Field types give you flexible ways to capture information in forms, whether that’s a simple Yes/No toggle or a dropdown list of materials. With conditional fields, you can add logic so that answers to closed questions automatically guide what comes next. This ensures operatives only see what’s relevant, helping them complete forms quickly and accurately.
Work smarter – Use logic to show only relevant questions, make follow-ups required when needed, and ensure critical information is captured.
Save time – Keep forms short and focused so teams only complete the fields that matter to their task.
Improve accuracy – Remove irrelevant options to reduce errors, minimise confusion, and capture cleaner data.
⚠️ Form field colours are currently in Beta whilst the product team gather feedback. If you would like to learn more please contact our support team.
Conditional fields
How to add conditional fields:
Start by selecting the form, either from the library or a project, to add conditional fields
Click on the Edit button on the right-hand side
Go into the section or part of the form where the conditional field is needed
Add a conditional field in three ways by:
Clicking the +Add button in the top left corner
Clicking the (+) button underneath a previous question
Or by clicking on the +Add button at the bottom of a form or section
Add a question or statement as the lead title
Select which option you would like for the conditional to work from;
Yes/No
Pass/Fail
Compliant/Non-compliant
Acceptable/Not Acceptable
Then select which field will be used to show follow-up form inputs.
To add these follow-up questions, select the + Add button underneath the “Show fields if answer is” text
Select which field types you would like the operative on-site to fill out. You currently can’t add further conditional fields under an original conditional question. If you have previous follow-up fields, you can drag them into a conditional field by using the dots next to the question.
Add further settings, such as required, or remember the previous entry if needed
You can also choose whether to show to the field on the PDF report or the Public QR code page. These options are available for all the other field types as well.
Click Save & Publish to add the conditional field to your form
Add colour and icons to form fields
How to add form field colours:
Go to the global library or your project's form library to add colour options.
In the form builder, you can add a colour and icon to any option on:
Conditional field
Yes/no field
Select and multi-select fields
Run the PDF report, once operatives start completing job sheets on site, admins can generate PDF reports that show the colours and icons for each form field.
Other form fields
Field types control how information is collected in your forms. For example, you can use a toggle for a yes/no question or a dropdown to let operatives select materials during an inspection or survey.
For PDF reports and public QR code page you can pick and choose which fields are shown, using the toggle to enable. You can also choose to show the field only when it has been filled in as well.
Some field options also support a colour and icon. These appear on PDF reports, making it easier to scan answers at a glance across your job sheets.
Field | Description | Example | Job sheets table filter | Colour and icon option |
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? Answer: Yes/No Conditional answers for yes: Attach photo, describe seal, and record work carried out. |
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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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Number | Accepts only numbers and decimals—no letters allowed. | For measurements, readings, or gap sizes not tied to materials. | ✅ |
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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) |
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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. | ✅ | ✅ |
Multi-select | Choose more than one option when needed. | For passing services like water and sprinkler pipes. |
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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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Photos | Upload or take photos of work directly from site. | For before-and-after records of completed work. |
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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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Solutions | A field for operatives to record the specific solutions they’ve used on a job. | PDFs of tech sheets, data sheets, or installation guides. |
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