Overview
Fieldwire offers a "Forms" module for the Business and Business Plus tiers. Within this module, we do offer the option to create your own Custom forms on the account and add the five default form templates. You can also push any custom forms from your project to your account to distribute these across your projects. Similarly, you can push any forms from your account to your projects - take a look at this article on account form templates for more information.
Due to recent, deliberate changes, the five default form templates no longer automatically appear in each new project. If you are creating a new Business Account with Fieldwire, you'll see these default form templates automatically in the "Templates" tab on your project dashboard. If you've already created a Fieldwire Business Account, none of your existing projects will be affected. Rather, you'll only see these changes on newly created projects.
In addition, you can add any of the five default form templates at any time regardless of whether or not they are in your Account Form Templates by following this workflow:
- Click the blue "+New form" button
- Hover over "+New template"
- Click "Create new"
- Select one of the five default form templates under the "Start with..." dropdown
- (Optional) Update the name of the template
- (Optional) Toggle whether or not you want it to be a "Dated template"
- Click "Create"
If you want to have previously created custom form templates in your projects, you'll either need to clone an existing project or import those custom form templates from the Account.
Inspection Requests are designed to ensure quality and safety throughout your project. In the Fieldwire app, you can quickly and conveniently create and fill out an Inspection Form on mobile or web.
Table of Contents
- What is an Inspection Request Form?
- Completing an Inspection Request Form
- Signature
- Submitting Forms
- 1-Way Sync
- More Information
What is an Inspection Request Form?
Whether you are in the office or on-site, online or offline, you can use the Fieldwire app to generate an Inspection Request Form. Within the template, you can:
- Populate information about where the inspection takes place, the date and time of the inspection, and the results of the inspection.
- Attach a photo or relevant file. Note: You can upload files up to 200MB or photos up to 50MB.
- Sign the inspection request, assign the Form to the relevant person, then change the status to Approved, Approved as noted, or Not approved.
Inspection request form
Completing an Inspection Request Form
Form attributes
- Inspection Request Number (#) - Fieldwire will automatically generate a Form number that cannot be edited.
- Description - A freeform section that allows you to customize the title of the Inspection Request. For example, if you have an internal naming convention for Inspection Requests, you can include that num in the description.
- Assignee - The person responsible for filling out the Inspection Request at a given time. You have the option to re-assign the Inspection Request to someone you might need input from.
- Status - When creating an Inspection Request, the Status will default to "Draft". Once the area is ready for inspection (and the Inspection References section of the form is complete), the status should be changed to "Ready for inspection". The inspector can then arrive on site and complete the "Inspection Results" section with notes, photos, and attachments. Based on these results, the status can be updated from the dropdown to "Approved", "Approved as noted", or "Not approved" depending on the results.
- Due Date - The form creator can add a 'Due Date' to indicate the expected day the form will need to be completed by. Any assignee and the admin can update the date after the form has been created.
Note: Email and in-app notifications are sent to the Form Assignee 48 hours prior to the due date. If the Form Due Date is changed, then the notification resets, and will be sent 48 hours prior to the new Due Date. If the assignee changes then a new email is sent.
Inspection references
- Company - Name of the company needing the inspection.
- Ref. Specs - Open field to put a reference to a specification section.
- Ref. Drawing - Plan number that is related to the location of the inspection.
- Ref. Submittal - Open field to reference the specific submittal document being referenced in the inspection.
- Date of inspection / Location of inspection - Mandatory fields that establish when and where the inspection took place.
- Requested by - Drop down menu of people on the project to communicate who needs this inspection done.
- Date requested - Date field to establish when the inspection results need to be completed by.
Inspection results
- Inspected by - Mandatory drop down menu to choose who completed the inspection.
- Company - Name of the company doing the inspection.
- Date of inspection - Mandatory date field to communicate when the inspection was completed.
- Inspection results - Open field to write out the results. For example, "Passed."
Attachments
- Photo/File - Option to upload a photo or file of anything related to the inspection.
- 360 Photo - On the Business Plan, you have the option to upload any 360º photos to Fieldwire.
- Existing Photo - The "Existing photo" option allows you to attach any photos stored under the “Photos” tab to your Form.
- Existing file - Option to attach any file that is already uploaded into your project.
- Crop plan - Option to select a plan and crop a section of the plan to be in the report. For example, if the work was done in the bathroom on the first floor, you could crop that section of the plan and put it in the inspection.
Note: Project Admins can create calculations in a table using Integer and Decimal entry types. Learn more about this here.
Note: If you choose to attach an "Existing photo", that photo will be shown again in the "Photos" tab since it is now associated with the Form. You can upload files and photos up to 50MB.
Signature
The signature section prompts users to provide an electronic signature on the Web or a free-hand signature on mobile. Fieldwire will automatically include the timestamp of when the form was signed to help ensure accountability.
On the Web, you or someone who does not have a Fieldwire Account can add a signature to your form:
 |
The name of the user that is logged in will populate as the first signature option. | Choose 'Sign as someone else' to have a user who does not have a Fieldwire account sign the form. |
The signature of any user signing as themselves will be accompanied by a date, time, and device-stamp as well as the signatory's Company and Job title to show when exactly the form was signed and which individual signed it.
Note: The Company and Job title are determined by the information in the Profile settings on your account homepage, not by the information in each individual project.
The user who is logged into Fieldwire on the device where the Form was accessed will be listed as the device owner:
| 'Sign as Ben Schantz' |
| 'Sign as someone else' |
On the iOS and Android Versions of Fieldwire, you can also have another user sign the form:
| The name of the user that is logged in will populate as the first signature option. | Choose 'Someone else' to have a user who does not have a Fieldwire account sign the form. |
After you determined who will sign the form, you'll be prompted to add a freehand signature to the Form if you are signing. If someone else is signing the Form, they'll be prompted to type their name before they add their freehand signature.
Any signature will be accompanied by a date, time, and device-stamp to show when exactly the form was signed and which individual signed it.
Note: The signatory's Company and Job title are not yet shown if the Form is signed on mobile.
The user who is logged into Fieldwire on the device where the Form was accessed will be listed as the device owner:
| Sign form as 'Andrew White' |
| Sign form as 'Someone Else' |
Multiple Signatures
In each Signature section of a Form, users can now decide the minimum number of signatures required in one section as well as the maximum number of signatures allowed in one section. This prevents users from having to add multiple Signature sections into one Form.
In order to do so, users will need to unpublish the Form Template they wish to edit and click on the pencil icon as shown in the screenshot below.
After clicking the pencil icon, users will be able to choose the "Min number of signatures" and the "Max number of signatures".
Note: If you do not want the Signature section to be Required, you must set the "Min number of signatures" to "0".
Although mobile users can't edit the number of Min or Max Signatures needed on a Form, they can see/add multiple signatures under one Signature section as determined by the "Min number of signatures" and the "Max number of signatures" on the Form Template.
Submitting Forms
Once the mandatory fields have been entered and the Inspection Request has been completed, you can submit the form by changing the Status to "Approved", "Not approved", or "Approved as noted". After the form has been submitted, it cannot be edited unless a Project Admin changes the status back to "Draft" or "Ready for Inspection".
The form creator, assignee, and last editor will receive a notification when the form has been submitted. If you would like to send the completed Inspection Request as a PDF, you can download the form on the web. If you need more information on submitting forms take a look at this article.
1-Way Sync
Inspection Request forms can be backed up to cloud storage providers (Box, Dropbox, OneDrive) via a 1-way sync connection. When one of these integrations is active, Forms that have been updated to a non-editable status (i.e. "Submitted") will be copied to Box/Dropbox/OneDrive and stored in their corresponding subfolders. The subfolder name will match the name of the Form Template that was used to generate the Form (in this case, "Inspection Request").
More information
- Refer to this article for information about notifications
- If you’re experiencing error messages due to unsynced or missing information, refer to this article
- If you're interested in learning about Fieldwire's other Form options, check out this article