Forms

Forms FAQ's

Last Updated: Jul 07, 2016 01:07PM PDT
 
  1. How do I complete forms on my mobile device?

Once you are logged into the mobile app you will select the Templates button which will present any templates in your account that you have access to.  To access a template, simply tap on it and it will open.  Once there you can capture data as needed and the app will auto save as you go.  When you are finished making changes you can either exit out and come back later, or tap the Action button at the bottom of the screen to access the Complete button.
 
  1. Can I complete a form from my desktop computer?

Yes.   GoFormz is mobile first, but not mobile only which means our software works on a variety of devices, including desktop and laptop computers.  Using the GoFormz Web Editor you can start, edit or complete any form in your account from a PC using a standard web browser. 
 
  1. How many forms can I store in my account?

There is no technical limit to the number of forms that can be stored in your account, you will just need to make sure you have the appropriate amount of storage to accommodate your requirements. 
 
Storage requirements for individual forms can vary quite a bit, depending on the number of fields on the form, and more specifically the type of field.  For example, 100 text boxes would be drastically different than 100 image fields. 
 
To explain the process, GoFormz does not actually store PDF's of completed forms in an account.  What we store is the metadata (the specific data you capture on your form) and a single copy of the original PDF or JPEG that was uploaded.  When you view a form, we match the appropriate metadata with the correct Form Template and present it as a form which can be printed, emailed, etc.  Once you close that form, resources are put back where they belong without having to store an actual PDF. This provides tremendous efficiencies regarding storage in an account.
 
  1. What is the ‘Identifier’ function?

The Identifier property allows you to quickly filter and search your forms based on a form’s Identifier field.  Within your template, you can allocate one field as being an Identifier.  Once set, whatever value or data is entered in that field will show as the Identifier value found in the Forms tab.  The identifier value can also be used to search for forms from the management site.
 
  1. What’s the difference between ‘Draft’ and ‘Completed’ forms?

Draft forms are documents that are still being edited and are not ready to complete.  Completed forms are finished documents that are no longer being worked on.  Please note once forms are completed they can be re-opened and edited at anytime, assuming you have the correct access permissions to do so.
 
  1. Why did my ‘Completed’ forms disappear from my mobile device?

Completed forms remain visible from the mobile app for seven days from the date they are completed, after which they are removed to maximize storage on the device.  Completed forms are not removed from your account and are always accessible from the management site.  Forms that have been removed are still accessible from the device by using the search function within the mobile app.  Searching is easy using any word found within the form name, but please remember you will need a data connection to do so.
 
  1. What’s the difference between Exporting data from the Forms tab and running a report?

The Export feature found in the Forms tab from the management site allows you to export data from a specific form but does not allow the selection of specific fields. This export will include data from the entire form, but the format cannot be altered and it can only be delivered as a CSV file.
 
Running a report allows you to select specific fields or tables  from one form or all forms in the account at the same time.  Reports can be formatted to include charts and graphs, can be scheduled to run and emailed at designated hours, and can be delivered as either a CSV or PDF.
 
  1. What does the Map icon on the Forms tab do?

The map icon provides visibility into where that form was completed.  To utilize this feature the location service of the mobile device must be enabled.

 
  1. How can I set the save name for my form to be automatically created for each form?

From the management site open a template and select the gear icon from the upper right corner, then choose ‘Default Form Name’.  [FORMNAME] or any other field name in brackets [FIELD NAME] can be used.
        
An example might be [Customer Name] - [Date] - [Location] where Customer Name, Date and Location are the actual names of fields within your template.
 
 
  1. I made changes to an existing Template in my account and now some of my forms don’t look right, what happened?

To explain the process of how forms are saved, GoFormz does not actually store PDF's of completed forms in an account.  What we store is the metadata (the specific data you capture on your form) and a single copy of the original PDF or JPEG that was uploaded.  When you view a form, we match the appropriate metadata with the correct Template and present it as a form which can be printed, emailed, etc.  Once you close that form, resources are put back where they belong without storing an actual PDF.  This is done to minimize the amount of storage needed in an account; storing metadata is much more efficient than storing PDF’s.  However because of this process, any changes or updates made to a template will then be visible on all forms completed from that template.
 
We recommend that if significant changes are required to a template, you make a copy and use that version to modify as needed, leaving the original in an archive folder which is secured.  This process will guarantee the integrity of all forms will remain protected.
 
 
  1. Can I automatically calculate the values between two fields within my form, similar to Excel?

Yes.  GoFormz provides the ability to run calculations between individual fields and fields within a table.  Formulas and functions are powerful, yet are extremely flexible and can be used to calculate currency, time, formulas or many other use cases.  For more information please review Calculations - Overview.
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