As discussed in Completing Tasks, Work Forms are associated with many Tasks.
Work Forms are one of the IMMS/Job Connect tools that make the application so powerful and customizable across a broad range of infrastructure. The project team and Instance Administrator work together to design forms specific to the unique needs of each system, location, client and contractor. Work Forms provide assurance that work is performed and documented according to best practices and/or Contract-specified requirements. Work forms may present well-known fields, such as System Element, Type, Location, Asset, etc.), and a series of Custom Fields, which guide and document work activities to be completed with the associated Task.
Work forms exist in two formats, native and PDF.
- Native - Native forms are Work Forms created in IMMS using the integrated Form Designer interface. Native Forms are intuitive and can easily prepopulate form fields with associated record data. Native forms can be easily updated and published as new versions within the IMMS web client using the integrated Form Designer.
- PDF - PDF forms are designed in a third-party software and converted to PDF format.
The following Work Form features and functionality are discussed in this article.
Accessing Work Forms
When a Work Form is associated with a Task, a Work Form icon will be displayed with the Task details, as discussed in Completing Tasks. Additionally, if a Work Form is required for a Case Status transition or a Work Ticket Status transition, a Work Form icon will be displayed within the Case or Work Ticket details.
Tapping the Work Form icon will open the associated Work Form for completion.
Completing Work Forms
Native Work Forms
Once you have accessed a Native Work Form, you will be presented with action buttons, System Information, and one or more pages of Work Form fields.
Tool/Feature | Icon | Description |
|---|---|---|
| Page Indicator |
| Native Work Forms can contain multiple pages, which is indicated by a series of dots at the bottom of the page. The page indicator displays a dot for each page of the Work Form. The current page is indicated by a blue dot. To change pages, swipe left or right to move forward or backward, respectively. |
Create Case |
| The blue bell icon creates a Case related to this Work Form. Please see Related Cases/Issues for more information or guidance on Case creation. Note: The bell icon may be presented in a different color if a Related Case already exists for the Work Form. Tapping the icon will display those existing Cases. |
| Magic Wand |
| The Magic Wand tool allows you to clear all entries on the current form or to populate the Work Form with the results of the last Work Form. Note: To populate form data this way, the previous Work Form must be of the same type and have occurred since last login, as this tool utilizes local data only. |
| Save Actions |
| The Save Action icon presents the User with three save options for the Work Form, including: Unable to Perform, Save Changes, and Save and Finish Form. This allows the User to save work, regardless of Task completion. Please see the Saving Work section below for additional information and guidance. |
| Cancel |
| Selecting Cancel will prompt a User to either save any changes made to their document or discard those changes in order to close the form window. |
| Barcode |
| Enables Barcode Scanner, using the mobile device's camera, for data entry via Barcode label scan. |
The following illustrations introduce Native Work Form features and tools.
Form Fields
Filling out a Work Form is a straightforward process. Tap a field to select it and enter the appropriate input. Native Work Form fields represent a wide variety of data types, and behavior may vary from field to field.
Form Field Behavior | Details |
|---|---|
| Optional | The field can be populated or left blank. The Work Form can be completed in either state. |
| Required | The form field requires input. The Work Form can not be completed until input is provided. An asterisk (*) indicates the field is required. |
| Read-only | The form field cannot be modified and is meant to provide information for the benefit of the User. |
Types of Work Form Fields are:
Form Field Type | Details |
|---|---|
| Text | This is generally a free-form text field. |
| Yes/No | This binary response field is displayed as a check box.
|
| Integer | This field type records whole numbers. |
| Floating Point | This field type records decimal values. |
| Date | The User is presented with a calendar pop up. |
| Date & Time | The User is presented with a calendar and time-selection pop up. |
| Choice | This field presents a drop-down list of choices. |
| File Attachment | This field allows the User to upload a file or take and attach a picture or video. |
| Signature | The User is presented with a block to sign with their finger or stylus, as well as a field to type their name. |
| This field requires an email formatted entry. Noncompliant entries result in an error message. | |
| Phone | This field requires a phone number formatted entry. Noncompliant entries result in an error message. |
| Internet Link | This field requires a web address (i.e., URL) formatted entry. Noncompliant entries result in an error message. |
Native Work Forms can be configured to support the field-specific creation of a Related Case. Utilizing this capability, the Case is automatically associated with the corresponding form field (i.e., work procedure). This capability must be enabled within the Work Form configuration. See Related Cases/Issues for additional information and guidance.
Saving Work
The Save command offers the User three save options, to accommodate varying stages of work completion, as detailed below.
- Unable to Perform - The Unable to Perform option allows the technician to indicate that the Task can not be performed. When selecting Unable to Perform, the User may be presented with a list of reasons or a text-entry field to describe why the Task could not be performed. Some common reasons are:
- Construction in the area prevents access to the System Element.
- System Element is down for repair or has been uninstalled.
- Required Escorts are not available.
- Required permits are not approved.
- Save Changes - The Save Changes action allows the User to save changes to in-progress Work Forms. All data previously entered into the Work Form will be preserved, allowing the User to resume work later without losing any data.
- Save and Finish Form - The Save and Finish Form option is used when the Work Form is complete and the User wishes to finalize the Work Form and log any Comments and/or Activities.
As some forms required a Pass/Fail result, if form is completed with the Fail result the User will be prompted to create a follow-up Case. See Managing Cases for more information and guidance on Case creation.
PDF Work Form
Tapping the PDF Work Form icon, associated with a Task, Case Status Change or Work Ticket Status Change, will open the PDF Work Form for completion.
PDF Work Form Specific Features
Tool/Feature | Icon | Description |
|---|---|---|
| Page Indicator |
| PDF Work Forms can contain multiple pages, which is indicated by this page icon at the bottom of the page. Tap the desired page to navigate to it, or swipe left and right to move between pages. |
Create Case |
| The blue bell icon creates a Case related to this Work Form. Please see Related Cases/Issues for more information or guidance on Case creation. Note: The bell icon may be presented in a different color if a Related Case already exists for the Work Form. Tapping the icon will display those existing Cases. |
| Magic Wand |
| The Magic Wand tool allows you to clear all entries on the current form or to populate the Work Form with the results of the last Work Form. Note: To populate form data this way, the previous Work Form must be of the same type and have occurred since last login, as this tool utilizes local data only. |
Annotations |
| When selected, the User can confirm the name associated with any future annotations. Once confirmed, a bar will appear on the left of the work form showing all types of annotations possible for the work form. See the PDF Work Form Annotations table below for more information on the types of annotations and details associated. |
| Share |
| The Share feature allows a User to share the PDF work form via the following methods:
|
| Save Actions |
| The Save Action icon presents the User with three save options for the Work Form, including: Unable to Perform, Save Changes, and Save and Finish Form. This allows the User to save work, regardless of Task completion. Please see the Saving Work section above for additional information and guidance. |
| Cancel |
| Selecting Cancel will prompt a User to either save any changes made to their document or discard those changes in order to close the form window. |
PDF Work Form Annotations
Annotation Tools | Function |
|---|---|
| Text Highlight Tool | Select this tool in order to highlight text portions of the work form. Swipe over the text to highlight and then select from color, type (underlined, wavy underline, or strikethrough), opacity, note, copy, and delete. Note: The Details Tool will appear when this tool is selected allowing a User to choose from opacity and color presets for the highlight. |
| Text Tool | Select this tool in order to type out any information on the work form that may not be covered in a field. Tap anywhere on the document to begin typing. Tapping the text once more will allow a User to move it to a different location, edit, or delete. Note: The Details Tool will appear when this tool is selected allowing a User to choose from size, font, alignment, color, fill color, opacity, and color presents for the text. |
| Comment Tool | Select this tool and then tap anywhere on the work form to begin typing a note. The note will contain a current date/time stamp and Username alongside any text. Select the trashcan at the bottom lefthand corner of the note to delete it or select the paintbrush at the bottom righthand corner of the note to change the comment shape and color. |
| Drawing Tool | Select this tool to mark up the document. Note: The Details Tool will appear when this tool is selected allowing a User to choose from color, background color, blend mode, opacity, thickness, and color presets for the drawing. |
| Freeform Highlight Tool | Select this tool to highlight any information in the work form. Note: The Details Tool will appear when this tool is selected allowing a User to choose from color, background color, blend mode, opacity, thickness, and color presets for the highlight. |
| Straight Line Tool | Select this tool to create a straight line in the work form. Note: The Details Tool will appear when this tool is selected allowing a User to choose from color, background color, blend mode, opacity, thickness, and color presets for the line. |
| Eraser Tool | Select this tool to erase any marks made by the drawing tool and freeform highlight tool. Note: The Details Tool will appear when this tool is selected allowing a User to select from a thickness for the eraser. |
| Arrow Tool | Select this tool to create an arrow on the document. Note: The Details Tool will appear when this tool is selected allowing a User to select from color, opacity, thickness, line style, line start, line end, start and end color, and color presets for the arrow. |
| Image Tool | Select this tool to insert an image annotation from the camera or photo library of the mobile device. A User can then create a note associated with that image. |
| Selection Tool | Select this tool to select any annotations made on the work form. |
| Details Tool | The Details Tool will appear only when associated with an already selected tool. It provides extra configurations for the individual tools. |
| Undo | Select this tool to undo actions. |
| Redo | Select this tool to redo actions. |
| Close Annotation Tool | Select this tool to close the annotation bar. |
| Move Annotation Tool | Tap and hold this tool to move it to another section of the screen. The only available locations are as a bar along the top of the work form, to the right of the work form, and to the left of the work form (default). In order to move it the tool must be in the blue highlighted section of the work form. |
Realated Topics
The following page offer additional information and guidance on related topics.