Forms & Basic Defects with Toufic

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In this guide, we will focus on building and using interactive forms to create an automated defect reporting process. You will learn the entire workflow, starting with how to create a new Form Template and link it to an asset like Plant. We will then add various fields and configure intelligent "Show/Hide" rules that reveal specific questions based on a user's answers.

The main objective is to set up a rule that automatically generates a Defect when a specific response is given.

Adding New Form Templates 

Creating and Navigating a Template

From the Templates module, you'll see those two buttons in the upper right:   Import and Add.    For this guide, we're going to keep focusing on the Add button.    Full details will be available with the linked resources at the end of this guide.

Linking Templates to Entities

When you create a new form template, you can link it to specific entities. 
Remember, these include:

• Companies
• Jobs
• People
• Plant
• Work Orders

Keep in mind that templates linked to different entities will have access to different information. 

Navigating and Editing Your Template

Once you've created your new form template, you'll be taken directly to its dashboard. 
From there, you'll want to click the Edit pencil icon in the top right corner.

When you're editing a form template, you'll see those two main tabs: Info and Fields.

The Info Tab

Let's quickly review the Info tab. It has four key sections:

• Info: This is where you'll give your template a name.
• Template Group: If you want to categorize your template, add it to any existing template groups.
• Display Columns: set up what information will be displayed when this form template is actually used.
• Form PDF Export: Here, you can specify the width in pixels for labels when you export it as a PDF.

Now, remember this is crucial: 
If you make any changes on this tab, make sure you click the Update button in the upper right to save your changes. 

Adding Fields to a Form Template

When you first create a new form template, it's going to be empty. To add fields and functionality, you'll need to click on the Fields tab.

Once you've added fields, you'll see a icons next to each field:

• To edit a field, click the Edit pencil icon.
• To duplicate a field, click the Duplicate icon.
• And to delete a field, click the Delete icon.

For this session, we're going to add three specific fields: 

• Question field: Yes - No - N/A
• Combo Box field: Combo Box
• Risk field: Risk

Adding Fields

Adding Fields to Your Template

On the left-hand side of the template, you'll see a list of field types.    Click on Questions, and then select Yes - No - N/A.    This will instantly add that field to your template.    Let's do the same for a Combo Box.    Click Combo Box, and then select the first option, Combo Box.    Finally, we'll Click on Risk and add the Risk field.

Editing Fields on a Form Template

Setup Question Field & Show/Hide Rules

When you first add a field, it comes with default information.  To add the details and functionality you need, click on the Edit icon for that field.   Let's start by editing the first field we added, the Question field.

Question Field

From the edit window, we can update the Name field to display the actual question a user would see when they're using this form. The Options section is where we can set or control the choices a user interacts with for this question. 

This field defaults to three options: "1:Yes | 0:No | 2:N/A".

At the bottom of this screen, click the Edit Show/Hide Rules button. 

Click Add New Rule.

From here, we can trigger some really cool things based on the options a user selects. 
Let's set the Value to Yes. 

If we wanted to hide/show a field, we could then use the areas below to select them. 

For this rule, let's Show the Risk field. 

The last part of our rule is special: if this question would create a defect, you'll want to check the box at the bottom. 

Let's do that for this example, and then click Save in the upper right corner. 

To finish up our Question field, make sure you click the Save button in the upper right again.

Combo Box Field

From the edit window for the Combo Box, we can update the Name field to display the question a user would see. The Options section is where we can set the choices for the user. 

This field has no options by default – it uses the same format as the Question field. 
You'll put in your options separated by that vertical line character, or "pipe," like this: 

Option 1|Option 2|Option 3

Let's go ahead and update these options, and then save this field.

Risk Field

Setup Risk Fields

Now, for the Risk field.    From its edit window, you can update the Name field to display the question.    This field is a bit different from the Question and Combo Box fields – there are no "Options" to select.    On this field, first, select the Hidden checkbox.    Then, click into the Select Risk drop-down.    This will display the lines from your Risk Register.    Go ahead and select one of the available options.

Once you have a risk selected, you can choose how much editing the user can perform on the form for this specific risk. 

By default, they can edit the Control Measure, the Residual Likelihood, the Residual Consequence, the Residual Risk Rating, and the person Responsible.

For this example, we'll leave these as they are. Click the Save icon in the upper right corner.

Now that we've edited all our fields, let's make sure to Update the form template by clicking the button in the upper right corner. This will take you back to the Template dashboard. 

Now, let's create a new form from this template.

Create a New Form from the Template

Creating and Submitting a Form

In the upper left corner, click Create New and select Form.   Our template was linked to Plant, so make sure you select the Plant Entity from the drop-down.   Next, select a Plant record. This will then reveal the Form Template field.    Select the template you created earlier, and then choose the User Zone. Finally, Click Next to create your form.

Filling Out the Form

In the office, the form will initially be an incomplete draft.

To fill it out, click the Edit icon in the upper right corner. 

Just a quick note: if you create this form in the app itself, it will automatically open in edit mode.

You'll notice that initially, there are only two fields displayed. Select Yes for the question field. 

As soon as you click the Yes option, it will reveal the hidden Risk field. 

Now, interact with the rest of the form as you desire, and then click Save in the upper right corner.

Submitting the Form and Viewing Defects

This form is currently in Draft status. To finalize it, click the Submit icon at the top.

When you manually refresh the page, you will see a new tab appear for Defects. 

This means our form has successfully created a Defect for the Plant we selected when we first created the form. You can now navigate to the Defects module to view the created Defect.