Overview & Background
Publishing a form is a vital step to make sure that the form becomes available to all users on your project. Once a form template is published you can begin to create, submit, download and share forms. This article covers how to publish a form and the prerequisites to submitting forms like adding your signature, how to confirm your form is submitted, what happens once it is submitted, who gets automatically updated, and how to email your completed form to additional recipients if you like.
Table of Content
How do I make edits to a Form?
If you ever want to make edits to an existing form template you would need to unpublish a form.
The option to unpublish a form comes from the Form editor page. There are two ways to access the form editor page.
|Select the dropdown menu next to the form, then select 'Manage Template'.|
|Select the Form from the 'Manage Templates' drop-down menu in the top-right corner.|
How to Publish a Form
On the Form Editor Page, select the 'Publish' option in the top right to make the form visible and editable to the individuals on your project.
Unpublish a Form
To unpublish the form, select the 'Unpublish' option in the top-right corner. Now, you are able to make edits to the form. Be sure to select 'Publish' so other users will be able to edit the form.
How to submit a Form
After you have completed all the mandatory sections of the form you can submit by changing the Status section at the top from 'Draft' to 'Submitted':
1. Complete all mandatory sections on the form (ex: signature):
2. Choose to 'Update status and close'-- change the Form status from 'Draft' to 'Submitted'.
Note: If a member or follower is not the creator or assignee on a form, the button is hidden.
If you try to submit a form without completing a mandatory part of the form, including the signature field, you will get an error message that lets you know which section needs to be completed:
Note: 'Draft' and 'submitted' statuses are indicative of 'editable' and 'non-editable' states. Form statuses are customizable, however, the logic is static; required fields must be filled before the form is moved into a 'non-editable' state.
Signatures: Web vs Mobile
The signature section prompts you to provide an electronic name signature on the web and a freehand signature on mobile. Fieldwire automatically includes the timestamp for when the form was signed and who signed it to help ensure accountability.
Before signing a form, you will be prompted to choose 'sign as yourself' or 'sign as someone else.'
Signing a Form on Fieldwire Web
On the web app, your signature will be electronically signed by typing your name.
1. Select sign as yourself or someone else:
2. Type your name and click 'Sign':
Signing a Form on Fieldwire iOS and Android Mobile Apps
On mobile, your signature will be freehand.
1. Select if you are signing as yourself or someone else:
2. Freehand sign and click 'Sign':
What happens when a form is submitted?
The Form creator, assignee, and last editor will all get notified on the web and will receive a push notification on any mobile device associated with a Fieldwire account. The form is NOT automatically sent to anyone else, so if you have additional folks who want to see the completed form, you will need to follow the directions below to download the form and email it to whomever else you like.
What if I need to edit a form after submitting it?
If you are a Project Administrator, you can click on the "status" dropdown to change it from 'Submitted' to 'Draft' in order to edit the form again.
If you are not a Project Administrator then you can reach out to a project Administrator to request the edits or ask them to change the status from 'Submitted' to 'Draft'.
Note: You can edit the Form when it is in 'Draft' status again - though you would need to re-download and resend the Form via email to the designated recipient.
How to download a Form
How to export (download) an individual Form as a PDF
Navigate to the 'Forms' tab in the left menu of any project and click on the downward-facing arrow to the right of any individual form to download it to your computer.
1. Click on the downward-facing arrow:
2. The Form will automatically download in your web browser:
How to export (download) multiple Forms at once
1. Click the white box to the left of the report title to select the Forms you wish to download:
Tip: If you select the white box to the left of the Folder title, all the Forms in that folder will be selected.
2. With the Forms selected, click on the 'Actions' button, and then 'Export':
3. Select to export the form as a PDF or CSV:
4. This sends an email to your Fieldwire login email address with a link to download the Forms.
You can also export a Form on your iOS device. When a form is open, select the 'Share' icon and then choose the way you'd like to distribute the form:
Note: You will need to be logged into the 'Mail' app in order to email a form from your device.
On Android, when a Form is open, choose the 'Print' icon:
After you select 'Print', a PDF of the form will be created on the device. You'll have the option to email the form from the 'Share' icon on the left, or you can print the form from your device by selecting the three vertical dots on the right:
How to email a Form
Select the envelope icon to email a form:
After you select this option, a pop-up window will appear where you can enter the appropriate recipients, include a message, and choose whether or not to attach the form as a PDF or CSV:
Note: Each user cannot send more than 50 Form exports per day. If you exceed this limit, you will not be able to send another form export email until 24 hours have elapsed since the 50th email:
Example of PDF and CVS Form
Note: The date/time shown on the Form export is based on the project timezone; you can check or change this under the 'Settings' tab of the project. The date/time shown in the Form interface is based on the local timezone.
Form Incomplete error message
There are specific instances when you try to take action on a Form and you will see the error message below.
Web Version Error message:
Mobile Application Error Message:
What the error message means
The error message indicates that the content of the Form has not fully synced with Fieldwire yet. This may be because another user is editing the same Form but on a different device or the Form content was finalized and was syncing to the Fieldwire server but the finalized content is not fully synced yet.
Wait for a few minutes, then hard refresh the web browser. For the mobile app, make sure to have the most up to date operating system and Fieldwire application.
iOS & Android
1. Make sure that your device and Fieldwire are up to date. Please click here to go over the most up to date version.
2. Within the Fieldwire app, go to the Forms page and use your finger to swipe down the screen. That should refresh the app. You should see a blue bar moving along the top of the screen.
3. If the previous solutions aren't working, please disable and enable the project.
How to hard refresh on Google Chrome
Click 'CTRL' + 'R'
Verify you have a high-speed internet connection
You can verify the speed of your network connection by reviewing this article: Is your WiFi speed 10 Mbps (megabits per second) or faster?
Connect with other teammates to verify who may be editing the Form
Depending on how your team uses Fieldwire, you could even create a Task and assign the task to them!
These Articles give more information on custom forms.