Sent Forms

Sent Forms

Overview

Sent Forms are all of the stored Forms that have been submitted to Field2Base from your Users. You can view and take actions on your Sent Forms by logging in to the Mobile Forms Portal and navigating to Sent Forms in the side menu.

Note: The Mobile Forms Administrator or Online Docs User Role is needed to access the Sent Forms page in the Portal.
You will only be able to view Forms in Folders that are included in your User profile. 
Companies with the Essentials tier do not have Sent Forms enabled. Please contact your Account Manager for any associated costs if you want to add Sent Forms access to your account.

Retention Period

Sent Forms are kept for a limited amount of time. This retention period varies by company. The retention period and last available date for your Sent Forms is displayed at the top of the page. Please contact your Account Manager if you want to change your retention period.

Tutorial Video

A tutorial video is also available and covers most of this material if you prefer to watch how to manage your Sent Forms.


Viewing Sent Forms

The Sent Forms page displays all available Sent Forms for your company. You can download a list of the Sent Forms currently displayed by clicking on the Excel or CSV button at the bottom of the page or the Export button at the top.
The default view shows Sent Forms sent in the past month and only the final, completed version of the Form in cases where a Workflow is applied but you can use the filters to modify your list as needed. 

Display Final Sent Form Version Only (applies to Workflow only)
Each time a Form has an action taken on it during the Workflow process, it will be saved as a Sent Form version. This means that a single Form can have multiple Sent Form versions in order to record what changes have been made during each step. You can uncheck this box if you wish to see all versions of your Forms instead of only the final, completed version from Workflow.

Filtering Using Form Region Filters   
If you have Region Filters set up on a Form Template, you can also view and filter using the values in those Regions. See the article on Region Filters for details on how to add Region Filters to a Form Template.

1. Choose the Form from Form Template Name filter.


2. You will now have additional filters available and have the ability to filter by those Region values.

3. You will also have those Regions as additional column headers and can click on each headers to sort by those values.

Downloading Data

You can export the data from individual Sent Forms in CSV or Excel format.

1. Click on Select an Action.

2. Select Download CSV or Download Excel.


Downloading PDFs

To download the PDF for a single Sent Form

1. Click on Select an Action.

2. Select Download PDF.


To download PDFs for multiple Sent Forms

1. Check the boxes next to the Sent Forms that you want to download.

2. Click on the Merge & Download PDFs button.

Note: If you merge more than 10 forms in a single PDF, you will receive an email with an attachment instead of downloading directly from the Portal.

Re-Sending E-Mail

You have the ability to re-send the Sent Form email to the original Recipient(s) in the event that the original delivery failed or the User deleted their email. This option will only appear for Forms that had original Recipients.

1. Click on Select an Action.

2. Select Re-Send E-Mail .


Quick Copy Into Work Order

Note: Only Users who have access to both Sent Forms and Work Orders will see this option.
You can use this feature to start a new Form from the Portal with the data prefilled from a previously sent Form. This will populate a Work Order with any region data enabled for Quick Copy from the original Sent Form. You can then edit any data as needed and assign the Work Order to a User. The User will open the Work Order on their device under My Work. See the article on  Dispatching Work Orders from the Portal  for more details on Work Orders.

1. Click on Select an Action.

2. Select Quick Copy into Work Order .


Viewing Recipients

You can view a list of the Recipients for a Sent Form. This list will include all optional and mandatory recipients when the Form was originally submitted. Any E-Mails sent from Workflow are not included in this list. These are only the Recipients included when the Form was originally submitted.

1. Click on Select an Action.

2. Select View Recipients .


Deleting Sent Forms

You have the ability to delete Sent Forms from the Portal. The Form and its data will be removed from the Field2Base system only. This means that if your company is using the Data Integration Module to integrate Form data into your back-end system, that data will not get deleted from your DIM output files. Analytics Dashboards pull Form data directly from the Field2Base system so deleted Form data will be removed from your Dashboards when they get refreshed (typically on a 10 minute refresh cycle).
Warning: There is no undo or way to retrieve the Form once you have deleted it so be sure that you only delete the Forms that you intend.
1. Check the Form(s) that you wish to delete.


2. Click the Delete button.

3. Click the Yes button to confirm that you want to delete the selected Form(s) in the alert popup.



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