Custom forms can be used to fill out routine information by your team, or be sent to customers to fill out for themselves. Forms can serve as standalone records or be attached to records such as invoices, jobs, and estimates. Some examples include:

• Inspection forms
• Safety checklists
• Intake forms
• Installation forms

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Enabling New Custom Forms

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I’m already using Custom Forms

No need to worry about your forms—they will continue to function seamlessly in the new version of custom forms.

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I’m not currently using Custom Forms

If you aren’t currently using custom forms, navigate to Features & Plug-Ins in Company Settings to enable Custom Forms.

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Form Settings

Begin personalizing your custom form by navigating to Form Settings.

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General

Begin by naming your form and adjusting the font size. Next, toggle on/off the following settings:

• Form is Active - This will activate the form for use in FieldPulse.
• Allow Template Creation - This will allow this form to be used as a template for future forms.
• Enable Status Workflow - This will enable custom status workflows for the form, allowing you to update statuses instantly based on your actions.

Connect Forms to Records allows you to specify which records this custom form can be created from. Select all records on which you’d like this form to be used.

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Custom Status Workflows

You can create your own custom status workflows and assign them to different forms. You can prompt automatic status changes by setting up triggers such as:

• Sent to Customer
• Filled by Customer
• Signed by Customer

Be sure to select Enable Status Workflow, then click on Custom Status Workflows under Custom Forms to create your unique workflows. To learn more about how to build these, visit the Custom Status Workflows article. Let’s take a look at an example. After creating the workflow and returning to the custom form settings, select the status workflow you’d like to use for this form. You’ll then need to select what the status should be changed to when specific trigger actions take place. In this example, when the form is sent to the customer, it will automatically change to Sent status. If it’s filled by the customer, it will automatically change to Filled by Customer status. If they sign the form, it will automatically change to Signed by Customer status.

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Permissions

Next, adjust the permission settings for both visibility and creating/editing. Select specific users, teams, and/or roles to whom you’d like to to give visibility and creating/editing permissions. Note that the visibility and creating/editing permissions are unique.

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Email & SMS Configuration

You can now customize the default email and SMS messages used when sending a custom form to a customer.

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Building a Custom Form

Once you’ve adjusted your form settings, it’s time to start building! Click and drag fields from the right-side menu onto your blank custom form. (Note: Be sure you’re not still in Form Settings. To close the settings, click on Form Settings again.) To remove a field, click and drag it back to the right hand side or select the field and select Delete. Once a field is placed on a form, you can resize and reorder each field.

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Field Types

• Section Labels - Section header for names and titles
• Text Field - Free text
• Drop-down Field - Select a single option from a dropdown list
• Multi-select Dropdown Field - Select multiple options from a dropdown list, can specify minimum/maximum number of selections
• Quick Select - Multiple choice with up to 5 options
• Checkbox - Select (yes) or leave blank (no)
• Date - Collect date and/or time, can be auto-filled with current date and/or time
• Image/Video - Upload jpg, pdf, mp4, and png files, can specify minimum/maximum number of files
• Signature - Collect a signature
• Related Record Fields - Import data from related records
  • Customers
    • Name, notes, job notes, email, phone, billing address, status/type, pipeline status, lead source, tags, custom fields
  • Jobs
    • Title, location name, location, job notes, field notes, status, assigned team members, scheduled date/time, customer arrival window, created by, tags, custom fields
  • Estimates
    • Title, estimate notes, internal notes, estimate date, author, status, location, reference, expiration date, tags, custom fields
  • Invoices
    • Title, invoice notes, internal notes, invoice date, author, status, location, reference, due date, tags, custom fields
  • Projects
    • Title, notes, job notes, start date, end date, completion percentage, custom fields
  • Maintenance Agreements
    • Title, job location, status, price per bill, total annual fee, agreement notes, job notes, custom fields
  • Assets
    • Asset tag, title, asset notes, install date, location, location details, category, manufacturer, model, model number, serial number, model year, model details, warranty, condition, warranty information, custom fields.

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Required Fields

To require a field to be completed on a custom form, select the Required checkbox before moving on.

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Conditional Logic

Conditional logic allows certain fields to appear or change based on the responses the user provides. This helps tailor the form to gather only relevant information. In this example. we want to create conditional logic for Field X, so it only appears for the user when certain criteria are met in Field Y. When you’re ready to create conditional logic for Field X, click on Field X and select Add New Condition. If you want Field X to only display if Field Y contains a certain value, select Field Y and your desired value. You can repeat the process creating additional conditional logic criteria for Field X until you’re satisfied. In this example, Field X will only display for the user if “Yes” is selected in Field Y.

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Modes

Use the modes to view your form in different scenarios. You can also preview the appearance of your form on Mobile or Desktop.

• Design Mode - You can create and edit a form by dragging and dropping fields.
• Preview Fill Mode - You can preview how the form will look when someone is filling it out.
• Preview Completed Form - You can preview how the form will look once it has been filled out.

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Using Custom Forms

To attach a custom form to a record, begin by entering the record where you want to attach the form. This may be a customer, job, invoice, etc. Select Forms from the top menu, then Create New. You will now see a list of your custom forms, and you can choose which form to attach. You can now complete the form, or save it to the record to be completed at a later date. To view a form attached to the record, navigate to the Forms tab and click on the applicable form. After clicking on a form, you can attach files, send it to be filled out by your customer or send it to be viewed by your customer. You can also see important details about the form on the right-side of the screen.

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Have additional questions? Contact us at support@fieldpulse.com or use the chat feature in the bottom right corner of your screen.