Field types

The form builder lists its field types in four groups. This page follows the same order. Every question field also has the common settings (Label, Name, Description, Required, Disabled, Conditional Visibility) described in Build a form; only the settings particular to each type are listed here.

Display elements

These show something on the form and collect no answer.

To add a picture, drop a PNG or JPEG (up to 10 MB) on Upload image, or paste an Image URL. Entering a web address removes the uploaded file, and uploading a file clears the web address. The picture is included when you print or download the submission as a PDF. A file that is not a PNG or JPEG shows "Only PNG and JPEG images are supported." A file over 10 MB shows "Image is too large. The maximum size is 10 MB."

Field elements

Text and numbers

Choices

A required Checkbox or Switch must be ticked or on before the form can be submitted, so use a Radio field for a yes/no question where No is a valid answer.

Turn on Other option for a choice field to let the person type their own answer when they pick it.

Add and edit options

Select, Multi select, Toggle and Radio fields share one options list. Each option has a Label, the text people see, and a Value, which is what an answer saves. Conditions and workflows check the value, so editing the label never changes it.

1. Hover the field and select its settings button. Customize field attributes opens.
2. Under Options, select Add Option. The new option gets a value no other option uses.
3. Select the pencil icon on an option to edit its Label and Value, then the tick to keep the change.
4. Drag options to put them in order.
5. Select Save to close the dialog, then Save the form.

To correct what people see, such as a spelling mistake, edit the Label only. If you change the Value of an option on a form that already has responses, a warning appears first: answers saved with the old value no longer match the option.

When you change a value, some things follow it and some don't:

• They follow: the field's Default Value, its HSEQ and maintenance raise rules, and the conditions on other fields and table columns of the form. Before you save, the dialog lists the conditions it will change, for example When you save, conditions that check for "fail" will check for "failed" instead. Close the dialog without saving and nothing changes.
• Workflows keep the old value. The dialog names each one, for example Workflow "Escalate failed checks" checks for "fail" and won't follow the new value. Update it on the Workflows tab. Change the value in those workflows yourself.
• Formulas keep the old value. The dialog names each Calculated field or column that uses it. Edit those formulas yourself.
• An uploaded Word template keeps the old value. When you save the form, a warning names each condition in the template that no longer matches. See When a form change breaks the template.

A raise rule that names an answer that is no longer an option shows No longer an option. The field can't be saved until you remove that answer from the rule or add the option back.

On the same rule, Positive or negative chooses the observation. Negative raises an open observation. Positive raises one that is recorded Closed. A new rule starts on Negative.

When Set up HSEQ has A raise rule can use the answer to choose positive or negative. on, the rule also offers Decide from the answer. The observation is then positive or negative from the answer. When the answer cannot be read as either, it is negative. A form submitted in the mobile app uses Negative for that rule.

Every option needs its own value. When two share one, the list says More than one option uses the value followed by the value, and highlights them. Answers can't tell those options apart, so change the Value of one of them.

Raise a maintenance request from an answer

On an asset inspection or pre-start form, an item that fails can raise a maintenance request for the inspected asset. You set this on each Select, Multi select, Toggle or Radio question. The section shows only when your organization has Asset Maintenance.

1. Hover the question and select its settings button. Customize field attributes opens.
2. Under Raises a maintenance request, select Add rule.
3. Under Raise a maintenance request when the answer is, tick the answers that fail, for example Fail.
4. Under Safe to operate, select Yes, Limited or No. No makes the asset Down when the request is raised. Limited makes it Restricted. For Limited, type what operators must not do under Restriction (up to 500 characters).
5. Optional: change Priority. A new rule starts on Normal.
6. Optional: choose an Activity, such as Hydraulics. The work order made from the request then suggests this activity. Leave it as None to choose the activity when the work order is made. The list shows the maintenance activities of your organization.
7. Optional: under Note from field, pick a text question that holds the inspector's note. The note goes into the request description, after the question's label. Under Photos from field, pick a File upload question that holds the item's photos. The photos show on the request.
8. Select Save, then Save the form.

Each failed item raises one request when the form is submitted. The request is for the asset the form was filled in for: the machine on the shift the form was opened from, the asset whose QR code opened the form, or the one asset picked in an asset question on it. With no asset, or with two different assets picked, nothing is raised. The request is raised also when the person who submits the form cannot report maintenance requests, if the asset is one they can see. The request then shows the person who submitted the form. A form submitted by a customer, supplier or visitor raises nothing. If the same response is edited and submitted again, the item does not raise a second request. A new response that fails the same item while the asset's request for it is still open joins that request; see When the same item fails again. A question can have HSEQ raise rules and maintenance raise rules at the same time.

To show a photo question only when the item fails, give it a condition on the item. See Build a form.

The field can't be saved while a rule is not complete. The dialog says why:

• Choose at least one answer and a Safe to operate choice. Tick an answer and select Yes, Limited or No.
• Enter the restriction when the asset is safe to operate with limits. Type the restriction, or select Yes or No.
• A rule includes an answer that is no longer an option. Remove the answer from the rule, or add the option back.

When a question picked under Note from field or Photos from field is no longer on the form, the rule shows This field is not on the form now. Choose a different field or None. The field can still be saved, but the request gets no note or photos from it.

When the activity of a rule is no longer a maintenance activity, the rule shows This activity is no longer a maintenance activity. The request is raised without it. Choose another activity or None. The request is still raised, with no suggested activity.

Dates

Date Picker captures a date, several dates or a date range (Select date picker mode: Single date, Multiple dates, Date range). Turn on Include time selection to capture a time as well, or Time only (no date) to capture only a time. Default Value sets a date that is filled in when the form opens.

Dates and times on a form are on your organization's clock. If the person filling it in is in another timezone, a globe with the organization's current time shows above the form, and what they type is read as organization time. A timesheet, docket or equipment time filed from the form is recorded on the organization's day, whatever the phone's timezone.

In Date range mode on the web, a range needs both dates even when the field isn't required. With only one picked, the field says Please select a start date or Please select an end date, and the form won't submit until you pick the other.

Files, signatures and drawings

Max file size. Enter the limit as a number and pick a unit — KB, MB or GB. The setting is capped at the largest size uploads can accept; a larger value is rejected with a message telling you the maximum. Existing forms whose limit was set above the cap open showing the cap. If you leave it empty, the limit is 5 MB. On the web and on Pay Mobile, a file over the limit is blocked before it uploads, with the message "File exceeds maximum size of …" next to the file's name. This setting is also available on a File upload column inside a table.

Take photo. On a phone, a File upload field that accepts only images shows Take photo under the upload area. It opens the camera directly. The upload area still lets people pick earlier photos.

Stamp location & metadata on photos. When this is on, each photo is saved twice: the original, and a copy with the details you choose printed onto it (map, address, coordinates, date and time, a short note, the user, compass bearing and your logo). The stamped copy shows in results and prints, and the original stays downloadable from the submission. Stamping needs location services on the device. Without a location, only the original is saved and the person sees a warning; the upload is never blocked. The form's Submit button shows Uploading... and waits until every photo, and its stamped copy, has finished uploading.

• With the Text note element on, a note box (up to 60 characters, one line on the photo) appears above the upload area. The note goes on every photo uploaded with it, then clears.
• When the field accepts only images, Take photo shows on every device, not only on a phone. Earlier photos picked in the upload area are stamped with the location at upload time.
• With Allow multiple file uploads on, every photo gets its own stamp and keeps its own original.
• Only images are stamped. PDFs and other files in the same field upload untouched, and if you change Allowed file types to exclude images, the stamp setting turns off.

Capture location when signed. Each signature records where it was made: the device's coordinates and how accurate they are, taken when the person signs. The location shows under the signature in the submission and the printed PDF, so a form signed by several people at different times and places keeps a location for each of them. If location services are off or the person declines, the signature is saved without a location; signing is never blocked. A Signature column inside a table has the same setting, and each row's signature gets its own location.

Download file name. Downloaded files keep the name they were uploaded with, such as IMG_0042.JPG, unless you give the field a name to use instead. Type the name in the box, or add details with the buttons under it: Date submitted, Form name, Field label, Submitted by, Response ID, File number and Original file name. Add an answer puts in the answer to another question on the form, such as a job number or project. The Example line shows what the first file of a submission would be called.

• When the field holds more than one file, each gets a number at the end (Dump tickets-1.jpg, Dump tickets-2.jpg), so no two files save over each other. Put File number in the name to choose where the number goes.
• The file keeps its type (.jpg, .pdf), and characters a file name can't contain, such as / and :, become a dash. A detail with no answer is left out.
• Date submitted is the day the submission was first made, on your organization's clock, so editing a submission later doesn't rename its files.
• The attachment shows this name in the submission, in the form's Data → Submissions list and at the top of its preview. Select Download to save it under the same name. It applies to every submission, including ones made before you set it. Clear the box to go back to the original names.

Draw on image. With Template image, you upload the picture (JPEG, PNG, WebP or GIF, up to 10 MB) and everyone draws on the same one. With Responder uploads, each person uploads their own picture first. The person taps Draw on image to draw full screen, then Save drawing. The submission keeps one image of the picture and drawing together. A Draw on image field can't go in a table.

Material to Review. Choose External link and enter the Material URL, or Upload PDF (up to 25 MB). An uploaded PDF opens through a temporary link, so people outside your company who fill in the form can open it too. The person sees an Open link or Open PDF button, and the field shows as reviewed once they open it. With Require acknowledgement on (the default) they can't submit until they have. In a PDF of the submission, the field prints the link or file name and [X] Reviewed or [ ] Not reviewed, not the document itself. To keep a copy of the document with the submission, add a File upload field as well.

Tables

Table lets the person fill in rows of the same questions, such as materials used or plant on site. In its settings:

• Table Columns: select Add Column and type the header, then select the settings icon beside the column to choose its Field Type and options. Columns use the same field types as the form. If the form prints from a Word template, give each column a Name so its tag doesn't change when you edit the header (see Name a table column).
• Minimum Rows and Maximum Rows.
• Show Row Numbers, Allow Row Reordering, Lock rows (the person can't add or remove rows) and Card View (rows show as cards instead of a table, which suits phones).
• Empty State Message and Add Row Button Label.

On the web, a Dropdown column opens a list with a search box at the top, so a long list doesn't need scrolling. Typing any part of an option, in upper or lower case, narrows the list to the options that contain it, and No matching options shows when none do.

When you lock a column's default value, the value stays read-only while someone fills in the form. The same lock applies to tables inside another table, in both card and table layouts, and new rows keep the locked value.

Activity, break and time columns remain editable when the form fills them from a time sequence. A default worker pins people who submit only for themselves; people who can submit on behalf of others can choose a different worker.

Quiz

A Quiz field holds one or more multiple-choice questions that are marked when the form is submitted. For each question, add the options and tick the Correct answer(s); turn on Allow multiple selections for questions with more than one right answer, and add an Explanation when wrong. Turn on Randomize answer order to shuffle that question's options each time someone starts a new submission — the order stays fixed while they fill it in and when they resume a saved draft, and the score, the saved submission and exports are the same whatever order the options appeared in.

For the whole quiz, set the Pass mark (%) (100 if you leave it). Show answers as they go tells the person straight away whether each answer is right. Must pass to submit blocks the submission until the quiz reaches its pass mark; otherwise the score is recorded either way.

Weather

Weather records the site's conditions at the moment someone fills in the form: condition, temperature, feels-like, wind, rainfall, humidity and chance of rain, with an optional forecast. The record never changes afterwards, so a submission opened a year later shows what was captured on the day.

• Allow live capture: the person selects Capture weather to look up current conditions for the device's location, or for a location field on the form (Where the location comes from).
• Allow manual entry: the person can describe the conditions by hand, including to correct a live capture.
• Show forecast and Forecast days (0 to 5): keep a forecast with the observation.

Each observation shows whether it was a Live capture or Entered by hand. Entering conditions by hand records a new observation in place of the one shown; it never edits a live capture.

Live capture needs a weather service connected to Assignar Pay. When none is connected, nothing can be captured, not even by hand, so a required Weather field can never be submitted; the builder warns you when you make it required. Ask Assignar support. If the lookup fails for a moment, the person can still enter the conditions by hand and select Try again. A Weather field can drive show or hide rules, for example showing a wet-weather section when it rains. It can't go in a table.

Maps and meters

• Map lets the person drop points and draw lines and areas on a map. See Capture map data.
• Asset Readings records meter readings, such as odometer or engine hours, for the asset chosen in an Assets resource field on the same form. Choose that field in Asset field. Require all of the asset's required meters blocks submission until every required meter has a reading, and Allow a note per reading adds a note box. A reading lower than the asset's current reading is refused: "… cannot be below the current reading of …".

Internal resources

Resource lets the person pick records you already keep in Assignar Pay, so the answer matches your data exactly. Choose the Resource Type: Users, Workers, Shifts, Forms, Clients, Projects, Project locations, Orders, Cost Codes, Suppliers, Materials, Assets, Asset Classes, Roles, Activities, Order Line Items or Allowances.

Read the full description below each resource type's name before choosing. Users selects team members in your organization; Workers selects employees in your worker register.

Other settings:

• Selection Mode: Single Selection or Multiple Selection.
• Input Mode: a Dropdown or Text Input with search.
• Display Label Property and Secondary Label (Optional): what each option shows, for example an asset's name with its rego in brackets.
• Show Active Only: hide inactive records.
• Filter Relationships: narrow the options by another Resource field on the form, so a Projects field shows only the chosen client's projects, or an Order Line Items field only the chosen order's items. Under When the source is selected, choose Only show its options or Prioritize its options (show others too). When you link two fields, you're asked whether to set up the reverse link on the other field too (Yes, sync both or No, only this field). Clients, Projects, Project locations, Orders, Order Line Items and Assets fields can be filtered this way.
• Static Filters: fixed values that limit which records are offered, on top of any filter relationship.

A Project locations field allows a single choice only.

Customers, suppliers and visitors find people by name in a Users field. Teammates' email addresses stay private.

A Resource field set to Forms, Projects, Clients or Shifts can also copy details of the chosen record into other fields. See Link forms together.

Time and material tracking

These fields record work that flows on into timesheets, job costing and your schedule of rates.

With Create Material Transactions on, the Clients column of a Material Transaction field stays required and visible. Required stays on, Conditional Visibility stays off, and the notes read Required while this field creates transactions. and Stays visible while this field creates transactions.

Turn Create Material Transactions off to keep the rows on the form only. Clients can then be optional or hidden. A form you already published keeps the Clients settings you last saved until you save the form again. Until then, a row with no client is refused at submit with the field's label and "every row needs a material, a quantity and a client."

Once a timesheet created from a submission has been reviewed, approved or invoiced, the submission can no longer be edited. See Review submissions.

Breaks

A break added to a Worker Time timesheet starts half-way through the hours worked, on the quarter hour, and splits the activity it falls in. On a 07:00–15:00 timesheet a 30-minute break goes at 11:00: the activity becomes 07:00–11:00 and 11:30–15:00, 30 minutes fewer are paid, and the timesheet still finishes at 15:00. Change the break's start to move it. When the activity at the half-way point is shorter than the break, the break starts where the last activity ends.

A form can also add a break on its own when a timesheet is created from a shift, for example with Create Timesheet or for a crew on a Daily Record. Open the Worker Time field's Breaks column settings, then Advanced — sequential-time defaults:

• Auto-add a break after (hours): a timesheet longer than this gets a break of the Default duration. Leave it empty to turn it off.
• Place the break: After those hours starts the break that many hours into the timesheet. Half-way through the day starts it half-way through the hours worked, and the hours only decide which timesheets get one. For example, with 5 hours, a 07:00–16:00 timesheet gets a break at 11:30 and a 07:00–12:00 timesheet gets none.

Neither applies when a worker checks in and out, where they start their own breaks.

Tie activities to the bid

An activity list can follow the activities on an order's bid. You link it to an order field under Filter relationships, the same way an order field is linked to a client or a project.

1. Open the activity field's settings. In a Worker Time field, open the Activities column, then its Activity column. Breaks are linked separately, through the Breaks column's Break activity column.
2. Under Filter relationships, pick the order field in Order bid. You can pick an order field on the same level, in the parent row (a Worker Time row's Order), or a field of the form. Order fields further down, inside another table, aren't offered.
3. Choose how the list follows that order.

The default Timesheet (Assignar Default) form comes with both lists linked to the row's Order on Order activities first, as check in/out works. Change it to Only the order's activities to restrict the workers; the change is kept when the form is updated. A Worker Time field you add to your own form isn't linked until you link it.

When the worker changes the order, each list clears what belonged to the previous order and keeps the times, so they pick again:

• Only the order's activities clears every pick.
• Order activities first clears only a pick from the previous order's bid. One picked under All activities stays.
• A list with no order field picked clears nothing.

With Only the order's activities, an order with no activities on its bid shows an empty list that says "This order has no activities on its bid. Ask your office to add them." For breaks it says "This order has no breaks on its bid. Ask your office to add them." Add them to the bid, or change the setting.

Changing the activities of several timesheets at once, with Only the order's activities, works on one order at a time. Once you tick a timesheet, those on other orders can't be ticked, and hovering over one says "Only rows of one order can be selected together. Deselect the others first." If the timesheets you're changing are on different orders, the table says "These rows are on different orders. Select the rows of one order to change their activities."

If the order's activities can't be loaded, Order activities first says so and shows every activity under All activities. Only the order's activities shows "Couldn't load this order's activities. Try again." and lists nothing.

Timesheets filed with an activity that isn't on the bid, while the list was set to Only the order's activities, are flagged for the approver. See Review timesheets.