Mobile Apps

Legacy Mobile App User Guide

Last Updated: Aug 29, 2018 01:25PM PDT

Note: This documentation is for the legacy version of the GoFormz Mobile App. To view documentation for the latest version, see the following links:


The GoFormz Mobile App lets you fill out and manage your forms on a mobile device. This includes the following functionality:

  • Create new forms from a template
  • View and complete forms
  • Manage existing forms, including editing, tagging, renaming, etc.
  • Receive dispatched forms
  • Work online or offline
  • Transfer forms to collaborate with colleagues and partners
  • Print from your compatible device
  • Post completed PDFs to third­party applications like Box

Things that you cannot do with the app include creating/editing templates, creating/viewing reports, or managing your account. The app’s primary purpose is to enable users to fill out forms on a mobile device.

A typical high­level workflow might be:

  • Your GoFormz admin creates a template using the web interface. This makes the template visible to users in your account, including yourself.
  • You and others in your organization use the mobile app to fill out a form as necessary.
  • Your admin aggregates the form data submitted by everyone to compile reports.

The mobile app is only concerned with the second bullet point of this workflow, so that’s all that we are going to discuss in this document.

The GoFormz Mobile App can be used on both smartphones and tablets. The screenshots in this document were taken on an iPad, but the app’s operation is near­identical across all mobile devices.

 

Getting Started

 

Tap on the GoFormz Mobile App icon on your mobile device to see the app’s login screen.


There are 3 things that you can do from this screen ­­ log in, reset your password, or create a new account:

Log in

Enter the username and password in the fields provided, and tap the Login button. You will be taken to your account’s Dashboard.

Reset your password

If you forgot your password, simply tap the Forgot your password? Link, and submit your email. You will then receive an email that will guide you through the password reset process.

Create a new account

Create a new account on the login screen by tapping the Create New Account button. You will be prompted to enter your information (see below). Tap the Create an Account button when you are done entering your information. You will immediately be logged into your account.

Note that by default your new account will contain the ‘Read Me’ and ‘Sample Work Order’ templates that comes with all new accounts. Reviewing the ‘Read Me’ template is a great way to become familiar with the overall GoFormz process, and the ‘Sample Work Order’ is a good way to test out the functionality ­­ but to use the app for a real use case, you will want to log into the web interface and create a template first.

 

Dashboard & Header

 
Dashboard

The Dashboard is the first screen that you see when you log into your account. It is the launchpad from which you can access the app’s core functionality.

Let’s go over some of the controls in the Dashboard.

  • Templates button: This takes you to a screen that lists all templates available in your account. Tap one of these templates to create a new form.
  • Forms button: This takes you to a list of all your forms ­­ including drafts, completed forms, and shared forms. Tap on a form name to open it in the form editor.
  • Recent Templates: A shortcut for creating forms using recently accessed templates. Simply tap the template name to create a new form.
  • Recent Forms: A shortcut for opening recently accessed forms. Tap a form to open it in the editor.

 

 
Header & Main Menu

The Header can be found at the top of each page in the app. It contains a search button and a standard “hamburger” menu button.

Tap the search button to type in a string. You will see a list of templates and forms that contain that string in their name.

Tap the menu button to see the main menu, which has a number of useful links:

  • Navigation buttons: The menu contains navigation buttons that take you to the 4 main pages in the app ­­ Dashboard, Templates, Forms, and Settings
  • Take the Tour: Tap this button to get a quick walkthrough of the app. If you are new to the app, you may find this brief tutorial handy
  • Sync: Tap this button to sync the app to your GoFormz account. This will upload any completed forms, retrieve any changes to the templates, etc. The app automatically syncs every minute, and a sync is also triggered by a form completion, so you shouldn’t have much of a need to use this button ­­ but it’s there if you need it.
 

Filling out a form

 
Step 1. Select your template

To fill out a form, you must first select the template that you want to use. A list of templates can be found in one of two locations:

  • The Recent Templates section on the dashboard lists the templates that you have accessed most recently.
  • The Templates page lists all templates (see below).


Tap the desired template to create a new form and open it in the Form Editor.

Step 2. Fill out the form

You can view the form in one of two different modes: the Form View and the List View.

The image below shows the two views side by side. Note how the customer information section is displayed very differently in the two views.

To toggle between the two views, tap the [...] button at the bottom of the form editor, and tap the desired view’s icon on the left side.

Step 3. Complete the form

Once you are done filling out the form, tap the [...] button at the bottom of the editor, and tap Complete to finish the form. If you are online, the app will immediately sync to your GoFormz account, uploading the completed form. If you are offline, the sync will happen as soon as you get online.

If there are required fields that you have not filled in, you will see an error message telling you which fields were omitted. Dismiss the error message, fill in those fields, and try completing the form again.

When you successfully complete the form ­­ the Complete button will change to a Reopen button (if you have this user permission), and all field background colors will disappear. You cannot edit a completed form. If you wish to edit it, you must reopen it first.

 

Managing Forms

 

In this section, we introduce basic form management tools. This includes browsing, filtering, editing, renaming, deleting, copying, and tagging your forms.

Browsing your forms

To browse your forms, navigate to the Forms page in the app. You can get here from the Dashboard, or from the main menu.

This screen lets you:

  • Filter your forms by category ­­ Drafts, Completed forms, and Shared forms.
  • Sort your forms alphabetically (By Name), or by the last updated date/time starting from the most recent (By Date).
  • To edit a form, just tap the name of the form you wish to edit.
  • To perform an action on a form (e.g. copy, delete, tag, etc.), tap the action icon to the right of the form’s name. This will open the Form Actions screen.
Copy, Rename, Delete

All of these actions are available from the Form Actions screen (if you have this user permission), which can be accessed in two ways:

  • Tap the icon next to your form name on the Forms screen, OR
  • Tap the icon in the [...] menu of the Form Editor.

Renaming: Tap the Rename icon, then type in the new name for the form, and tap Rename. By default, forms are named using the template name followed by today’s date and current time. If you have a different naming convention for your forms, you can change the name here.

Deleting: Tap the Delete icon, then confirm by tapping the Delete button.

Copying: Tap the Copy icon. A copy of the form will immediately appear in your Drafts, with the same name as the original form, followed by the word “COPY”. You will typically want to rename the copy.

Editing your form

To edit a form, simply find your form in the Forms browser or on the Dashboard, and tap its name. To edit a form that has been completed, you will need to reopen it. This can be done by tapping the Reopen button in either the Form Actions screen or the [...] menu in the editor.

 

Tagging forms

A tag is a type of custom metadata that you can add to a form. Tagging your forms lets you filter them in the Forms tab of the GoFormz web interface. There, you can see the tag(s) associated with each form, and click on a tag name to view only the forms containing that tag. This can be very useful for organizing form data.

To tag a form, navigate to its Form Actions screen and tap the Tags icon. You will see any existing tags for this form. To add a new tag, simply type it in and tap Add. Tap Close to dismiss the tagging interface.

Sharing your Forms

In this section, we go over the different ways that you can share your form with others. This includes emailing your form, generating a PDF, and transferring the form to another user in your account. All these actions are available on the Form Actions screen, which can be accessed in two ways:

  • Tap the icon next to your form name on the Forms screen, OR
  • Tap the icon in the [...] menu of the Form Editor.
Emailing your form

Tap the Email icon on the Form Actions screen. You will see the email form, as shown below. The Subject line will automatically be filled in with the form’s name.

Enter the email address(es) of the recipient(s) in the To field, which will auto populate if the address is stored in your device’s local address book. To type a note in the Body field, simply tap in the field and begin typing. If you want to send a copy of the email to yourself, select Send copy to me. When you are done, tap Send.

The email will be sent to the email address(es) you provided, with a PDF of the form attached to the email. By default the From address of the email will have your name, and the email address no­reply@goformz.com. Please note that both of these values can be edited from the ‘Settings’ tab using the web interface.

Downloading a PDF

Tap the Download PDF button on the Form Actions screen. You will see a selection of destinations, as shown below. You can open the form pdf in another app, message it to someone else’s device, upload it, print it, etc. (Note that your set of destinations may be different from what’s shown in the screenshot, depending on the apps you have installed on your device.)

Transferring to another user
Many workflows involve several people filling out different sections of a form. The GoFormz Mobile App enables this workflow by allowing you to transfer a form draft to another user within your organization. Note that only Draft forms can be transferred ­­ Completed forms cannot be transferred.

To transfer a form to another user, navigate to the Form Actions screen, and tap the Transfer icon.

  • The Internet tab shows all users in your organization.
  • The Local Network tab shows all users on your WiFi network who are also members of your organization. If you don’t see your target user listed, you also have the option to add the user using their IP address.



To make the transfer, simply tap the name of the user that should receive the form. The form will immediately disappear from your Drafts, and appear in the other user’s Drafts, allowing them to edit it as needed.
 

Changing your Settings

 

To access your account and app settings, tap the menu button in the upper left, and select Settings. You can do the following here:

  • Edit your name, email, or phone number. Simply tap the Personal Info field that you want to edit, and start typing.
  • Toggle Local Network Transfer on and off to allow form transfer to other users
  • Change your password. Tap the Change Password button; then enter the current password and the new password twice. Next time you log into the app, you will need to use the new password.
  • Log out of the GoFormz Mobile App by tapping the Logout button.



 

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