Forms come in all sizes and colors. You can have inspection forms, certification forms, measurement forms, ....
In Odyssee Field Service, you can create as many work order forms as you need. For this, go to the portal settings. You find them under the Settings (top right corner)
From there, select the menu "Work Orders" and tab "Forms" (go there)
To create a new form, click on the "Add" button. You can also duplicate an existing form to kick start the new one.
Creating a new form
* Step 1: Choose a template
You have two possibilities to start the creation of your form.
The template can be created based on an existing form template or you can create one from scratch.
* Step 2: Set Form properties
Give your form a clear name. This way, everyone who must fill in this form, knows what it is about.
Work order and equipment types
Forms are automatically added to a work order depending on the WO/equipment type combination. Select 1 or several work order type(s) and 1 or several equipment type(s) for this form. Each time a work order is created, the system will check if for that work order type and equipment type combination, a form (or several forms) should be added to the work order. This is than added automatically in the WO for the technician to be filled in.
Safety form guides on workplace safety, Safety measurements or instructions has to be followed by the technician.
The safety forms has to be filled before the work order will be executed.
Completion forms can only be filled during the execution of the work order or at the end of the work .
You can define if you want the form to be printed in a separate PDF.
The form can be inserted in the Work order approval PDF
We allow the form to be used internally without being displayed on the PDF or in a separate PDF
You can make a form mandatory. When this is the case, a field technician will not be able to complete his job if he/she didn't fill in the form
This is not the same as making a field inside the form mandatory. When a field is mandatory, this must be filled in IF the technician decides to fill in the form. He or she will not be able to skip that field.
* Step 3: Form builder
Form fields can be grouped in one to many chapters. If you have a very long form list, it can be useful to create a few logical groups. Technicians can navigate from group to group easily as to not be overwhelmed with a long list of fields. For each chapter you can add a maximum of two hundred fields.
You can also edit an existing field by go with the cursor on the top right of each field. Some icon's will appear which allow you to edit, duplicate or delete the field.
On the top, just below the 'Form composer' tab, you will find the name of each chapter that is already created. The arrow to the right will allow you to navigate easily to another chapter.
Inside each group, following fields/functions are available:
Numeric with decimals
Each input field has the same options and some additional advanced properties.
You can define whether it will be read only or not
You can define whether it need to be mandatory or not
Database code (Advanced properties - Name of the field (not the name as in the title))
Default value (Advanced properties)
* Step 4: Mobile Preview
As it says, this allows you to preview the form. This preview has nothing to do with how your customers will see it on the PDF! The tab is available to visualize the Preview as it looks on the mobile device of the technician.
* Step 5: PDF builder
In case you have chosen to integrate the form into the work order approval PDF or service report. Adding system fields is done on the approval PDF itself. You can only lay-out the form (how it will be displayed on the approval PDF). In the next step you will be able to preview the approval PDF with this form inserted.
In case you have chosen to generate this form in a separate PDF; You can add system fields and layout the PDF, form fields included.
In case you selected to use the form for internal use only and doesn’t need to be in a PDF. This form is not configured to appear on the work order report or to be printed as a separate report, a PDF configuration is not needed in this case.
By default, the PDF builder has 3 columns. When you first go there, it will organize your fields, per chapter, automatically in these 3 columns. From there you can re-arrange everything.
You can add extra columns or remove columns.
You can position fields differently.
You can add extra items, like images or drawings. You can also add extra labels (for example if you need some sub-titles or sub-chapters)
You can add colors, edit fonts, add borders
With a little exercise, you will notice you are able to build really complex form lay-outs.
Also, if you enabled several languages in your Odyssee solution, you will be able to easily visualize each language to check if you did not forget any translation.
Editing the fields
Just hoover your mouse over the field. You will see icons appearing on the right side of the cell. You can edit the appearance of each field/label and use styles to go faster.
Adding the fields
You also need to hoover your mouse over the field. You will see the icons appearing and you can click on the first one that has a '+'. Please select a new component to add the preferred field or other type depending on the component.
Editing cells and columns
Sometimes you need two columns on the left, but just one larger column on the right. Or you need a border around one cell, or the entire column. Again, hoover with your mouse over each cell to see icons appearing allowing you to edit the cell.
Adding a new object (Chapter or file)
In the report file you will find a pencil on the right side that allow you to add a new one.
* Step 6: PDF preview
This preview allows you to see how the form in the PDF will look like once it is generated.
From here you can click "Done" to save all your work.
If the form will be inserted in a service report PDF, the same lay-out will be kept and inserted as such in that service report. On the communication PDF template you will be able to specify that the form should start on a new page, so that the final layout of the service report stays nice as well.
Editing a form
Next time you want to go inside a form to edit it, simply select a form from the grid and click on the edit icon.
You will than see all the same 'steps' as during the creation process, on the left side. This time you are able to easily jump from one step to the other to edit just anything you need.
Editing the settings is different and will be found on the settings of the forms.
More about forms: