Template Creation

You can create new form and task templates in the Templates manager with the correct permissions.

On the Templates manager page, to create a new template, click Create new form when in Forms, or Create new task when in Tasks.

This launches a two-step process:

1. Creates a dialog box to begin the creation process.

   After the first step is complete, it will lead to the second step.

2. The form or task builder.

Create a form or task dialog box

From the Create a form or Create a task dialog box, fill out basic information and settings for the form or task.

Each new form or task requires these initial entries:

Overview - Create a Form Dialog Box

	Title	Description
1	Form or task name and description	The name or title for the template. The description is optional and can also be added.
2	Category and Organization associations	Associating the form or task with categories and organizations makes it easy to find the form or task using the category and organization filters on the Templates manager page. Categories also determine who can use the forms or tasks. If you do not have assignments to that category, you will not be able to view the form or task to fill it out.
3	Availability on mobile devices	Enable the toggle to make it available on iOS mobile devices.
4	Event title and date settings	These settings indicate if the date and title will be filled out automatically with the system default or if they will be filled out with a custom title and date by the person filling out the form or task. An expiration date can also be added if the check box is selected.
5	Add expiration date	Select the check box to add a mandatory date of expiration question on the form.
6	Available through form button only?	Enable the toggle so that the form can only be accessed through a form button association on a template. The form will not show on the new events or tasks tile or be able to be scheduled as a stand-alone item.
7	Attach ITP header?	When the inspection and test plan process has been enabled for a module, you can enable this toggle to add the inspection and test plan header to the template allowing users to capture component related data on events.

Click the Create button after you fill out the initial form entries. This will create a new template form or task. You can continue building your form or task or return to it to complete later.

The following step-by-step walks you through creating a new template form.

Step by Step — Create a template form

1. From the Project home landing page, select Completions on the left navigation menu.

   

2. Select Templates manager on the left navigation menu.

3. In the Templates Manager page, select Create new form.

4. In the Create a form dialog box, enter a form name in the Form name field.

   For this example, we will name it Manager quality review

5. For Category association, select an appropriate item from the drop-down menu.

6. Enable Available on mobile to indicate it will be available on mobile devices.

7. Change Event title and Event date to User defined.

   Selecting User defined lets you add a future or past date. Select this option to be able to control user defined fields.

8. In Organization association, select the check box for the highest organization level to make the template available for the entire association.

   

9. Click Create.

   The Form builder opens with a section already created and Event title and Event date already populated on the form.

   

Step by Step — Build a Template Task

1. Select Templates manager on the left navigation menu.

2. Select Tasks in the top left.

   

3. Click Create new task.

4. On the Create a new task dialog box, enter a task name. in the Task name field. Add a Description if needed.

   For this example, we will name it Finalize quality review.

5. In Category association, select an appropriate item from the drop-down menu.

6. Enable Available on mobile to indicate it will be available on mobile devices.

7. Select System default in the Task title drop-down menu.

   The Due date field provides a mandatory date question on the template where the user can provide a date that will become the due date.

8. Check the Add expiration date check box.

9. In Organization association, select the check box for the highest organization level to make the template available for the entire organization.

10. Select the + Future Children button.

11. Click Create.

    The Task builder page opens in the appropriate Category, in a section already created and with Description, Responsible party, Due date, and Assign fields already populated on the tasks form Section.

12. In the Description field, change the Question text to Identify steps in the process.

    

13. Change the Assign button text to Assigned, keeping the status as Scheduled.

14. Click Save.

15. Click the Publish icon.

    

Activate, deactivate, and copy published tasks and forms

You can deactivate, reactivate, and copy tasks and forms after they are published.

The following step-by-steps walk you through the processes.

Step by Step — Deactivate a form or task

1. In the Templates manager page, hover your cursor over a published form.

2. Click the Deactivate form icon.

   

   The form will remain visible in the Templates manager, but its status will show as Inactive.

   

Step by Step — Activate a form or task

1. In the Templates manager page, locate the inactive form.

2. Hover over the form, and then click the Activate form or Activate task icon when visible.

   

   The form or task is shown in Draft mode in the Status column.

   

Step by Step — Copy a published form or task

1. Hover over a published form and the Edit, Copy, and Deactivate form icons will show.

2. Select the Copy form or Copy task icon.

   

   A new copy of the form opens.

3. You can now edit the copy of the form or task.

   

4. The Copy button will be available after you fill out the required fields.

5. Click Copy.

   The form builder opens to further edit the form.

6. Click Save after any edits are made, and then click the Publish icon to publish the form.

   After the form is published, the Templates manager opens with your new copied form.

Form and task builder – Build tab

The form and task builder consist of the following tabs:

• Build
• Properties
• Form flows (forms only)
• History

This section focuses on the Build tab.

Overview - Form and task builder: Build tab

	Title	Description
1	Layout types	Drag and drop columns and sections onto your form or task.
2	Question types	Drag and drop attachments, buttons, dates, times, form buttons, form flows, GPS, integrated lists, references, lists, numbers, people, signatures, and text fields to your form or task.
3	Building area	The blank area you drag your sections and questions onto. It represents the template you are creating.
4	Edit	For existing templates, allows you to edit the existing template.
5	Publish	When finished building the template, click this button to make the template available for use.
6	Section	Lists each section on the form or task.
7	Cancel/Save	You can Cancel new changes and they will not be retained since your last save. Select Save to save the form or task in its current state. If not yet published, it is saved as a draft.

Layout Types

Layout types let you divide your form or task into sections. Your form or task may cover different topics or areas and you want to organize the form or task accordingly.

When you first drag a section onto the form or task, it creates a section that extends the width of the form or task.

You can let users copy sections when filling out a form or task. This feature lets a user determine if duplicate sections are needed, instead of creating templates with duplicate sections in advance.

To allow a user to copy a section, click the section header, and then select the Enable copy section check box on the side panel.

You can change the text of the button. By default, it is named Copy section.

You can enable the copy section option only for sections without mandatory questions, form buttons, or associated tasks.

Question Types

You can drag different question types into your form or task sections area.

The following is a brief overview of each question type and its key characteristics.

Overview – Question types

Question Type	Image	Description
Attachment		Enables an attachment to be added to the form or task, such as photos and documents. You can include additional text with this question if needed, such as instructions. Attachments can be marked as Mandatory. If integration with InEight Document is set up, attachments can be supporting documents from the Document application.
Button		Adds a button to the form or task. You can set the button to close or change the status of the form or task. The button type can also be marked as single-use or multi-use. Buttons can be marked as Mandatory.
Choice		Adds a question with two options. Settings include icons and predefined text answers (e.g., yes/no, pass/fail, and accept/reject) or you can customize your own. Choices can be marked as mandatory. You can mark answers as exceptions.
Date – Time		Adds a field to fill out either date and time, just the date, or just the time. Dates can be marked as Mandatory.
Form Button		Adds a button that opens another template from within your form or task. It can be designated as single-use or multi-use. Form buttons can be marked as Mandatory. You can set this button to change the form or task's status when it is clicked. Status change does not affect the form or task that is opened by the button.
Form Flow Button		Adds a button that facilitates a specific step in a form flow. Form flow buttons can also go back to a previous step.
GPS		Lets users enter their location coordinates. Coordinates can be entered manually or by clicking the button.
Integrated list		Adds the integrated list question type to your form that integrates with InEight Platform Master data list resources.
Reference		Adds a supporting document attachment, event or task, or a hyperlink to other pertinent information. References cannot be marked as Mandatory.
List		Adds a multiple-choice question to the form or task. Answer options include radio buttons, check boxes, drop-down lists, or multi-level drop-down lists. You can select answers from predefined lists or create your own. Lists can be marked as Mandatory. You can set default values for radio buttons, check boxes, and drop-down lists. Default values are selected when a user opens a form or task and requires the user to manually select a different value. You can mark answers as exceptions. For more information about multilevel drop-down lists, see Multilevel Drop-Down Lists.
# Number		Adds a question that requires a numerical answer to the form or task. The number can be formatted to be currency, decimal, $, %, or phone number. Numbers can be marked as Mandatory.
People Picker		Adds a question that must be answered by selecting users from the drop-down list. People pickers can be marked as Mandatory. You can let end users select multiple users or none. You can also select whether end users can choose from only assigned users, who have a Compliance role, or all project-level operational resource, which includes users who do not have Compliance roles. You can also show users' employee IDs with their names and set up an email to send when a user is selected. Operational resources are managed in project home page > Assigned operational resources.
Signature		Adds a signature block to the form or task. Signatures can be marked as Mandatory.
Text		Adds a question that requires text for the answer. The field can be short or long text, or you can use this question type to only be a label with no text field. Text can be marked as Mandatory.

Question settings

After a question is added, you can click the question in the section. A slide-out panel is shown on the left. You can type your question and define the settings related to the question. As you type the question, the question populates into your template.

All question settings include the option to make the question mandatory. This means the form or task cannot be submitted unless the question is answered.

You can mark responses to list and choice questions as exceptions. This feature is useful to indicate responses that are undesired or outside of normal business processes in some way and have those exceptions shown in reporting. To set a response as an exception in the form or task builder, select a response to a list or choice question. In the Details side panel, select the Exception check box. An Exception icon is added to the right of the response. This icon is visible only in the builder.

Access

In the Access section you can manage access using the Manage access button. In the Manage access dialog box, you can control which users or roles can view or answer each individual question or entire sections when filling out the form or task. If they do not have access, they will not see the question on the form or task.

In Manage access, the ability to view and edit permissions are set separately from each other. You can manage access for all sections and questions in a template in the dialog box. It does not matter which section you choose when you click the Manage access button.

To control who can see data in reports for question responses, add reporting tags in the Access section. Users with the same reporting tags you set here can see this data when using reports.

Logic

The Logic setting lets you show or hide a question based on the response from another question on the form or task. For example, you are creating template for a Quality review, and have added the Choice question “Did you recognize any quality wins?”

Following this question, you add a Text question for them to indicate the wins they had, but you only want this question to show up if they answered yes to the previous question.

Under the Logic section of the Text question’s properties, you select Leading questions.

A Leading questions dialog box opens, where you set the Text question to show when the user answers Yes to the “Did you recognize any safety wins?” question.

Classifications

You can use classifications to apply logic in your forms in List and Choice questions. For more information, see Classifications.

Copying, deleting and moving questions

When hovering over a question on your template, three options are shown:

• Copy icon creates a duplicate question in the same section.
• Delete icon removes the question from the template.
• Move icon lets you drag and drop the question to a different area on your template.

Using the form and task builder – Build tab

The following step-by-steps walk you through building out a template using the Task builder and Form builder.

Step by Step — Build a Template Using the Task Builder

In the Task builder page, design the template with the following changes. In this example, we will use the Finalize quality review process template you created in the Build a Template Task Step by Step:

1. Drag and drop the People picker question type underneath the Due date question.

2. Click the question and enter Name of person conducting the next quality review in the Question text field.

3. Select the Mandatory check box.

4. Close the People picker settings slide-out panel by clicking the X at the top right of the panel.

5. Drag and drop the Date - Time question type to the right of the Name of person conducting the next quality review question, so it becomes a second column on the same row.

6. Make the title of the Date-Time field, Date of upcoming Safety Walk.

7. On the Details panel, change the Type to Date so the answer selection will only be for a date, not a time.

8. Close the settings slide-out panel.

9. Click the Assigned button at the bottom of the section and notice the Close task upon the button selection is selected and grayed out. Ensure that Change status to is Scheduled.

10. In the top right corner, click Save to save your new template task. A notification is shown indicating the time the change was saved.

11. To make the template available for use, click the Publish icon.

Step by Step — Build a template using the form builder

Multi-level drop-down lists

When you use the List question type, you can build branching questions using a multilevel drop-down list. For more information about multilevel drop-down lists, see Multilevel Drop-Down Lists.

Referenced Forms and Tasks

When you create a task or an event from another task or event, you see the referenced item in both associated tasks or events, letting you see which events and tasks are associated. For more information, see Referenced Forms and Tasks.