How to Work with the Forms module

Configuring Tags on your Forms

We start off with navigating to the Configuration module. After that, click on the ‘Forms’ tab. Here, we can configure ‘Form tags’. These tags can act as a filter, so when you click on the tag, it automatically shows all the forms that are tagged. 

Now that you created the tags, we’ll navigate to the Forms module. We’ll start off with adding a tag to the forms. To do so, we click on the ‘Details’ button, next to a form.

Click on the Configuration tab, so you can add the tag. It is possible to add multiple tags to one form.

As you can see, the form is now successfully tagged:

Assign Group(s) to a Form

It is possible to assign group(s) to a form. We will cover the two ways of doing this. The first way is doing this by clicking on the ‘Details’ button. 

After you click on the ‘Details’ button, click on the this button:

Mark the groups that you want to assign to this form. 

You have now successfully assigned the group(s) to this form.

Version control of Forms

Now, we will show you how our version control works in Qooling. 

Draft status

When you create a new form, it will have the ‘draft’ status. It will automatically be marked with a (version 0.1) status. 

Publishing the form

When you publish the form, the status will change from ‘draft’ into ‘active’. The form is now (version 1.0).

Add a new version

Over time, perhaps you would like to update your form. To do so, we will add a new version. First off, click on the ‘details’ button, next to the form. 

You will see that there is a button ‘Add new version’. Please, click on the button. The form will open and you can make the changes, when you are done, click on the ‘Save’ button. As you can see, the form has been saved as a draft (Version 1.1). If you review the changes, you can publish the form. The status has been updated (active) and the version has changed to (version 2.0). 

Print a form entry

Click on the ‘name’ of a form. You will see that all the entries that have been made to this form will appear on your screen. 

Now, click on one of the form entries (for this example we will use #9). The following screen will appear. 

What you want to do now is to click on the ‘three dots’ at the top right corner. After that, click on the ‘Print’ option.

The following screen will pop up, and you can choose between two options: a PDF print, or a DOCX (beta) print. Simply click on the ‘Print’ button, and the entry will be downloaded to your computer/laptop.

You have now successfully printed your form entry. 

How to analyze my form data?

Click on the name of the form that you want to analyze the data of. After doing this, click on the ‘Open Analysis’ button.

The dashboard is empty at the moment. We want to add a new graph, so click on the ‘Add’ button.

Create a graph, fill in the information. For this example, we used a ‘doughnut chart’, shown per ‘name of inspector’, the ‘number of entities’. We named the graph: ‘Entries done per inspector’. Please, do not forget to click on the ‘Add’ button when you are finished.

The graph is now successfully added to your dashboard.

The most used fields in the Palette

Please navigate to the Forms module, and click on ‘new form’, and choose ‘dynamic form’. If you do this, you will see the following screen. On the right hand side of the screen, you can see the palette. 

The Palette

The Basics 

Click on this symbol to open a field. 

Available on mobile app if you mark this box, the question will be shown in the mobile app.

Required if you mark this box, means that you cannot save the form without answering this question.

Display name is the text that will be displayed, when filling in the form. In this example, ‘Activity, Required PPE, and Comments’ are the display names of the question.

Placeholder text is the text that will be displayed before answering the question. In this example, ‘Answer in (L)’ is the placeholder text.

Tooltip is the text that appears as some kind of text balloon. As you can see, the ‘Maximum of 5L’ is the tooltip.

ID most fields in the palette have this. In order to save your form, you need to make sure that every ID is unique. The same ID can happen with duplicating fields. If you cannot save a form, this is one of the first things we look at.

Text

Text is a field that allows you to add text. You can choose a field type; text, textarea, or email. It’s also possible to give the “text” another name, like for example “name”. Also, it’s possible to add a placeholder text or a tooltip - but not necessarily.

Number 

Number is similar to the previous one. Important note: it’s mainly for when you want someone to answer in quantity. Here it’s also possible to add a placeholder text or a tooltip.

Section 

Section is there to separate sections from each other. For example, you can have a general section, followed by a checklist. Here you can clearly keep a separation between your sections, and also keep it organized for yourself and your employees. 

Date

Date is exactly what the name says, you can fill in this field by entering a date. For example, in the case that you need to fill in a checklist for a certain date, this way the manager can see when the checklist was filled in. It is also possible to rename the display name, placeholder name, and tooltip if you wish to do so.  

File 

File field is where you can upload a file if you want. For example, you can upload a photo.

User select 

User select is a field where you can simply select a user. 

Signature

Signature when you press on “sign”, you’ll get the possibility to add your signature. For example, when you just completed a checklist and a signature is needed to validate that you have completed the checklist. 

GPS
Using this field, it will automatically enter your current location from where you are filling in a form (when you save it). 

Select list 

It's possible to change the display name, and tooltip. Here you can let the respondent choose a pre-made answer, but with the option to do a follow-up question. 

Status list is another option of a select list. The status list you can use for to point out answers with color. Like in this example, if you answer (0-5) the answer will be green, if you answer (6-10) the answer will be yellow, and if you answer (11-15) the answer will be red. 

*Note: As well as the color(s) as the answer options are possible to edit. 

Checkbox list 
Is similar to the select list. Also has the ability to change the display name, and tooltip. The difference is that the checkbox list doesn’t have follow-up questions. Also, with a checkbox list, it is possible to select multiple answers - where that is not the case with a select list. Instead of choosing the checkbox list, it is also possible to change it into a radiobutton list, or a weighted radiobutton list.

The main difference is that with a checkbox list, you can select multiple answers. With the radio button list, or weighted radiobutton list, it is only possible to select one answer. What differentiates the radio button list from the weighted radiobutton list is the layout: 

Integration
This field allows you to link master tables to a form. For example, you can use this to link to your list of customers. So you will have a drop down field, with all your customers to choose from.

Calculated field
In this field, you can enter formulas. You can use two (or more) number fields, and create a formula. The calculated field will make the calculation. The inputs allowed are: + - * / ( )

For this example, we used the formula: Number1 + Number 2