Form Settings

Form | Rules | Links

Use form settings to set the form's actions, options, sharing settings, and statuses:

1. On the App Summary page, click the form you want to configure
2. On the Form Details page, in the top right corner, click Settings

3. On the Form Settings window, on the tabs, make changes to the settings options (based on your package permissions):

   3a: Actions

   Choose the actions employees can perform while using the form

   Example

   Users need to change the status, modify, log their work, and add attachments to an item using this form. By checking the appropriate check boxes you can restrict them to these actions.

    

   Action	Description
   Add Attachment	The ability to add an attachment to an item
   Add Map Annotation	The ability to add an annotation to a map on an item
   Add Note	The ability to add a note to an item
   Add Sketch	The ability to add a sketch to an item
   Assign	The ability to assign an item to a user
   Change Status	The ability to change the status of an item
   Configure Threat Detection	The ability to override (prevent) a new threat item from being created based on its distance from the threat item. You can also set an expiration date for the override
   Create a Ticket	The ability to create a ticket from a work item and link it automatically to the item
   Create Sub Item	The ability to create a child item from a parent item when the forms are linked
   Delete Attachment	The ability to delete attachments. The deleted attachment is recorded in the Audit History, but cannot be viewed. To view a deleted attachment from the Audit History, go to 3c: Options > Attachment Deletion Options and choose Soft Delete. Users can also be required to make a comment when deleting
   Log Work	The ability to track work time per item by utilizing Start Work and End Work actions
   Modify	The ability to edit an item
   Put in Folder	The ability to place an item in a folder
   Remove from Folder	The ability to remove an item from a folder
   Schedule	The ability to assign a date to an item on which work is scheduled to be performed
   Share	The ability to send the item to a user you choose
   Unassign	The ability to unassign an item from a user
   Unlock Item	The ability to unlock an item while it's locked by another user

    

   3b: General

    

   Setting	Description
   Can only be created from parent	When linking forms together, use this option to specify which form is the parent and which is the child Yes: an item (current form) can only be created from the parent form; the current form is not displayed in the dropdown list from the Create menu. If Yes, you are required to add at least one linked form under the Links tab No: An item (current form) can be created from the Create menu
   Category	Categories are the second level of organization for items. They are headings within classifications under which forms are listed (the forms link to item summary pages) For example, items for your company's cars and trucks could be listed under the category "Vehicles" which could be under the classification "Assets" (see Classification, below)
   App Name	Classifications are the top level of organization for items. Classifications contain categories. Categories contain forms.   Location/Description App Classifications are listed on the blue main menu bar in alphabetical order after Tickets, Billing, or Analytics (depending on your system features). If there are more than three classifications, an ellipsis (…) opens a dropdown list of the rest of the classifications. Clicking a classification opens a dropdown list linking to item summary pages based on categories and forms - Category Categories are headings on a classification dropdown list or ellipsis (...) under which item summary pages for forms are listed -- Form Item summary pages for the forms listed under category headings on dropdown list or ellipsis (...) There are three standard classifications: Assets: The equipment used to do the work or the assets on which work is done People: Contacts, prospects, customers, or employees, etc. Work: Estimates, inspections, repair, test, maintenance, etc. You can also create your own classifications by clicking New.
   Description	A description that adds detail or context for your coworkers
   Form Name	Automatically filled in based on the form name you typed when creating the form
   Single Page App	Yes: All form sections are displayed when adding an item using mobile devices No: When users add an item from a mobile device, they have two options: Required only: Only displays fields that are required to save the item Full app: Displays all form fields, but presents them by section. Users click sections to display fields in the section and use Previous Section and Next Section buttons to navigate the form. The List button in the upper-left corner returns to the list of sections. This option is helpful for long forms with many sections and fields, as it simplifies data entry from a mobile device

    

   3c: Options

    

   Option	Description
   Attachment Deletion Options	Comment Required: Y: Users must add a comment when deleting Soft Delete: Deleted attachments can be viewed in the Audit History
   Coming Due Threshold	Set the time before the due date to change the value in the Due Time Status column on the Item Summary screen to "Coming Due." To add the Due Time Status column to an item screen, see Screen Configuration
   Enable Time Tracking / Breadcrumbing	Enable or disable time tracking or breadcrumbing (only one can be enabled) Time Tracking: Limit the amount of time users track against an item within a single Start Work/End Work session. Optional: You can choose the actions to remove from the Actions list until after the user starts work. See Work Time Tracking > Configure Work Item Actions Max Work Time: The maximum number of minutes users can work on items (starting from when they click Start Work). When this limit is reached, the system applies End Work (audit history), and syncs (if applicable). Work can now be restarted. If the item is locked, it is unlocked, even if the maximum number of minutes to lock has not expired Work item locking: If an item is locked, other users cannot modify it until the maximum limit is reached or the user who locked it clicks End Work Max Lock Time: The maximum number of minutes an item can be locked while a user work on it (starting from when they click Start Work). The system unlocks the record when this limit is reached Breadcrumbing: Adds the path of the user (plus any buffer) to the map of the item. For details, see Breadcrumbing Breadcrumbing Buffer (feet): The distance (in feet) from either side of the path of the breadcrumbs Disabled: Neither time tracking nor breadcrumbing are enabled
   Layer	Change the default map layer or create a custom map layer on the item Summary map. Change or create map layer Change default map layer: In the Layer dropdown list, click a layer. Create a new map layer: At the right of the Layer dropdown list, click New In the Layer dropdown, type the name of the layer. Optional. Assign a Pin Color to the layer so that all pins (items) associated with the layer display in the color you chose. Click in the Pin Color field. In the pop-up window, click a new color
   Routing Default Work Duration	Set a default duration, in minutes, that will be added to a user's route. Example: If you know that the average time at a work location for your field workers is one half hour, you can set this value to 30 minutes and it will be added to each user's route Type the duration in the Routing Default Work Duration field Item Routing is an add-on feature: If you do not have this feature, contact your Irth sales representative: sales@irthsolutions.com.
   Title Field (Optional)	The Title field is a hidden field that is searchable on the Item Summary page (Search > Work Item Title) in the Full Web and Mobile Web versions of UtiliSphere. Choose a field to have its data appear in the Title field. For example, if you choose Notes, you can search on the Notes field In the iOS, Android, and Windows apps, the Title field contains Address data from the Location field. On the Summary page, the Address data is visible and provides the default sort order

    

   3d: Share

   Use the Share feature to control access to forms. You must enable Share in the Form Settings > Actions tab to use this feature. See 3a: Actions, above.

   Editing Options

   Option	Description
   Allow Adding Attachments	Anyone you share with can add attachments to the email version of a work item you shared
   Allow Editing	Anyone you share with can edit a work item

    

   Creation Options

   Option	Description
   Private	Allows anyone with the appropriate Irth system permissions to access the form to create a new work item. This is the default option. This is the most secure option
   Email Authenticated	Allows anyone whose email domain you have entered to create a new work item. The security of this option is between the private and public options Example User goers to the form URL  On the authentication page, the user enters their email address, which contains the domain "mycompany.com" in the Email Authenticated Domain field User receives email, clicks the link in the email, goes to the new form and creates an item
   Public	Allows the general public to create a new work item. You do not need to be logged in to an Irth system or have an email domain in an Irth system. This is the least secure option

    

   Fields

   Field	Description
   Private (common) Fields: These fields are available for all creation options
   Add Company Branding	Use this feature to add an image in the upper left corner of the form. The image you upload replaces any other image in this location on the form Click Choose logo In the Open window, locate the image on your computer and upload it
   Enable Mapping	Y: Choose the map layers to display on the form
   Include Attachments When Shared	Y: When the item is shared, any files attached to it are shared
   Email Authenticated and Public Fields
   Email Domain (Email authenticated only)	The email domain entered by the recipient of the email to access the new form to create the new work item. Do not enter the local part of the domain and @ sign (local-part@domain.com). Enter the domain only without the @ sign: domain.com
   Form URL	The URL in the email that links to the new form used to create the work item
   Message to display after form is saved (optional)	The message that displays after user clicks the link in the email, then creates and saves the new work item
   Redirect URL (optional)	The URL that the user is automatically sent to after going to the link in the email, then creating and saving the item. Without a redirect URL, the user stays on the form

    

   3e: Statuses

   Choose the statuses that apply to your form. You can create statuses as needed, as described below.

   Minimum requirements: 

   • One Initial status type
   • One Closed status type

    

   Type of Status	Description
   Initial	The first status the item has after creation Default: Open Limit: One (Only one initial status is allowed)
   Open	The status the item has while being worked on. Default: None Limit: None (As many open statuses as needed are allowed)
   Closed	The final status the item has (after work is complete) Default: Closed Limit: None (At least one closed status is required)

    

   Work with Statuses

   Action	Description
   Add Status	Click +Add Status Type name of status Click outside the field to finish
   Delete Status	At the right of the status name, click Delete ( )
   Move Status	Click Move ( ) to drag and drop the status to any position (Initial, Open, or Closed), as long as you keep one Initial and one Closed status Example: You create two statuses, one called "Draft" and one called "Archive". You move "Archive" to become another Closed status. You move "Draft" to become your Initial status, and move "Open" to be your Open status

    

4. Optional. Link the form to other related forms. See Links
5. Optional. Add and modify rules to automate your workflow. See Rules
6. Save and other final actions: See Saving and Publishing