Introduction to 'Safety Audit' forms – Knowledge Base

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 mentioned above 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. (For more information about the Account Form Templates tab, check out this article: Account Form Templates).

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.

The Safety Audit Form is designed to document safety conditions on-site.

Through Fieldwire, you can fill out a Safety Audit very quickly and conveniently on mobile or on the web. Within the template, you can:

Populate information about safety observations on site.
Attach photos or relevant files.
Assign the form to the relevant person, sign off on the Safety Audit, and change the status to "Submitted".

The Safety Audit Form

Form attributes

Safety Audit Number (#) - Fieldwire automatically generates a form number that cannot be edited.
Description - A freeform section that allows you to customize the Safety Audit title. For example, if you would like to label your Safety Audits by date and crew, you could enter the date as the description.
Assignee - The person responsible for filling out the Safety Audit at a given time. You have the option to re-assign a Safety Audit to someone you may need input from. The assignee receives a notification when the report has been submitted.
Status - When creating a Safety Audit, the status defaults to "Draft". Once complete, the Safety Audit can be submitted by selecting "Submitted" from the drop-down menu.
Date - Fieldwire automatically adopts the date that the form was created, however, this can be edited.
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.

Note: Project Admins can create calculations in a table using Integer and Decimal entry types. Learn more about this here: Introduction to Custom Forms and Templates.

Logs

General Observations - By default, Fieldwire will populate with four different sections. You can check off common safety observations like if the site is secure from the public, first aid supplies are on-site, and if the path of egress is clear. The checkbox contains options to mark the item as 'yes', 'no', or 'n/a'. There is also a free-form notes section for additional documentation.
Additional Observations - You are able to document various safety concerns, the location, corrective actions, and the status of the safety concern in this section. You can add as many entries as you see fit.

Attachments

Photo / File - Here you can upload a photo or file related to the day.
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 - This option allows you to attach a file that has been uploaded into your project.
Crop plan - Here you can include a cropped section of the plan to highlight the exact location in question. For example, if an incident was recorded in a basement you could crop that section of the plan.

Note: You can upload files up to 200mb 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 sign 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, 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. 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.

As with signing on the Web, 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 are entered and the Safety Audit has been signed, you can submit the form by changing the "Status" to "Submitted". After the form is submitted, it cannot be edited unless a Project Admin changes its status back to "Draft".

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 Safety Audit 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

Safety Audit 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, "Safety Audit").

More Information

Refer to this article for information about notifications: What are notifications?
If you’re experiencing error messages due to un-synced or missing information, refer to this article: How to publish, submit, export, and/or share one or multiple Forms?
If you're interested in learning about Fieldwire's other Form options, refer to this article: Introduction to the Forms Tab