This topic describes how to configure a form using the Form Builder. It also describes the different settings you can customize at a form level.
Supported on all tiers:
Note:Note: V2 Forms are available to all customers. If you do not have access to the V2 Form Builder and Forms, refer to the topic Enable Access to V2 Forms.
The form settings screen gives you the ability to edit a number of your form's properties, ranging from general information about the form to workflow settings. Any changes made will be saved to a new version of the form.
Edit the following general information about the form:
Form Name: The identifying name for your form, such as Vehicle Inspection
Form Description: Enter a short description of your form for future reference.
Tags: Enter a tag with a maximum of 12 characters, and press enter to add it. While form tags have multiple uses, the primary use is to allow sorting or filtering of forms on a mobile device. Mobile users can select a form tag and only show the forms that have been tagged with the appropriate phrase.
Info:The topic Organize Forms in the Mobile App with Form Tags describes tags in more detail.
The mobile app settings section controls what form-related information is visible to your mobile users. These include Form Options, and Image Options.
The navigation index is the list of pages in a multi-page form.
Show only visited pages: The user will only be able to see their current page, and pages they have already visited. This forces users to work through the form linearly; they can only move forward by going to the next page.
Show all pages: All pages in the form will be visible in the navigation index. This means that users can work through the form in any order that they want, such as jumping ahead several pages.
Note:Be careful when combining this with conditional logic, as it is possible for users to skip past a conditional logic trigger. If they later go backwards and trigger that conditional logic, it may change or erase some of their work.
The summary page allows a mobile user to quickly review form data before submitting the form on their device. This is useful for checking that all data has been entered correctly, or for showing a customer a view of all data entered before asking them to sign off. Users can share the summary page if the box labeled Allow users to share summary page is selected. Viewing a summary does not submit the form.
Save photos captured in app to the user's camera roll: If needed, enable this option to allow mobile users to save photos taken within the ProntoForms app for use outside the app. This will use device storage space, and we recommend that you only select this option when it's absolutely required.
Note:If you have HIPAA compliance requirements, we recommend that you do not enable the option to save images on devices.
This section lists your Exception categories. Exceptions are used to categorize problems identified during the course of a field technician's work as the user completes a form.
This section deals with documents, or methods of displaying the contents of your form submission in various ways. The documents selected here will be made available for download via the web portal, through the API, and the Sent Box of the mobile app rather than being automatically sent to a Data Destination.
Select which documents you wish to make available in this manner from the dropdown.
This section controls the allowed interactions between the home office and the mobile user. These include edits to existing form submissions, dispatches, and using the Inbox on the mobile app.
Dispatching a form enables an administrator to pre-fill some answers, and then send it to a mobile user's Inbox for them to complete in the mobile app. Read more about dispatching.
By default, dispatching is disabled for a form, and forms can only be started by a user from the Forms tab.
To enable dispatching, select Allow form to be dispatched to mobile users' Inbox.
Also allow form to be launched by mobile user from the Forms box: In addition to filling out dispatched forms, users will be able to start new, form submissions from their Forms box. If this option is not selected, the form will not show up in their Forms box and will only appear in their Inbox when they receive a dispatch.
Mobile user is allowed to decline forms dispatched to them: When enabled, this option allows users to remove any dispatch of this form they receive from their Inbox. Declined dispatches are visible in the Data tab of the ProntoForms Web Portal. They are distinguished from completed forms by a red arrow icon.
Note:If you enable the ProntoForms Teamwork setting, users can’t decline forms.
If you do not select one of the above sub-options, the form will only be visible when a Web Portal user dispatches a form to a user's Inbox. Mobile users will not be able to start a new submission of this form themselves.
ProntoForms allows your team to edit form submissions. There are two ways to initiate an edit: from the Web Portal, or in the mobile app. All editing of form submissions is done in the mobile app. The ability to edit form submissions is configured at the form level, giving you control over which forms you want to allow your users to edit.
Allow web portal users to send form submissions back to mobile users for editing: When enabled, edits can be initiated from the web portal.
Also allow mobile users to edit their own form submissions from the Sent box: When enabled, users can edit the forms they submitted from their Sent box.
Also allow mobile users to edit other users’ submissions from the Search box: When enabled, users can edit other user’s submitted forms from their Search box.
Info:Forms sent for editing are unable to be declined, unlike standard dispatches. The topic Editing Form Submissions describes how editing form submissions works in more detail.
Note:Editing form submissions is incompatible with the Data Record Passthrough setting.
Select the check box if you want users to transfer incomplete forms that another user can complete. This feature is only available for Enterprise tier customers.
Info:If you enable this setting, users can’t decline dispatched forms. The topic Configure a ProntoForms Teamwork Form describes the ProntoForms Teamwork feature in more detail.
These options apply to teams that have the Sent box enabled.
Max Data Records in Sent Box
This setting controls the maximum number of submissions of this form held in the Sent box. Enter “0” to disable storage of items in the Sent box. To remove restrictions, leave the field blank.
Note:This setting does not affect the number of submissions of other forms held in the Sent box.
Days in the Sent Box
This is how long form submissions will be available in the Sent box. To remove restrictions, leave the field blank.
Select this option if you want users to access form submissions in the Search box of the Mobile App. You can configure how many days submitted forms are available.
Info:You must enable the Search box on a team level to use this setting. The topic Enable the Mobile Search feature describes how to enable the Search box at the team level.
Data Record Naming
Enter a Naming Expression to customize the name of the form in the mobile app.
This expression will affect:
Dispatched forms in the mobile app Inbox
Data Records saved on the device in the Drafts screen
Items in the Outbox and Sent box
The topic Customize Naming of Items in the Mobile App describes how to name Form Submissions in more detail.
Data Record Naming does not affect the name of files sent through Data Destinations. To learn more about how to name files in Data Destinations, go to Change how form submissions are named and organized in cloud services.
If selected, no submitted form data will be saved in the ProntoForms system, only a record of where the data went. This is a useful setting for organizations who collect sensitive information, but it is only recommended for use in cases where it is necessary, as this setting limits the ability of the ProntoForms team to troubleshoot.
Before you enable Data Passthrough, consider the following:
When a form has this feature enabled, you must have at least two different types of Data Destinations, such as Google Sheets and Email, handling all data from the form, even if one destination is simply a backup. If a data destination fails for any reason (such as incorrect authentication or a failure or outage of your chosen destination service) with passthrough enabled, ProntoForms cannot recover any of your missing data.
This feature is incompatible with other features requiring access to the data:
Editing Form Submissions
Viewing Form Submissions from the Sent box
API Document/Form Submission retrieval
Mobile Search Box
Info:The topic Enable Data Passthrough on Forms describes the limitations of the Data Passthrough feature in more detail.
Collect geo location:
Enable this setting to automatically collect a form-level geo stamp that the user can’t see. The geo stamp shows the location of the mobile device when the user submits the form. This means that you don’t need to add a geo stamp question to the form unless you want the mobile user to be able to edit the location.
Note: This setting depends on the mobile device location settings. Location services must be enabled on the device for the system to capture the geo-location.
Maximum Submission Size:
This is useful for forms that capture image files, which can be quite large. Choosing this option will help avoid problems in transmission and minimize the impact to data plan usage. We recommend a maximum of 2 MB for best performance on all devices. This is the default value.
Unique Reference Number
When building a form, it is possible to attach a customized unique reference number to the form submission to ensure each file name is different and easily recalled. This can be useful when customizing how your data shows up in the Data tab in the Web Portal.
The reference number prefix will be shown before the reference number.
The form submission name will contain this prefix in the Web Portal. Manually downloaded documents will also contain this prefix in the file name. The prefix can be any string of text, but it is often the form name.
Note:Data Record Expression Language cannot be used in the prefix.