Forms

You have the ability to create forms custom to your requirements. Please note this is an additional chargeable module in Engage. If you would like to learn more, please email support@engagesolutions.co.nz for more information. 

To create a new form, click on Forms / Templates / "New Templates". 

Please note that only those with Forms: Manage, and Admin: Companies authority have the ability to create new forms and view form templates. 

There are customisable fields on the side of the form builder to chose from as required. You have the ability to click on these options or drag and drop into the form builder box, and edit / delete / move to your preferences. To learn more about the Form fields, please click here. 

Once you click save, you will be asked whether you would like to assign this form to employees. You will be taken to a new screen where you can select either individuals, roles, Kiosk Users or All staff to have access to the created form, as well as if you would like the form to be a one-off or a recurring form. 

One-off forms are great in regards things like surveys, where the form will be available for completion once only. Lifetime forms can be completed an unlimited number of times. 

If you would like to amend the form to include new users or roles to a form, click on Forms / Scheduler, "New Schedule" / select the relevant form from the drop-down and add the new user / role only. This will work in conjunction with those attached to the existing schedule.

In the Preview tab, you are able to set scores and colours to each section of the form that requires them. Colours can be copied down by clicking the copy button. Once completed, click 'Save Scores / Colours'. These colours and scores will display on the downloadable copy of the completed form. 

You have the ability to create an automated alert or an action underlying relevant questions on the form as required. 

For example, if a vehicle check was being completed and there was an option created via the Form Builder asking whether a WOF is due, if the option 'Yes' was chosen, an alert can be set up to email the companies' fleet manager, and an action can be created for the employee in charge of booking WOF's that will email alert them as well as appear on their dashboard/app to be completed. 

To create an automated alert or action, click on Forms/Templates, 'View' the relevant form template, then click on the Alerts tab, then 'Create Alert', and then select whether you want to generate an alert and/or an action. It will expand for further fields as required. 

With alerts, you can sent them to custom email addresses as well as internal users, but actions must be assigned to a specific employee. 

Please note that fields with a red asterisk are mandatory. 

These can be viewed or deleted at a later stage as required by those with correct authorities. 

Each individual alert / action required will need an individual alert set up per question as required. 

Please note that fields with a red asterisk are mandatory fields. 

Once a form is completed, it can be accessed via the Forms tab on the Employee Bio (by the person who has submitted the form), or via the Completed Forms section under the Forms menu option. The completed forms can be downloaded into PDF format, complete with your company logo, and any set-up colours and scores will also be displayed. 

If the form was linked to the Asset Selector, the completed form can also be found against the asset record. 

If your Form has not been assigned, you are able to press the 'Edit' button to make amendments to your form. Engage does not allow you to edit forms that have been assigned to employees. This is to keep the data integrity for reporting. 

If you want to edit an assigned form, it is recommended that you 'Copy' the form required, change the name of the form, make your changes on the copied version, and then assign to the relevant employees. 

Once you have done that, we then recommend making your old form Inactive to prevent employees completing the old form. You will still be able to access reporting from your Inactive form. 

Please ensure you check 'Show Inactive Forms' to display them in the listing screen. 

All data captured within the forms is available in our standard report builder format. This allows you to compare the data from all submitted form entries in a table style format. 

Reports on your created forms can be found by clicking on Forms / Reports.

If you have any further queries about Engage or using Forms, please email support@engagesolutions.co.nz and we will get back to you as soon as we can.