Mobile Forms User Guide

Mobile Forms User Guide

Overview

The Field2Base Mobile Forms™ application allows a User to easily capture and securely send field data to the office from a Mobile Device such as an Android Tablet, Android Phone, iPad, or iPhone. The Mobile Forms™ application offers a slightly different experience depending on the type of device used, but the main functionality is the same. See the article Field2Base Compatibility and Supported Platforms/Browsers for more information on platform and operating systems supported for the Mobile Forms™ application. If you have not installed the Mobile Forms application on your Device, you can find Install Guides for each type of Device in the Using the Mobile Apps section of the Field2Base Help Center.

 


Accessing Mobile Forms

Once you have installed the Mobile Forms™ application on your Device, you can access the application by single-tapping the Apps menu button in the lower right-hand corner of your screen and then single-tapping the Field2Base Mobile Forms™ application icon.

      

The application icon may display a numerical indicator in the upper right corner if there are pending Work Orders from the home office.

Note: You can place the Field2Base Mobile Forms™ application icon on your Home Screen like any other application. Consult your Device’s user manual for more information on organizing your applications.

The Mobile Forms™ application employs the following gestures to navigate throughout the application.



Single Tap

Using your index finger, simply tap (or touch) the area you wish to interact with.


Press and Hold

Using your index finger, press an area of the screen and maintain pressure for 2 or more seconds.


Spread (zoom in)

Using your index finger and your thumb, touch an area of the screen and spread your fingers to zoom in.


Pinch (zoom out)

Using your index finger and your thumb, touch an area of the screen and pinch your fingers together to zoom out.


Scroll

Using your index finger, press an area of the screen, and while maintaining pressure, slide your finger up or down to drag the screen.


Swipe

Using your index finger, press an area of the screen, and while maintaining pressure, move your finger left or right quickly in a “flicking motion”.

 


The Main Menu displays all of the primary functions for the applications. There are four major areas: Blank Forms, My Work, Saved Drafts and Sent Forms. From the Main Menu, you can also select from your available projects by single tapping Selected Folder to view only Forms for a specific Folder. Alternatively, you can single tap Show All to view all of the Forms from all of your Folders. Another way to choose a Folder from your home screen is to single tap the Menu icon (the three ellipses on Android) in the upper right-hand corner of the screen then single tap Select Folder.

            


Settings

You can access the Settings for Mobile Forms™ from the Menu icon (the three ellipses on Android) in the upper right-hand corner of the screen then single tap Settings. From Settings, you are able to manage your Address Book contacts, change your Default Pen Options and view your Mobile Forms™ information.

           


Address Book

You can single tap any contact to open the Edit Contact dialog box. From there, you can delete a contact or edit their information.

           


Default Pen Options

You are able to change the default pen color, pen size, or eraser size when using ink in Pen Regions by single tapping any of the options. These options are also accessible in Pen Regions within a Form by long pressing on the Region.

Note: If you change your default pen color to white, you will not be able to see signatures against a white background.
      


About Mobile Forms

You are able to view the version of Mobile Forms™ that you are currently running on your Device, your Mobile Forms Activation ID, as well as your Field2Base Username, Company Name, and Company ID.

      


Data Synchronization

Field2Base is synchronizing data from your Mobile Device to the Field2Base cloud as it finds connectivity. In the bottom right-hand corner of the Main Menu, you will see the last time the Mobile Forms™ application synchronized with the Field2Base cloud.

      
Note:  If you are sending Forms from the Device and they are not being received, you should check the Last Sync time on the Main Menu to ensure that your Device is communicating with the Field2Base cloud.


Blank Forms

The Blank Forms area displays blank digital Forms created by your Company and assigned to a Folder the assigned User has access to. If you do not see the Form you are looking for, single tap the More button. You will see a full list of your Forms. You can see the Forms for a specific Folder or for all Folders you have access to by single tapping on the Folder at the top of the list. 

           

     

Opening a Form

To open a Form, single tap the form you wish to complete in the Blank Forms. 

Note: You can hold your Device in Landscape or Portrait orientation. The Mobile Forms™ application will automatically resize your Form to fit your preferred screen orientation. If your screen does not rotate, consult your Device manual to enable screen rotation in the Device settings. Field2Base recommends using the Landscape orientation for most Forms as it typically allows the Regions to be larger and easier to interact with.

Entering Information

Single tap a Region on the Form to begin entering information. Select the Done button on the keyboard, use the back arrow on your Device, or tap off the highlighted Region to complete your data entry. See the section on Region Options Available in this article for further options available for specific types of Regions.


Editing a Region Value

Single tap on the Region that you need to edit and make your changes. Select the Done button on the keyboard, use the back arrow on your Device, or tap off the highlighted Region to complete your data entry.


Erasing a Region Value

Press and hold on the Region you wish to erase until you see a second command to Erase region value then single tap on Erase region value.

      


Changing Pages 

Use the left swipe gesture on the screen as though you are turning the page of book to go to the next Page. Swipe your finger to the right to return to the previous Page.

Note: If the Form only has one Page, the Page will simply “bounce” back into its original position when using the swipe gesture.


Sending a Form

Single tap on the Menu icon (the three ellipses on Android) in the upper right-hand corner of the screen then select the Send option.

      

    

Form Validation

Your Form may contain required Regions applied in Forms Designer during Form design. These Regions need to be filled before the Form can be sent. If any of these Regions are empty, the Mobile Forms™ application will alert you when you attempt to send the Form and show you all of the Regions that need to be filled in still. You can tap on a specific Region in the list and the application will highlight that Region on the Form. Once you have filled out all of the required Regions, you will be able to send the Form.

      


Selecting Recipients

You can select one or more Recipients for your sent Form from the optional Recipients list. Optional Recipients are set through User and Recipient settings in the Admin Portal. See the article, Managing Users and Recipients, for more information on managing your optional Recipients list using the Field2Base Admin Portal.

Select a Recipient from the list by single tapping their name. (This will place a blue checkmark next to their name indicating the individual email recipient has been selected.)
Deselect the Recipient by single tapping their name a second time.

      


Manually Adding Recipients not in the list 

If the Recipient is not in the list, you can add the Recipient manually. This will automatically add them as a Recipient in your local Address Book.

1. Type the email address in the email address field.
2. Select the Add button.
      

3. You can check the add to address book checkbox if you want to add this email address to your list of Recipients for future form submissions. Your Address Book is local to your device. See the section on Settings in this article for more information on managing your Address Book.



Region Options Available

Audio Region

An Audio Region embeds audio recordings into your digital Form. The Audio Region can record up to 30 seconds of sound into your Form.

  1. Select the Audio Region on the Form with the single tap gesture.
  2. Single tap the record (circle) button on the far right to start recording.
  3. Single tap the stop (square) button again to end the recording.
  4. Single tap the check to complete the recording or single tap the X  to erase the current recording.
      

Note: You can playback the recording by single tapping the play (triangle) button.

Once you have finished recording an Audio Region, you can single tap on the Region to access further options. These options include:
  1. Playing the current recording
  2. Deleting the current recording
  3. Recording over the current recording

      

 

Camera Region

You can draw on top of an image in a Camera Region by pressing and holding on the image, then tapping on "Enable Inking". You can also clear the image and access ink options from the same menu.


Pen Region

A Pen Region can be used to capture data such as signatures or drawings. Pen Regions are available in two formats. The format is set in Forms Designer during the design process.

  1. Standard Format: The Pen Region will begin recording your ink strokes as soon as you single tap it.
  2. Full Canvas Format: You will get a full screen popup canvas when you single tap the Region, giving you a much broader area to create ink strokes. 
  1. Press and hold on the canvas Pen Region to view the options. 
  2. Single tap Clear all ink to clear the entire Region.
  3. Single tap Pen and eraser options to view the pen and eraser options. These options allow you to change how the ink strokes appear for this Region or to erase only specific parts of the ink.

            

 

Voice to Text in a Text Region 

You can use Voice to Text recognition to dictate sentences into a Text Region. Simply tap on the microphone button on the keyboard and start talking.

           



My Work

The My Work area displays Work Orders that have been dispatched to you from the home office with prefilled information. For example, a field technician can receive a Work Order with the customer’s name, phone number, and address already filled by the home office. The technician can use that information to complete the job then finish the Form as needed and send it in. If you do not see the Work Order you are looking for, single tap the More button. To find out how to create a Work Orders from the Admin Portal, see the article on Using Work Orders in the Admin Portal.

      


Opening a Work Order

To open a Work Order, single tap the item you wish to complete in the My Work listYou can then complete the rest of the Form as needed and send it to the desired Recipient(s). 


Finding a Work Order

If you have many Work Orders in your list, Mobile Forms™ allows you to search for a specific value in the Work Order title. Simply single tap on the Search box and type in your search value.

      

You can also sort through your Work Order list by Newest (by time received), Oldest (by time received, Address (alphabetically), Name (alphabetically) or Priority.

      


Another way to narrow down your list of Work Orders is to view only those associated with a specific Folder rather than showing Work Orders from all Folders available to you. You can do this by single tapping on the Folder and selecting a specific Folder.

      


Address Options for Work Orders

If the Work Order includes an address, the User can map the address and/or get turn-by-turn navigation to that address using the default mapping app on their device.

1. Press and hold on the Work Order in the My Work list. 

2. Select Map this location or Start navigation from the command options.

Note: If no Address has been defined for the Work Order, these functions will not be available.
      

 


Saved Drafts

The Saved Drafts area of the Main Menu contains any Form you started and saved as a Draft to complete later. You can see your Saved Drafts for a specific Folder or for all Folders you have access to by single tapping on the Folder at the top of the list. If you do not see the Draft you are looking for, single tap the More button.

           


Opening a Draft

To open a Saved Draft, single tap the Form you wish to complete in the Drafts listYou can then complete the Form as needed and send it to the desired Recipient(s).


Deleting a Draft

If you no longer need a Saved Draft, press and hold on the Draft you want to delete then single tap Delete when it appears. 



Sent Forms

The Sent Forms area of the Main Menu contains all the Forms you have sent from your Device. The default length of time to keep Sent Form history is 90 days but it can be customized to be shorter or longer company-wide or by specific user. If you do not see the Form you are looking for, single tap the More button.

Note: You can only view a Sent Form, you cannot modify it once it has been completed and sent.
           


Opening a Sent Form

To view a Sent Form, single tap the form that you wish to view from the Sent Forms list


Quick Copy   

The Quick Copy feature allows the user to create a new Draft and import the Region values from a previously Sent Form. For example, a User who visits the same location on multiple days can use Quick Copy to automatically populate the location data from a previously Sent Form. The Regions available for Quick Copy are determined during Form design in Forms Designer.

  1. Press and hold to select a Sent Form that you want to Quick Copy the data from.
  2. Select Quick Copy from the options dialog box that appears. This will open a new Draft with the available Regions already filled with the data from the Sent Form.
      



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