an existing contact attribute type when the rule triggers are met. This action will set the attribute for each contact associated to the form where the attribute type exists.

This action must be paired with the “After Form Save” trigger type.

  • Action Type*: The type of action to perform. Select “Set Contact Attribute”.
  • Asset Attribute Type*: The contact attribute type where the answer will be set.
  • Value: The value to set for the contact attribute type identified above. You may append variables to make the value dynamic.
    • If you use the {CurrentUser} variable to set an answer, the Data Type of the asset attribute type where the answer is being set needs to be a Dropdown List with the List specifying a Contact Selection List report. Otherwise, a 36-character GUID will display instead of the current user’s name.
    • The {EVALUATE:} function may be used in this field. See the Evaluate page for examples of how to use this function.

Set Telemetry

The Set Telemetry action sets telemetry values at the associated asset when the rule triggers are met. This action will set telemetry for each asset associated to the form. You must have a linked asset (select the ‘Associate Form to Asset’ toggle) in at least one form question.

This action must be paired with the “After Form Save” trigger type.

  • Action Type*: The type of action to perform. Select “Set Telemetry”.
  • Telemetry Type*: The telemetry type to use for the telemetry.
  • Unit of Measure*: The unit of measure to use for the telemetry.
  • Telemetry Tag: The asset’s telemetry tag identifier to use for the telemetry.
  • Active Date*: The active date to use for the telemetry.
  • Inactive Date: The inactive date to use for the telemetry.
  • Numeric Value: The numeric value to use for the telemetry.
  • Text Value: The text value to use for the telemetry.
  • Estimated: The estimated flag to use for the telemetry.
  • Invalid: The invalid flag to use for the telemetry.
  • Locked: The locked flag to use for the telemetry.
  • Collected Date: The collection date to use for the telemetry. If no date is set, the collected date will default to the date the form was submitted.
  • Comments: The comments to use for the telemetry.

Show Error Message

The Show Error Message action displays an error message when the rule triggers are met.

Typically, this action is paired with the “Before Form Save” and the “Answer Comparison” trigger types.

  • Action Type*: The type of action to perform. Select “Show Error Message”.
  • Message Title*: The title to use for the message. You may append variables to make the title dynamic.
  • Message Body*: The body to use for the message. You may append variables to make the body dynamic.

Show Information Message

The Show Information Message action displays an information message when the rule triggers are met.

Typically, this action is paired with the “Before Form Save” and the “Answer Comparison” trigger types.

  • Action Type*: The type of action to perform. Select “Show Informational Message”.
  • Message Title*: The title to use for the message. You may append variables to make the title dynamic.
  • Message Body*: The body to use for the message. You may append variables to make the body dynamic.

Show Success Message

The Show Success Message action displays an information message when the rule triggers are met.

Typically, this action is paired with the “Before Form Save” and the “Answer Comparison” trigger types.

  • Action Type*: The type of action to perform. Select “Show Success Message”.
  • Message Title*: The title to use for the message. You may append variables to make the title dynamic.
  • Message Body*: The body to use for the message. You may append variables to make the body dynamic.

Manage actions

Once actions have been created, manage these records to maintain accurate information. 

  1. Locate the form type and select the “Edit” button for the desired form type.
  2. Select the appropriate option for managing your actions within the “Rules” section:
    • Edit this action.
    • Delete this action.

Debug Mode

The debug mode toggle is designed to assist with troubleshooting form rule logic. Follow these steps to use this tool.

  1. Toggle on the Debug Mode for one or more form rules and save the form rules.
  2. In the main menu, under Forms, select New to create a new form.
  3. Select the form type you’d like to debug.
  4. Right-click on the form and select ‘Inspect’ (in Chrome or Microsoft Edge) or ‘Inspect Element’ (in Firefox) from the drop-down menu.
  5. Select the ‘Console’ tab.
  6. As you enter data into your form, the debugging information will write to the Console tab as rules are evaluated. The information provided may help inform where rules are failing.

Please contact Assetas if you have questions regarding the use of Debug Mode.

Table of Contents