Overview
Fergus lets you create and attach sets of Forms to your Jobs and Job Phases. This provides your staff with predefined actions for them to ensure they meet the outcomes of your business and your customer.
Creating and saving Forms Templates allows you to attach these Forms to as many Jobs and Job Phases as you like, allowing you to create different Forms for different types of jobs.
In this article we'll cover:
Creating Form Templates
Using System Tags
Using Conditional Logic
Managing Form Templates
Setting User Permissions for Forms
Or watch this short video to get an overview of how to build form templates:
When to use it
One of the biggest benefits of using Forms is the ability to define internal or external processes for your staff and customers. This sets expectations and provides a clear procedure for them to follow when in the field. Forms can be completed on web or on mobile when you are on site or on the go.
Additionally, Forms help you maintain accountability by assigning staff members to a Form (and set reminders). This helps ensure that your business maintains a high standard of service on every Job.
Example templates that you could create include; Health and Safety forms, detailed quote requirement forms, and vehicle status forms. Additionally, Forms can be saved and shared as PDF documents.
How to use it
1. Creating Form Templates
Creating, and then publishing your custom Form Templates allows you to attach the same Form to multiple Jobs or Job Phases.
To create a Form Template, go to Settings > Forms
Note: only users with the right permissions can create Form Templates. See the Permissions section in this article for more details.
Click the New Template button at the top of the page. This will open the Form builder page.
Give your Form Template a descriptive name.
1.1 Form Settings
When working with your Forms you can number your Form which allows you to have a sequential serial number for every Form generated. Every time a form is added to a job or job phase the serial number increases by one.
You can also include your company header and a footer on the first page or every page of the PDF.
1.2 Adding Elements to your Form
By default, this new Form is empty and ready to have elements added to it. On the right-hand side, you can see all the various types of elements that can be used to build your Template. Just simply click on one element and drag it to the middle workspace.
Instructional elements are elements that are used internally to help you format or provide context to the staff filling the Form. Instructional elements are static in your form and the user can not overwrite or edit them.
Instructional Element | Description |
Heading | Adds a header to your Form to break it up into sections for better formatting. |
Section | Sections help you organise your information. Other elements can be dragged into sections. |
Paragraph | This is a space where you can add a paragraph for things like instructions or details on how to complete the form. |
Divider | Dividers can add to your Form to break it up for better formatting. Dividers can be placed between sections. |
Page Break | Add a page break to your Form to start a new page. This only appears in the print PDF version of the Form. |
Image | Add an image for visual instructions or details that require lots of words to explain. |
Blank Space | Add blank spaces to your Form to break it up for better formatting. |
Data Entry Elements are elements that are added to the Form and used to collect the data when filling up the Form. These elements are where the user can enter the information required to complete the form.
Data Entry Element | Description |
Multiple Choice | Your staff can tick on one or multiple options to show completion/non-completion of a task. |
Single Choice | Your staff can tick one option to show completion/non-completion of a task. |
Date Input | Your staff can enter a date using the date picker. |
Time Input | Your staff can enter time using the time picker. |
Number Input | Your staff can enter numbers up to a maximum of 10 digits. |
Short Text | Your staff can enter short amounts of text. You can set your own character limit up to a maximum of 1000 characters. |
Long Text | Your staff can enter long amounts of text. You can set your own character limit up to a maximum of 5000 characters. |
Photo | Your staff can upload a photo. There are 4 different size options to chose from. |
Signature | This field allows you to collect signatures from the customer or the staff completing the Form. |
To re-order your Form items, hover on the Form item, then click and drag using the drag icon to the left side of each box.
To delete an item, click on the item, and click Delete element on the right.
1.3 Element Settings
The Element settings are are the top of the form builder panel on the right, and change when you click on each element. Different elements have different settings, including hiding the element's label (title), or hiding its description (if the element has one). Marking it as required means that this element will have to have to be completed on the form and can't be skipped.
Element resizing allows you to split the Form into up to three columns and drag elements in these three columns for optimal formatting. By default, we add all elements one after another in one single column.
Tip: The way you format your elements in the Form Template, will determine what order they show when filling out the form in the Fergus Go mobile app.
Each row of elements, will be ordered vertically in Fergus Go.
E.g. For the Safety Inspection Checklist above, the fields will stack in this order:
Date
Customer name
Phone number
Site address
Email address etc.
2. Using System Tags
Part of Forms is the ability to use system tags, these enable you to rapidly fill out Forms without having to manually fill in the information every time. Try it out by by typing the "#" key in any short-text or long-text field to see the suggested results.
There are many different types of system tags that can automatically populate your Forms. Click here to learn more
3. Using Conditional Logic
Conditional logic changes how your form behaves based on specific actions, so you can dynamically customise the form experience based on your answers. This means your form can be longer or shorter depending on the answers entered on the form.
The best part? No coding or technical knowledge is needed. Simply define the conditions with our visual editor, and publish your smart forms. To learn all about adding conditional logic click here.
4. Managing Form Templates
When you are happy with your Form Template, click "Save". Saving your template does not make it available to be used, it is saved in a draft state.
When you are ready to use the form, then click Publish. Your Form is now ready to be added to your Jobs and Job Phases.
The Forms page displays all your saved and archived Form Templates. Here, you can search, filter, edit, archive and delete your Form Templates.
Note: Archived Templates will always be accessible from the Form page and can be unarchived at any time. Deleting a Form Template will permanently remove the Template from your Fergus system and cannot be undone.
5. Setting User Permissions
Setting User Permissions allows you to control who can:
Create and edit Form Templates
Add Forms and assign staff to Jobs and Job Phases
Complete Forms and Forms items
To set User Permissions for Forms go to Settings > Users (select the user) > Permissions tab > Forms.
Note: It is important to know that by default any user can tick/untick items that are left unassigned. Make sure you enable your staff with the right permissions to perform all the required steps.
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