Building forms from the Library is ideal for forms that need to be reused across multiple projects or included in project templates with minimal modification.
Creating a form in the Library ensures that any updates made are reflected in all future projects and templates that use it.
For existing project templates and individual projects, it’s essential to re-add the updated Library form after changes are made - this ensures operatives have access to the most current version moving forward.
💡 The new form builder was released in September 2025; from this date, forms will default to read-only. If you are an admin or owner, you are able to make changes by clicking the Edit button on the right-hand side of your screen.
Creating a form in the global library
How to create a global form:
Navigate to the Library in the bottom left-hand corner of your screen
Click the + Add Form button
Give your form a name
Navigate to the Edit button in the top right-hand corner
Click the Get Started button
Select New Section
Give your section a name, e.g. Before install checks
Click the + Add button in the section or the + Add button in the top left corner
Start adding the form elements needed; examples of the different types are at the top of the article
To edit the name of the element, use the right-hand side bar; this is where you will find the settings for each element as well.
With each element added, you can add further details and settings:
Whether it is a required field
Remember the previous entry
If it needs to be shown in the job sheets table
Needs to be used as a filter in the job sheets table
Whether it needs to be shown on the PDF report
Continue adding the different elements to the form, adding different sections when needed to help organise the form and help operatives navigate to the right areas when on-site.
Once the form is built, click on the Save & Publish button in the top right-hand corner
Add a form to a project template
How to add a form to a project template:
Navigate to the Library in the bottom left-hand corner of your screen
Select Project Templates
Choose the template you would like to add the form to, or create a new template
Click Forms from the left-hand menu
Use the Select Forms button to choose a form from your library
Select the form you would like to add, and a check box will appear
Click the Save Changes button to add the form(s)
Copy a form to a project
How to copy a form into a project:
Click on projects in the left-hand sidebar
Select the project you would like to add the form to
Navigate to Project Setup in the top right-hand corner of your screen
Select Forms from the dropdown
Click on Copy from Library
Select the forms you would like to copy into the project
Click the Copy to Project button
💡 Pro tip: After copying, delete or archive any unwanted or duplicate forms from the project to keep things tidy.
Best practices with forms
Top tips from the Onetrace team to get the most value and efficiency when using forms across your projects
Show/Hide on PDF report - on non-required questions, such as comments, use the advanced options to turn on only showing when filled on the PDF report to avoid large blank fields on reports
Organise your forms with sections - using sections improves the clarity of your form layout, breaking down the different stages of a particular install or survey. This improves the clarity and efficiency of the scope of work your operatives will be carrying out.
Required conditionals - you can have separate conditional requirements for your lead question and the conditional questions underneath
Skippable questions with conditionals - if the lead question on a conditional field is skipped, it won’t show in the PDF version of the report, so make sure that any question that needs to be shown in the report is set to required
Field input options
Field types are different ways to collect information when you build a form, for example, using a toggle for a yes/no question or a dropdown to select materials being used during an inspection or survey.
Field | Description | Example | Job sheets table filter |
New Section | Organise your form by section to make it easier for operatives to find what they need on site. | For fire doors, sections can show exactly where work’s being done—like hinges or frames. |
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Conditional | Add logic to fields so follow-up questions only appear when relevant. | Lead question: Does the seal need replacing? |
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Text | Use single or multi-line text for short notes or longer descriptions. | Add comments or details about the work carried out. |
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Yes/No | A quick toggle to choose yes or no. | Use for remedial work questions. | ✅ |
Select | Let operatives choose one specific option—helps avoid input errors. | Adding a fire rating or manufacturer list. | ✅ |
Signature | Add a signature field so operatives can confirm work completion. | Used when signing off works or confirming compliance with the brief. |
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Materials | Choose materials from the project or library database. | Record material type, quantity, and dimensions used for installs or surveys. |
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Number | Accepts only numbers and decimals—no letters allowed. | For measurements, readings, or gap sizes not tied to materials. | ✅ |
Date & time | Add a date or time for past or future work—Onetrace auto-stamps the present. | For surveys already done or upcoming maintenance tasks. | 💡 Show in jobs sheet table (own column) |
Multi-select | Choose more than one option when needed. | For passing services like water and sprinkler pipes. |
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Photos | Upload or take photos of work directly from site. | For before-and-after records of completed work. |
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