Forms

A form on this platform is not an inbox. Send is where the work starts.

Four places a form lives

On a phone in the field. Opened from a link that already carries the job, so the site, the customer and the contract are filled in before anyone types. Short steps, a summary at the end, a signature with a finger.

On your website. A link or an embed, for an order, a claim or a request.

Inside a record. A button on the deal, the order or the employee you are looking at, with everything that record knows already in the form.

In the chat. A few questions the agent asks in the conversation when it needs them.

Choices that follow the record

A select field can take its options from the record the link points to. Open a service report from a job with two technicians assigned and the field offers exactly those two names. One person assigned means the name is filled in already. Nobody assigned means the field is plain text and the person types the name. The list is signed on the server, so a value outside it is refused when the form is sent.

Dates and times

A date, a time or a date with a time can start filled in. A field that means the moment of filling in, such as the date of signature or the time the work finished, takes today or the current time from the phone when the person reaches that step, and they confirm it or change it. A field that means another event, such as the start of a contract or a planned visit, starts empty, because a wrong date that nobody notices is worse than an empty one. The agent decides this field by field when it builds the form and asks when it is not clear.

A date with a time reaches your systems with the company’s time zone attached, so nothing shifts by an hour on the way.

What it checks

Any form tool can insist that a number is a number. This one checks the fact against your records: that the job number exists and is still open, that the parts were booked out to this job, that the contract requires photos. It says so while the person who knows the answer is still standing there.

Required answers are enforced on the server, not only in the browser, so a consent box cannot be skipped by sending the form another way.

What happens after Send

The submission starts a run like any other trigger: a document is produced, a record is written, a question reaches you, a line appears in the timeline. When a job is set to run one at a time, submissions queue and keep their order instead of overwriting each other.

Sent for signature

Some forms belong to one person and one document: a quote the customer accepts, an order they confirm. The company’s automation sends that person their own link from the company’s mailbox. The link opens the document first, every page as an image they can zoom into, and under it the consents and a signature with a finger.

The link carries a random code and nothing else, no record number. It is made for one person and one document, works until the date the company sets, at most 60 days, and stops working once the document is signed or the company withdraws it. Each opening and the signature are recorded with the time, the device and the network address. Before anyone sees the document, the file is checked for scripts, attachments and links that would open other files, and it downloads as a file instead of opening inside the page.

After the signature the run gets the signature, the consents, the original document and the record of events, so the company’s automation can place the signature into the document and email the signed copy back. The files are deleted 30 days after the document is signed, withdrawn or expired, the record after twelve months.

This is a simple electronic signature with a record of what happened, not a qualified one. Whether it is enough for a given document is the company’s decision.