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

Form Types

Search form types

1. Expand the “Form” menu on the sidebar navigation.
2. Select the “Design” menu.

Search Tips

• Expand the “Data Filters” section to limit the results based on specific fields.
• Select “Refresh List” to load an updated list; alternatively, select “Reset” to clear all of the filters.
• Select column headers to sort by column, alphabetically.
• Use the Data Filters at the top of the screen to search for existing form types. By default, only non-archived form types will display.
• The Administrator or the ‘Managed By’ form type contact can view archived form types by selecting the appropriate value from the Archived Status dropdown.

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.
   • Culture/Language*: The culture/language of the form. Please select the most specific option that applies.
   • 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 Text-To-Speech: Toggle on to allow users to have the device read out the question text.
   • 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 Encoder tool.  This tool will allow you to embed the form type link so public users may access this form without logging into the system.
   • Visible in Trek: If the form is available in the offline Trek app. Defaults to true for all new form types.
   • Tags:  Enter the list of tags associated with this record.
   • Description: Enter a description of the form type.
   • Managed By*: The contact who manages this form type.
     • This field is hidden upon creation and visible when the record is edited. It is defaulted to the user who created the record.
   • Archived: Toggle on to disable the usage of this form type.
     • This field is hidden upon creation and visible when the record is edited.
     • Archived form types will not allow users to submit new forms of this type.
     • Existing forms of this type will not be impacted. Users will continue able to view and edit forms that existed prior to the Archived setting.
     • Archiving a form type will add a tag of ‘Archived’ to the form type. Archived form types are visible to the ‘Managed By’ contact (and to Administrators if ‘Administrator’ is added to the Security section of the form type) by using the search function on the Design Form Type screen.
   • 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.
     • The newly copied record is created immediately after selecting to copy.  Update the newly created record’s name to an appropriate value.
     • If the original record has an external identifier, the system will set the external identifier of the newly created record to null.
   • Download the form type definition for importing into another database.
     • Export and import of a form type from one instance into another will support form security configurations.
   • Delete the form type, which will include deleting all sections, questions, and answers.
     • Form Types in use cannot be deleted, including those in the Recycle Bin.

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. For repeating questions, only the first iteration of the question will allow the option to attach photos.
   • Allow Comments:  Toggle on when users may enter comments alongside the answer value. For repeating questions, only the first iteration of the question will allow the option to add comments.
   • 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. Strict URLs must start with http:// or https://.
     • 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.
     • Pasting formatted text directly from other applications (like Word and OneNote) into the answer field is strongly discouraged. The original formatting may be rendered incorrectly or cause page formatting issues. Rather, it is recommended to paste plain text into the answer field and format the text in Assetas.
   • Analyze Text: Toggle on to use AI to analyze the form answer’s text for sentiment and key phrases.
   • 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.
   • Associate Form to Task: Toggle on if the task in this question’s answer should be linked to the form.
   • 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. Form rules are evaluated during creation and updates performed manually, by workflow, or by data import.

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*: Enter the name of the rule.
   • Precedence*: Enter 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: Toggle on to activate the “debugging” mode to log evaluation information to the browser console to assist with troubleshooting issues.
     • Please toggle off when your form is complete. Please see the section below on Debug Mode for additional information on how to use this functionality.
   • Comments: Enter any comments you would like to store for this rule.
4. Select “Save” upon completion.

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.

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*: Select 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*: Enter 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*: Select the type of trigger to perform. Options include:
     • After Form Submit
       • The “New Form” and “Form Open” triggers may be combined using “OR” logic when paired with the “After Form Submit” trigger.
       • This trigger evaluates to “true” ONLY when the form is submitted, and not when it is saved as a draft.
       • “Answer Changed” and “Answer Comparison” triggers may be paired with AND logic.
       • The Run Delay option allows the user to specify the number of minutes to delay the running of the rule evaluation after the form is submitted. Leave this field blank to run the trigger immediately upon form submit.
       • Use caution when combining this trigger with an “ELSE” action. This trigger will evaluate as FALSE at several points prior to form submit, which will result in ELSE actions being executed.
     • 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.
       • This trigger evaluates to “true” just before the form is submitted or saved as a draft.
       • Use caution when combining this trigger with an “ELSE” action. This trigger will evaluate as FALSE at several points prior to form save, which will result in ELSE actions being executed.
     • 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.
       • Use caution when combining this trigger with an “ELSE” action. This trigger will evaluate as FALSE at several points after form save, which will result in ELSE actions being executed.
     • 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.
       • Use caution when combining this trigger with an “ELSE” action. This trigger will evaluate as FALSE at several points after form creation, which will result in ELSE actions being executed.
     • User is Anonymous
       • This trigger is available only when the form type allows for anonymous submittal in the Form Type Details section.
   • Logical*: Select the option to define 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. This action must be paired with a “Before Form Save”, “Form Open”, or “New Form” trigger.

Create multiple actions when adding or removing multiple tags.

• Precedence*: Enter the order of this action in relation to the other actions. Actions will execute in the order specified.
  • When adding, editing, and deleting an action, the system will automatically renumber the actions by increments of 5.
• Action Type*: Select the type of action to perform. Select “Add Form Tag” or “Remove Form Tag”.
• Value*: Enter the value to use for this action.
• Create Corresponding “Remove” or “Add” 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.

Associate Asset to Asset

The Associate Asset to Asset action adds a new asset to asset association or replaces an existing asset to asset association when the rule triggers are met. This action must be paired with an “After Form Submit” trigger.

• Precedence*: Enter the order of this action in relation to the other actions. Actions will execute in the order specified.
  • When adding, editing, and deleting an action, the system will automatically renumber the actions by increments of 5.
• Action Type*: Select the type of action to perform. Select “Associate Asset to Asset”.
• Asset*: The primary or parent asset to associate. You can insert a GUID or a variable.
• Association Type*: The association type of the linked assets.
• Secondary Asset*: The secondary or child asset to associate. You can insert a GUID or a variable.
• Replace Existing Association: Toggle on if the new association replaces one of the same association type.

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. This action must be paired with an “After Form Submit” trigger.

• Precedence*: Enter the order of this action in relation to the other actions. Actions will execute in the order specified.
  • When adding, editing, and deleting an action, the system will automatically renumber the actions by increments of 5.
• Action Type*: Enter the type of action to perform. Select “Create Task” or “Update Task”.
• Task Assignees*: Enter 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*: Enter 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*: Enter 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*: Select the type of task to create.
• Task Priority*: Select the priority to set for the task.
• Task Status*: Select the status to set for the task.
• Due Date: Select the due date to set for the task. Leave blank for none. Use variables to make this date dynamic.
• Start Date: Select the start date to set for the task. Leave blank for none. Use variables to make this date dynamic.
• Close Date: Select 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: Enter 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.
• New Form Type to Launch from Task: The type of form to launch from the task. Users will see a link within the task to create a new form of this type.
• Task Identifier: Enter 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.
  • Note, if assets associated to the form have a profile photo, the photo will be included in the task email.
• 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’.
• Attribute Type: Select a task attribute to optionally set at the time of task creation or update.
• Value: The value to set for the attribute. You may insert variables as needed.
• Actions – Delete: Clears this task attribute type.

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. This action must be paired with an “Answer Changed”, “Answer Comparison”, “Form Open”, “New Form”, or “User is Anonymous” trigger.

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.

• Precedence*: Enter the order of this action in relation to the other actions. Actions will execute in the order specified.
  • When adding, editing, and deleting an action, the system will automatically renumber the actions by increments of 5.
• Action Type*: Select 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: 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.

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. This action must be paired with an “Answer Changed”, “Answer Comparison”, “Form Open”, “New Form”, or “User is Anonymous” trigger.

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.

• Precedence*: Enter the order of this action in relation to the other actions. Actions will execute in the order specified.
  • When adding, editing, and deleting an action, the system will automatically renumber the actions by increments of 5.
• Action Type*: Select 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: 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.

Lock Form

The Lock Form action locks the form and prevents further edits when the rule triggers are met. This action must be paired with an “After Form Submit” trigger.

• Precedence*: Enter the order of this action in relation to the other actions. Actions will execute in the order specified.
  • When adding, editing, and deleting an action, the system will automatically renumber the actions by increments of 5.
• Action Type*: Select the type of action to perform. Select “Lock Form”.

Prevent Form Save

The Prevent Form Save action does not allow the user to save the form when the rule triggers are met. This action must be paired with a “Before Form Save” trigger. We recommend pairing this action with a trigger defining why a form should not save and an action to “Show Error Message” providing information to the user on how to resolve.

• Precedence*: Enter the order of this action in relation to the other actions. Actions will execute in the order specified.
  • When adding, editing, and deleting an action, the system will automatically renumber the actions by increments of 5.
• Action Type*: Select the type of action to perform. Select “Prevent Form Save”.

Send Email

The Send Email action sends an email when the rule triggers are met. This action must be paired with an “After Form Submit” trigger.

The resulting email will include a link to view the form in the system.

• Precedence*: Enter the order of this action in relation to the other actions. Actions will execute in the order specified.
  • When adding, editing, and deleting an action, the system will automatically renumber the actions by increments of 5.
• Action Type*: Select the type of action to perform. Select “Send Email”.
• Email Recipients*: Enter 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:Form Question External Identifier}; email2@company.com). You may append variables to create a dynamic recipients list.
• Email Subject*: Enter the subject to use for the email. You may append variables to make the subject dynamic.
• Email Body*: Enter 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.
  • When selected, the form embedded in the email displays all questions for which there are answers, including applicable section headers, comments, and photos. Also, If assets associated to the form have a profile photo, the photo will be included in the email when ‘Include Form’ is toggled to ‘On’.
• Send Only on First Submit: Toggle on to send the email only on the initial submit, and not send the email any time someone edits and saves the form.

Send SMS

The Send SMS action sends an SMS message when the rule triggers are met. This action must be paired with an “After Form Submit” trigger.

Messages are sent from the number (844) 542-3501. SMS messages may only be sent to phone numbers in the United States. Local carrier rates apply to delivered messages.

• Precedence*: Enter the order of this action in relation to the other actions. Actions will execute in the order specified.
  • When adding, editing, and deleting an action, the system will automatically renumber the actions by increments of 5.
• Action Type*: Select the type of action to perform. Select “Send SMS”.
• SMS Recipients*: Enter the list of phone numbers, contact identifiers, or form answers (that contain a contact as an answer) that will receive the SMS message.
  • Messages are only sent to “Mobile” numbers that are marked as “Use” at the contact record. Separate multiple recipients with a semicolon (e.g., {FormAnswer:Form Question External Identifier}; email2@company.com).
  • You may append variables to create a dynamic recipients list.
• Message*: Enter the content of the SMS message. You may append variables to make the subject dynamic.

Set As Draft

The Set As Draft action sets the form status to “Draft” when the rule triggers are met. This action must be paired with an “After Form Submit” trigger type.

• Precedence*: Enter the order of this action in relation to the other actions. Actions will execute in the order specified.
  • When adding, editing, and deleting an action, the system will automatically renumber the actions by increments of 5.
• Action Type*: Select the type of action to perform. Select “Set As Draft”.

Set Answer

The Set Answer action sets the answer to an existing form question when the rule triggers are met. This action must be paired with an “Answer Changed”, “Answer Comparison”, “Before Form Save”, “Form Open”, “New Form”, or “User is Anonymous” trigger. Typically, this action is paired with a “Before Form Save” or a “Form Open” trigger.

Using any of the following variables in the “Value” field requires a “Before Form Save” trigger:

{Asset}
{AssetAddress}
{AssetAttribute}
{AssetContacts}
{Asset.AlternateName}
{Contact}
{ContactAddress}
{ContactAttribute}
{ContactEmail}
{ContactPhone}
{Evaluate}
{ManagerOf}
{NewFormLink}
{ShortURL}

• Precedence*: Enter the order of this action in relation to the other actions. Actions will execute in the order specified.
  • When adding, editing, and deleting an action, the system will automatically renumber the actions by increments of 5.
• Action Type*: Select the type of action to perform. Select “Set Answer”.
• Question*: Select the question where the answer will be set.
• Value*: Enter 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.
  • To set a repeating Contact question with multiple people, please provide a list of semicolon-separated GUIDs or you may use a variable that returns more than one contact record.

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 to the form, or for a specific asset, where the attribute type exists. This action must be paired with an “After Form Submit” trigger.

• Precedence*: Enter the order of this action in relation to the other actions. Actions will execute in the order specified.
  • When adding, editing, and deleting an action, the system will automatically renumber the actions by increments of 5.
• Action Type*: Select the type of action to perform. Select “Set Asset Attribute”.
• Asset Attribute Type*: Select the asset attribute type where the answer will be set.
• Value: Enter 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 Attribute For: Select ‘All Associated Assets’ to set the asset attribute for all assets associated to the form with that asset attribute. Select ‘Specific Asset’ to choose an individual asset at which to set the asset attribute.
• Question: If ‘Specific Asset’ is selected, choose the form question where that specific asset is set as the answer. This list will filter for questions that are linked to an asset.

Set Asset Location

The Set Asset Location action sets the 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 an “After Form Submit” trigger.

• Precedence*: Enter the order of this action in relation to the other actions. Actions will execute in the order specified.
  • When adding, editing, and deleting an action, the system will automatically renumber the actions by increments of 5.
• Action Type*: Select the type of action to perform. Select “Set Asset Location”.
• Location Type*: Select the location type where the coordinates will be set. Select either Center or Front.
• Value: Enter 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 Asset Property

The Set Asset Property action sets the value of an asset property when the rule triggers are met. This action will set the property for each asset associated with the form. This action must be paired with an “After Form Submit” trigger.

• Precedence*: Enter the order of this action in relation to the other actions. Actions will execute in the order specified.
  • When adding, editing, and deleting an action, the system will automatically renumber the actions by increments of 5.
• Action Type*: Select the type of action to perform. Select “Set Asset Property”.
• Location Type*: Select the asset property where the value will be set.
• Value: Enter the value to set for the asset property identified above. You may append variables to make the value dynamic. The {EVALUATE:} function may be used in this field. See the Evaluate page for examples of how to use this function.

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 with the form where the attribute type exists. This action must be paired with an “After Form Submit” trigger.

• Precedence*: Enter the order of this action in relation to the other actions. Actions will execute in the order specified.
  • When adding, editing, and deleting an action, the system will automatically renumber the actions by increments of 5.
• Action Type*: Select the type of action to perform. Select “Set Contact Attribute”.
• Asset Attribute Type*: Select the contact attribute type where the answer will be set.
• Value: Enter 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 with 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 an “After Form Submit” trigger.

• Precedence*: Enter the order of this action in relation to the other actions. Actions will execute in the order specified.
  • When adding, editing, and deleting an action, the system will automatically renumber the actions by increments of 5.
• Action Type*: Select the type of action to perform. Select “Set Telemetry”.
• Telemetry Type*: Select the telemetry type to use for the telemetry.
• Unit of Measure*: Select the unit of measure to use for the telemetry.
• Telemetry Tag: Enter the asset’s telemetry tag identifier to use for the telemetry.
• Active Date*: Select the active date to use for the telemetry.
• Inactive Date: Select the inactive date to use for the telemetry.
• Numeric Value: Enter the numeric value to use for the telemetry.
• Text Value: Enter the text value to use for the telemetry.
• Estimated: Toggle on to indicate that the telemetry is estimated.
• Invalid: Toggle on to indicate that the telemetry is invalid.
• Locked: Toggle on to indicate that the telemetry is locked.
• Allow Locked Updates: Toggle on if you want to update the telemetry information even if the telemetry record is locked.
• Collected Date: Select 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.
• Duplicate Days: The number of days to duplicate the telemetry record. This will set the same numeric or text value for the desired number of days, starting with the active date specified. If using form answers of a start date and an end date to calculate the number of days, use the following formula:
  {EVALUATE:(ToDateTime(“{FormAnswer:End}”) – ToDateTime(“{FormAnswer:Start}”)).TotalDays + 1}
• Comments: Enter 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. This action can be used with any trigger and is often paired with a “Before Form Save” or an “Answer Comparison” trigger.

• Precedence*: Enter the order of this action in relation to the other actions. Actions will execute in the order specified.
  • When adding, editing, and deleting an action, the system will automatically renumber the actions by increments of 5.
• Action Type*: Select the type of action to perform. Select “Show Error Message”.
• Message Title*: Enter the title to use for the message. You may append variables to make the title dynamic.
• Message Body*: Enter 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. This action can be used with any trigger and is often paired with a “Before Form Save” or an “Answer Comparison” trigger.

• Precedence*: Enter the order of this action in relation to the other actions. Actions will execute in the order specified.
  • When adding, editing, and deleting an action, the system will automatically renumber the actions by increments of 5.
• Action Type*: Select the type of action to perform. Select “Show Informational Message”.
• Message Title*: Enter the title to use for the message. You may append variables to make the title dynamic.
• Message Body*: Enter 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. This action can be used with any trigger and is often paired with a “Before Form Save” or an “Answer Comparison” trigger.

• Precedence*: Enter the order of this action in relation to the other actions. Actions will execute in the order specified.
  • When adding, editing, and deleting an action, the system will automatically renumber the actions by increments of 5.
• Action Type*: Select the type of action to perform. Select “Show Success Message”.
• Message Title*: Enter the title to use for the message. You may append variables to make the title dynamic.
• Message Body*: Enter 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.

Security

Grant security to security role or contact role

1. Locate the form type and select the “Edit” button for the desired form type.
2. Select “Add” in the “Security” section.
3. Populate the fields.  Data fields with an asterisk (*) are required.
   • Group Type*: The security role or contact group.
   • Security Role*: The security role who users are granted access to this form type.
     • This field is only visible when “Group Type” is “Security Role”.
   • Contact Group*: The contact group whose members are granted access to this form type.
     • This field is only visible when “Group Type” is “Contact Group”.
   • View Any: Toggle on if users of this group are allowed to view any forms of this type.
   • View Associated: Toggle on if users of this group are allowed to view the forms of this type to which they are associated.
   • Add: Toggle on if users of this group are allowed to add new forms of this type.
   • Edit: Toggle on if users of this group are allowed to edit the forms of this type.
   • Delete: Toggle on if users of this group are allowed to delete forms of this type.
   • Administer: Toggle on if users of this group are allowed to administer (e.g., lock or unlock) forms of this type.
4. Select “Grant” upon completion.

Grant security to yourself

1. Locate the form type and select the “Edit” button for the desired form type.
2. Select “Add Me” in the “Security” section to grant yourself access immediately.

Manage security

Once security has been assigned, manage these records to maintain accurate access.

1. Locate the form type and select the “Edit” button for the desired form type.
2. To the right of each record, under the Actions menu, you may:
   • Edit this security assignment.
   • Revoke the ability for this assignment to access this form type.