📄Forms & Workflow
Flexible, responsive, and customizable forms
Last updated
Flexible, responsive, and customizable forms
Last updated
Juggling diverse forms and formats is a common challenge with traditional software while managing client records across different departments or organizations. Forms help agencies and care workers better collect, organize, and assess information on their clients, while offering references for future visits. Our Intake Forms functionality allows agencies and care workers to streamline a new client's onboarding process while enabling them to submit client data with ease and consistency.
Here's how a configurable case management software like Fieldworker can turn this challenging task into a streamlined process:
Customizable forms: A robust case management software like the Fieldworker lets you customize forms, ensuring data collection meets your organization's unique requirements and standards. This flexibility ensures different organizations can capture the necessary information while maintaining consistency in the overall structure of client records.
Form libraries: You can store and organize different types of forms in a centralized library for easy access and usage.
Form versioning and history: Using this feature, you can track changes and updates to forms over time, ensuring you always have the most accurate and updated information. It also provides transparency and accountability while allowing organizations to maintain a record of previous versions for reference and historical purposes.
Document management features: These features serve as your digital document control assistant, adept at managing various document types integral to comprehensive client records. It's like having an organized, efficient, and easily navigable digital filing cabinet.
Attachments and supporting documents: You can attach supporting documents to client records, such as scanned forms, images, or audio files. This feature enhances the completeness and accuracy of client records by incorporating diverse sources of information.
The Fieldworker platform allows your agency to customize (and create), forms to manage the process around your business. An admin user for your agency may access and create new forms, as needed. The Forms in Fieldworker are used in association with tasks performed by your staff. Each task in the Fieldworker platform has an associated task type. A form can be associated with a task type, indicating a workflow that the form needs to be filled in or completed when checking out from a task of that specific task type.
The Fieldworker makes various standard forms available for all agencies. These forms may have been created and provided by the Fieldworker, or by the community. Your agency may also create its specific forms, as needed.
A typical use case for the use of Forms include
Subscribe for the Forms functionality
Create or choose a form provided by the community
Associate the form to a task type
Create a task, which has an associated form
When the task is checked out i.e. completed, the form is presented, and the user is expected to complete the same.
Once completed, the forms can be accessed from the completed task entry or the task tab on the customer page
All submitted forms for a user or form type can be accessed as a report
Fieldworker's Admin Portal provides you with the drag-and-drop Form Builder that generates the form in real-time so you don't have to spend excessive time and money developing your forms or implementing a workflow.
Fieldworker's Form Renderer is automatically deployed in your environment so that forms are available to all your users, including mobile app users.
Fieldworker's pre-configured data management automatically collects and stores form submission data and provides you the tools to view, manage, and export, and, you don't have to worry about scalability because there are no arbitrary limits, nor meeting security or compliance requirements either because they're built in.
Creating a Form is as simple as the click of a button. Before we get into Form Building, it's important to understand the different UI elements and settings of the builder. While many components offer unique settings specific to the component type, many settings span across the majority of components.
Settings that modify the front-end UI of a component. The Display setting tab will be the first tab open when editing the component settings.
The front-end name for the component. By default, the label will display at the top left of the field.
The label location of the component. The Lable Position will default to the Top option, but several other options can be selected:
Top - The Label will display left aligned on the top of the component
Left (Left-aligned) - The Label will display to the left of the component and aligned to the left of the component width span.
Left (Right-aligned) - The Label will display to the left of the component and aligned to the right of the component width span.
Right (Left-aligned) - The Label will display to the right of the component and aligned to the left of the component width span.
Right (Right-aligned) - The Label will display to the right of the component and aligned to the left of the component width span.
Bottom - The Label will display left-aligned below the component
When the Left or Right Label Position alignment options are selected, the label width and margin settings will become available. These options allow for padding to be added to the respective position of the component which will create space space between the label and the component. The width and margin values are based on the field's span percentage on the form.
Use the label position when formatting your form in a grid-like fashion or to save vertical space on your form.
A short descriptive text that describes the expected value that the user should enter in the field. The Placeholder will display when the field is empty and will not be submitted to the server when the form is submitted.
Use the Placeholder as helper text for users filling out the field.
Add a Description that will display below the field. This setting can be used as an alternative to the Placeholder or in addition if further details are needed for the field.
Use HTML in the setting field to style the content of the Description
Adding content to the Tooltip setting will add a new UI element to the field represented by a question icon next to the field label. The content inside the Tooltip setting will display when a user hovers over the UI element. Tooltips are a great way of providing detailed instructions or helper tips without taking up space on your form.
Use HTML in the Tooltip setting field to style the content inside the Tooltip.
The Prefix setting adds text or characters before the input field. This can be used to categorize or label a field, like using $ for currency.
The Suffix setting adds text or characters after the input field. This can be used to categorize or label a field, like using % to represent a percentage.
Enabled by default, input fields will automatically populate data from values previously entered by the user dictated by the cache of the user's browser. Input the off value inside the setting field to disable.
Hidden components do not display on the form but are still part of the form JSON and submission. This setting can be helpful when calculating data that should not be visible to the front-end user
Hides the label of a field. Save vertical space on a form by hiding the field label and utilizing other display settings such as a Placeholder to identify the field.
Masks the input of the field by replacing characters with circle characters often seen on password fields. Use this setting when handling sensitive data such as a Tax ID or Social Security Number.
Hide Input does not encrypt the data on the server. Do not use this setting for Passwords.
The Disabled setting will prevent users from focussing and inputting data into the field. Use Disabled fields in conjunction with Calculated Values to prevent a user from altering calculations or populated values.
Settings found in the Validation Tab relate directly to the configurable Front-End and Back-End validations for the field. Validation covers settings such as required fields, unique data, min/max requirements, custom validations, and custom error messages.
Not all validations may be supported on all devices. Please confirm especially if your users will be using a form on mobile devices.
Determines when the field's front-end validation will occur based on the option selected:
Change - Validation will actively trigger any time there is a change in the field. This is the default option for every field.
Blur - Validation will only trigger when the field is no longer focused.
Use the Blur option on fields that require a certain format to ensure validation is not triggered until the user has completed the data input. EG Email field
The Required setting is represented by a red asterisk next to the field label and forces the user to enter a value before the form is submitted or the user progresses to the next page of a Wizard form.
Upon submission, a query is done on the back end to ensure the data entered into the field is unique.
When this setting is enabled, the component is validated when it is hidden or conditionally hidden. The validation errors of the hidden components are shown in the form errors alert when submitting the form.
The Minimum or Maximum length requirement the field value must meet. This behavior changes depending on what component the setting is being applied to.
String (EG Text Field, Text Area) - Determined by the number of characters entered in the field
Number - (EG Number, Currency) - Determined by the numerical amount entered in the field
Array (EG Data Grid, Edit Grid) - Determined by the number of arrays or rows added to the grid
Use the Minimum / Maximum length on Data Grids or Edit Grids to determine the number of rows a user can add or remove. The minimum value will result in the grid rendering that specific number of rows when the form is displayed.
Change the field name displayed within the validation message when validation is triggered.
Use the Error Label when a field has a long label or name to shorten validation messages.
Write a Custom Error Message that overrides the default front-end validation message displayed on the form when validation is triggered.
Expand the Custom Validation tab and write Javascript or JSON logic to set up your own validation rules for the field.
Click Here to read more about custom validation
Set different custom error messages for multiple errors. For example, you could set up multiple error messages to communicate a required field and a min/max amount of characters (in contrast to “Custom Error Message”, which only allows you to set one error message for all errors).
