Converting Paper Forms to Form Templates

Get your paper forms into Prestartr as Form Templates

Table of Contents

Converting Paper Forms to Form Templates 1. Adding Fields to your Form Template Basic or Advanced? Required Fields Example Setup 2. Editing the Fields of your Form Template 3. Hide/Show Rules and Updating your Form Template

Converting Paper Forms to Form Templates

🛈 Info

Before we get started…

There are a few things to consider before you start building a Form Template.

  • Do you need to add or remove options based on the choices a user selects?
    (Hide/Show Rules)
  • Does the information already live in Prestartr somewhere?
    (Prefilled/Combo Box)

Consider the points above while going through the guide below.
There will be callouts for these specific questions.

We will use an example for for this guide - A Work Health & Safety report.

Before you follow the guide, ensure you have created a Form Template.

Click here to see how to Add a New Form Template.

 
 
 

Paper Form Example

 
 

Prestartr Example PDF

 

 
 

1. Adding Fields to your Form Template

Adding Fields to a Form Template

 

New form templates are empty after creation. 

To add fields and functionality to the form template, click the Fields tab.

If you are not in Edit Mode, click the Edit pencil in the upper right corner of the form template.

While on the Fields tab, you will have access to a number of Field Types - each of which have multiple options.

This guide will focus on replicating the Work Health & Safety Report displayed earlier - this is an excerpt of a larger form, only the first section.

To add a new Field to a Form Template, you click the arrow to the left of the Field Type to see the available Fields within.

Click the Field name to add it to the Form Template.

Consult the section below for a list of the specific fields added to create the Work Health & Safety Report.

Basic or Advanced?

There are two ways that this sample form can be setup - Basic or Advanced.

If this is the first form template you are creating, use the Basic section.

 

Required Fields

Basic

There are a total of 18 Fields for this form.

You can add the following fields, in order, to start to replicate this form.

  • Label - Header
  • Text Box - Text (x 3)
  • Combo Box - Combo Box*
  • Date Box - Date Time
  • Text Box - Text (x 2)
  • Text Box - Long Text (x 2)
  • Question - Yes - No*
  • Text - Numeric
  • Signature - Signature
  • Date Box - Date
  • Combo Box - People
  • Text Box - Text
  • Date Box - Date
  • Label - Label

* This field will show a Hidden field when a specific option is selected.

End User Optimization 

The above required fields are intended to replicate the paper form in presentation and intent - that doesn't mean that it cannot be optimised based on your own companies needs.

For example, if you know for a fact that this form will always be created at the time of an incident, you don't specifically need to include the Date Box - Date Time field, as Prestartr will record the time and date that the form is created.

Other information included by Prestartr on this example form would be the Job, the Zone, as well as the form Status, and the name of the Form Template.

This guide will include these field, but they can be excluded to further streamline your templates.

 

Below are links to the documentation on each type of Field used on this template:

 
 

Advanced

There are a total of 30 Fields for this form.

You can add the following fields, in order, to start to replicate this form.

  • Label - Header
  • Text Box - Text (x 5)*
  • Combo Box - Combo Box
  • Text Box - Text
  • Date Box - Date Time
  • Text Box - Text (x 2)
  • Text Box - Long Text
  • Question - Yes - No - N/A
  • Text Box - Text (x 3)
  • Text Box - Phone Number (x 3)
  • Text Box - Email (x3)
  • Question - Yes - 
  • Question - Yes - No - 
  • Signature - Signature
  • Date Box - Date
  • Text Box - Text
  • Date Box - Date
  • Label - Label

* These include the People Fields of Phone 1, Phone 2, Email 1, and Email 2.

End User Optimization 

The above required fields are intended to replicate the paper form in presentation and intent - that doesn't mean that it cannot be optimised based on your own companies needs.

For example, if you know for a fact that this form will always be created at the time of an incident, you don't specifically need to include the Date Box - Date Time field, as Prestartr will record the time and date that the form is created.

Other information included by Prestartr on this example form would be the Job, the Zone, as well as the form Status, and the name of the Form Template.

This guide will include these field, but they can be excluded to further streamline your templates.

 

Below are links to the documentation on each type of Field used on this template:

 
 
 
 

Example Setup

Below is a screenshot of the resulting setup of fields.

Basic

 
 

Advanced

 
 
 
 

Once you have added the needed field, proceed to the next step - Editing the Fields.

 
 

2. Editing the Fields of your Form Template

Once you have added the required Fields to your template - edit the fields to update their Name, Options, and Settings.

The following fields comprise this section of the form and have the following settings:

Click the tabs at the top of each section to see the specific settings for each field.

Basic

1. Header - Text - Combo Box

1. Header

The Header field will provide context and instruction to the end user without having to add multiple fields.

The section that will become the Header are highlighted in yellow above.

Click the Edit pencil to the right of the Header field to open the Field setup.

Update the Name to:

Details of the incident - Details of person completing the report

Click the Save icon in the upper right corner of the Field setup.

 
 

2. Text (x 3)

The five Text fields provide the Name, Contact Phone Number, and Email address of the person completing the form.

Text - Name

Click the Edit pencil to the right of the first Text field to open the Field setup.

Update the Name to:

 Name

Click the drop-down under Prefill from and select:

People.Name.

Click the Save icon in the upper right corner of the Field setup.

 
 

Text - Phone

Click the Edit pencil to the right of the second or third Text field to open the Field setup.

Update the Name to:

Phone

Click the drop-down under Prefill from and select :

People.Phone

Click the Save icon in the upper right corner of the Field setup.

 
 

Text - Email

Click the Edit pencil to the right of the fourth or fifth Text field to open the Field setup.

Update the Name to: 

Email

Click the drop-down under Prefill from and select:

 People.Email.

Click the Save icon in the upper right corner of the Field setup.

 
 
 
 

3. Combo Box

The Combo Box will multiple options to the end user without having to add multiple fields.

The section that will become this Combo Box are highlighted in yellow above.

Click the Edit pencil to the right of the Combo Box field to open the Field setup.

Update the Name  to:

Branch/Business Unit

Update the Options to:

Administration|Maintenance|Construction|Developments|Other

Options Field

When providing multiple selections in the Options field, ensure you use the Pipe character to separate selections. 

Spaces and formatting are preserved between Pipes.

 

Click the Save icon in the upper right corner of the Field setup.

 
 
 
 

2. Date Time - Text - Long Text

1. Date Time

The Date Time field will provide date and time for this section of the form.

Click the Edit pencil to the right of the Date Time field to open the Field setup.

Update the Name to:

 Time and date of incident

Check the box for Prefill Dates to Current Day.

Click the Save icon in the upper right corner of the Field setup.

 
 

2. Text (x 2)

The next two Text fields will provide the Location and Activity during the incident.

Click the Edit pencil to the right of the Text field to open the Field setup.

Update the Name to:

 Location of incident or Activity being undertaken

Click the Save icon in the upper right corner of the Field setup.

 
 

3. Long Text - (x 2)

Incident Description

The Long Text field will provide space for the user to record the incident description.

Click the Edit pencil to the right of the Long Text field to open the Field setup.

Update the Name to:

 Brief description of incident / near miss

Click the Save icon in the upper right corner of the Field setup.

 
 

Incident Witnesses

The Long Text field will provide space for the user to record the witness details.

Click the Edit pencil to the right of the Long Text field to open the Field setup.

Update the Name to:

 Names and contact details for witnesses to the incident

Click the Save icon in the upper right corner of the Field setup.

 
 
 
 
 
 

3. Yes/No - Numeric - Signature - Date

1. Question - Yes - No

The Question field will provide a Yes or No to the question on the form.

Click the Edit pencil to the right of the Question field to open the Field setup.

Update the Name to:

 Was anyone injured

Click the Save icon in the upper right corner of the Field setup.

 
 

2. Text - Numeric

The Numeric field will provide number of injuries for the incident.

Click the Edit pencil to the right of the Numeric field to open the Field setup.

Update the Name to:

 How many?

Check the box for Hidden.

Click the Save icon in the upper right corner of the Field setup.

 
 

3. Signature

The Signature field will provide a space for the user to sign the form.

Click the Edit pencil to the right of the Signature field to open the Field setup.

Update the Name to: 

Signature

Click the Save icon in the upper right corner of the Field setup.

 
 

4. Date

The Date field will provide date for this section of the form.

Click the Edit pencil to the right of the Date field to open the Field setup.

Update the Name to: 

Date

Check the box for Prefill Dates to Current Day.

Click the Save icon in the upper right corner of the Field setup.

 
 
 
 

4. Combo Box - Text - Date - Label

1. Combo Box - People

The Combo Box - People field will provide a drop-down of users that this form was submitted to.

Click the Edit pencil to the right of the Combo Box - People field to open the Field setup.

Update the Name to: 

Submitted to:

Click the Save icon in the upper right corner of the Field setup.

 
 

2. Text

The Text field will provide a space for the user to record the position of the person the form was submitted to.

Click the Edit pencil to the right of the Text field to open the Field setup.

Update the Name to:

Position

Click the Save icon in the upper right corner of the Field setup.

 
 

3. Date

The Date field will provide date and time for this section of the form.

Click the Edit pencil to the right of the Date field to open the Field setup.

Update the Name to: 

On:

Check the box for Prefill Dates to Current Day.

Click the Save icon in the upper right corner of the Field setup.

 
 

4. Label

The Label field will provide the disclaimer at the bottom of this section of the form.

Click the Edit pencil to the right of the Label field to open the Field setup.

Update the Name to: 

N.B. This form is to be treated as "CONFIDENTIAL"

Click the Save icon in the upper right corner of the Field setup.

 
 
 
 
 
 

Advanced

1. Header - Text - Combo Box - Text

1. Header

The Header field will provide context and instruction to the end user without having to add multiple fields.

The section that will become the Header are highlighted in yellow above.

Click the Edit pencil to the right of the Header field to open the Field setup.

Update the Name to: 

Details of the incident - Details of person completing the report

Click the Save icon in the upper right corner of the Field setup.

 
 

2. Text (x 5)*

The five Text fields provide the Name, Contact Phone Number, and Email address of the person completing the form. There are five fields for three items because these fields will auto-populate information from the People module - each Person as two phone number fields and two email address fields.

Skip Phone (2) and Email (2) if you don't use these fields in the People module.

Text - Name

Click the Edit pencil to the right of the first Text field to open the Field setup.

Update the Name to: 

Name

Click the drop-down under Prefill from and select: 

People.Name.

Click the Save icon in the upper right corner of the Field setup.

 
 

Text - Phone (1) - Phone (2)

Click the Edit pencil to the right of the second or third Text field to open the Field setup.

Update the Name to: 

Phone (1) or Phone (2).

Click the drop-down under Prefill from and select: 

People.Phone or People.Phone2.

Click the Save icon in the upper right corner of the Field setup.

 
 

Text - Email (1) - Email (2)

Click the Edit pencil to the right of the fourth or fifth Text field to open the Field setup.

Update the Name to: 

Email(1) or Email (2).

Click the drop-down under Prefill from and select: 

People.Phone or People.Phone2.

Click the Save icon in the upper right corner of the Field setup.

 
 
 
 

3. Combo Box

The Combo Box will multiple options to the end user without having to add multiple fields.

The section that will become this Combo Box are highlighted in yellow above.

Click the Edit pencil to the right of the Combo Box field to open the Field setup.

Update the Name  to:

Branch/Business Unit

Update the Options to:

 Administration|Maintenance|Construction|Developments|Other

Options Field

When providing multiple selections in the Options field, ensure you use the Pipe character to separate selections. 

Spaces and formatting are preserved between Pipes.

 

Click the Save icon in the upper right corner of the Field setup.

 
 

4. Text

This Text field is special - it only needs to be included if you wish the user to type out their Branch/Business unit by hand. 

Click the Edit pencil to the right of the Text field to open the Field setup.

Update the Name to: 

Other Branch/Business Unit

Click the checkbox for Hidden.

Click the Save icon in the upper right corner of the Field setup.

This field will be Hidden until something else in the form is triggered to Show it.

These settings will be covered in Step 3 - Updating the form.

 
 
 
 

2. Date Time - Text - Long Text - Yes - No - N/A

1. Date Time

The Date Time field will provide date and time for this section of the form.

Click the Edit pencil to the right of the Date Time field to open the Field setup.

Update the Name to: 

Time and date of incident

Check the box for Prefill Dates to Current Day.

Click the Save icon in the upper right corner of the Field setup.

 
 

2. Text (x 2)

The next two Text fields will provide the Location and Activity during the incident.

Click the Edit pencil to the right of the Text field to open the Field setup.

Update the Name to: 

Location of incident or Activity being undertaken

Click the Save icon in the upper right corner of the Field setup.

 
 

3. Long Text

The Long Text field will provide space for the user to record the incident description.

Click the Edit pencil to the right of the Long Text field to open the Field setup.

Update the Name to: 

Brief description of incident / near miss

Click the Save icon in the upper right corner of the Field setup.

 
 

4. Question - Yes - No - N/A**

This section can be done in two methods - the simple or advanced method.

Simple

The Long Text field will provide a simple for this section of the form.

Click the Edit pencil to the right of the Long Text field to open the Field setup.

Update the Name to:

Name and contact details for witnesses to the incident

Click the Save icon in the upper right corner of the Field setup.

 
 

Advanced

The Question field will provide a simple for this section of the form.

Click the Edit pencil to the right of the Question field to open the Field setup.

Update the Name to:

Witnesses to the incident

Update the Options to:

1:One|0:Two|2:Three+

Click the Save icon in the upper right corner of the Field setup.

 
 
 
 
 
 

3. Text - Yes/No - Yes - No - N/A

1. Text - Phone # - Email***

The Text Fields for Name, Phone, and Email are only needed if you are using the previous questions to set the amount of witnesses.

Click the Edit pencil to the right of the Text field to open the Field setup.

Name:

Update the Name to:

Witness 1- Name

Phone Number:

Update the Name to: 

Witness 1 - Phone Number

Email Address:

Update the Name to:

Witness 1- Email

Check the box for Hidden.

Click the Save icon in the upper right corner of the Field setup.

Repeat this process for the remaining fields for Name, Phone Number, and Email.

 
 

2. Question - Y - N****

The Question field will provide a Yes or No to the question on the form.

Click the Edit pencil to the right of the Question field to open the Field setup.

Update the Name to: 

Was anyone injured

Click the Save icon in the upper right corner of the Field setup.

 
 

3. Question - Y-N-N/A****

The Question field will provide number of injuries for the incident.

Click the Edit pencil to the right of the Question field to open the Field setup.

Update the Name to: 

“How many?”.

Update the Options to:

1:One|0:Two|2:Three+

Check the box for Hidden.

Click the Save icon in the upper right corner of the Field setup.

 
 
 
 

4. Signature - Date - Combo Box

1. Signature

The Signature field will provide a space for the user to sign the form.

Click the Edit pencil to the right of the Signature field to open the Field setup.

Update the Name to: 

Signature

Click the Save icon in the upper right corner of the Field setup.

 
 

2. Date

The Date field will provide date for this section of the form.

Click the Edit pencil to the right of the Date field to open the Field setup.

Update the Name to: 

Date

Check the box for Prefill Dates to Current Day.

Click the Save icon in the upper right corner of the Field setup.

 
 

3. Combo Box - People

The Combo Box - People field will provide a drop-down of users that this form was submitted to.

Click the Edit pencil to the right of the Combo Box - People field to open the Field setup.

Update the Name to: 

Submitted to:

Click the Save icon in the upper right corner of the Field setup.

 
 
 
 

5. Text - Date - Label

1. Text

The Text field will provide a space for the user to record the position of the person the form was submitted to.

Click the Edit pencil to the right of the Text field to open the Field setup.

Update the Name to: 

Position

Click the Save icon in the upper right corner of the Field setup.

 
 

2. Date

The Date field will provide date and time for this section of the form.

Click the Edit pencil to the right of the Date field to open the Field setup.

Update the Name to: 

On:

Check the box for Prefill Dates to Current Day.

Click the Save icon in the upper right corner of the Field setup.

 
 

3. Label

The Label field will provide the disclaimer at the bottom of this section of the form.

Click the Edit pencil to the right of the Label field to open the Field setup.

Update the Name to: 

N.B. This form is to be treated as "CONFIDENTIAL"

Click the Save icon in the upper right corner of the Field setup.

 
 
 
 
 
 
 
 

3. Hide/Show Rules and Updating your Form Template

Basic

Now we will update the Hide/Show rules of the fields used.

Was anyone injured?

For the Was anyone injured? field, click the Edit icon to open the Field Setup.

At the bottom, click Edit Show/Hide Rules.

Click Add New Rule.

For the second Rule, set the Equals value to Yes (Complete Part B for each injured person). 

Select the How many? field from the drop-down.

Click Save to update the Show/Hide Rules.

In the Field Setup, click the Save icon to update the Field.

 
 
 
 

Advanced

Now we will update the Hide/Show rules of the fields used.

Branch/Business Unit

For the Branch/Business Unit field, click the Edit icon to open the Field Setup.

At the bottom, click Edit Show/Hide Rules.

Click Add New Rule.

For the second Rule, set the Equals value to Other. 

Select Other Branch/Business Unit field from the drop-down.

Click Save to update the Show/Hide Rules.

In the Field Setup, click the Save icon to update the Field.

 
 

Text Box - Text - Phone Number - Email (x 3)

For the Witnesses to the Incident field, click the Edit icon to open the Field Setup.

At the bottom, click Edit Show/Hide Rules.

Click Add New Rule.

For the first Rule, set the Equals value to One. 

Select Witness 1 - Name / Phone Number / Email fields from the drop-down.

For the second Rule, set the Equals value to Two. 

Select Witness 1 and Witness 2 - Name / Phone Number / Email fields from the drop-down.

For the third Rule, set the Equals value to Three+. 

Select Witness 1, Witness 2, and Witness 3 - Name / Phone Number / Email fields from the drop-down.

Click Save to update the Show/Hide Rules.

In the Field Setup, click the Save icon to update the Field.

 
 

Question - Yes - No - Question Yes - No - N/A

For the Was anyone injured field, click the Edit icon to open the Field Setup.

At the bottom, click Edit Show/Hide Rules.

Click Add New Rule.

For the second Rule, set the Equals value to Yes (Complete Part B for each injured person). 

Select How many? field from the drop-down.

Click Save to update the Show/Hide Rules.

In the Field Setup, click the Save icon to update the Field.

 
 
 
 

Once you have finalised your Fields and your Hide/Show rules, click the Update button in the top right to finish your Form Template.