Building forms within a project allows you to customise them for bespoke accreditations or client-specific requirements. These project-specific forms won’t be added to the Library, reducing the risk of them being accidentally used on other clients or projects.
Creating a form in a project
How to create a form in a project:
Navigate to Project in the left-hand sidebar of your screen
Select the project you would like to add a form to.
Click on Project Setup in the top right-hand corner of your screen
Select Forms from the dropdown
Click the + New 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 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 green Save & Publish button in the top right-hand corner
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
Form 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 |
New Section | Organise your forms by section to make it easier and more efficient for your operatives to navigate the form on site | For fire doors, sections can be used to break down the exact area of the door where work is being carried out, e.g. hinges or frames |
Conditional | Add additional logic/steps to field(s) based on the answer to the lead question. If conditional questions are not needed, they won’t appear on forms. | Lead question: Does the seal need to be replaced? |
Text | Single or multi-line text option for shorter or longer descriptions | Can be used for descriptive information and comments about the work carried out |
Yes/No | A toggle to select either yes or no | If remedial work needs to be carried out |
Select | A single select option, useful for making sure only a specific option can be added, reducing human error | Adding a fire rating, a list of manufacturers |
Signature | Add a ‘wet’ signature option for your operatives to sign | Signing completed works, accepting the work has been completed and is compliant with the initial brief |
Materials | Choose from the selection of materials added to the project or by default, from the library | When an operative has access to the materials database within the library or the specific materials for the project, the type of material used, quantity/dimensions used during that particular install or survey |
Number | Number only input with decimal place included, letters won’t be allowed | Meter readings, measurements, and gap sizes not related to a material |
Date & Time | Primarily used for past or future times and dates, as Onetrace is auto-stamping for the present work. | Used for surveys that have previously occurred and installs when a maintenance is due in the future. |
Multi-select | Select multiple options from a question or statement | Passing services, where you need to select more than one option, such as water pipe and sprinkler pipe |
Photos | Upload photos of work carried out from a device on site, or take a picture live | For the before and after evidence of work |