When you'll fill in a form
You'll be filling in a form whenever you need to capture information for a job — running a daily inspection, recording a safety walk, signing off a handover, completing a snagging sheet, logging a delivery, or reporting an incident. Anything your company has built a form for.
This article walks through what it's like for the person filling in — on a phone or a laptop, with all the bits in between like saving as a draft, attaching photos and signing off.
Opening a form
There are several ways to open a form:
- From the Forms list — click the Fill In button (or the clipboard icon) on any published form
- By scanning a QR code that points at the form
- From the Pending Submissions banner — click Fill out on any request waiting for you
- By reopening a draft you saved earlier
All routes take you to the same place — the form itself, ready to fill in.
What you'll see
When the form opens, you see the questions exactly as the person who built it laid them out:
- Each field has a label above it telling you what's being asked
- Required fields are marked, usually with an asterisk
- Some fields show helper text below them with extra instructions
- Long forms may be split into multiple pages with a Next button at the bottom of each page
- Some sections may stay hidden until you give a particular answer (that's conditional logic at work)
You don't need to know how the form was built — you just answer the questions as they appear.
Filling in fields
Each field type behaves a bit differently to make data entry easy on whatever device you're using:
- Text fields show a normal keyboard
- Number and currency fields show a numeric keypad on mobile
- Date fields open a calendar picker — no typing needed
- Dropdowns open a list of choices
- Checkboxes are a single tap to tick
- Employee, supplier and project pickers show a search box — start typing to find what you want
- Signature fields give you a box to draw your signature with a finger or a mouse
- Photo fields open the file picker, with the camera offered as a source on mobile
- Repeating sections show one set of fields with an Add another button below for more rows
Just work through the form top to bottom — the form will guide you through anything that needs special attention.
Errors as you type
If you make a mistake — leaving a required field blank, typing an invalid email, entering a number outside the allowed range — the form shows the error inline next to the field as soon as you move on. Fix the error and the warning disappears.
This is meant to catch problems early, while you can still fix them, rather than waiting until you try to submit the whole form.
Saving as a draft
Some forms can't be filled in in one sitting — you might need to come back to a daily inspection at the end of the day, or pause a snagging walk to take a phone call. The Save Draft button at the bottom of the form lets you save what you've got and come back later.
When you save a draft:
- All the values you've entered are stored
- Any photos you've already uploaded stay attached
- The form moves to a draft state until you come back to it
- You can re-open it from the Forms list and pick up exactly where you left off
If you've come from a pending submission request, the request stays in your banner until you actually submit it.
Capturing signatures
When you reach a Signature field, you'll see a small box to draw in.
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On a phone or tablet, sign with your finger. On a laptop, use your mouse or a touchpad.
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If you make a mess of it, click Clear below the box and try again.
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Move on when you're happy with the signature. It'll be saved with the rest of the form when you submit.
Adding photos
For Photo fields, you have a couple of options depending on the device:
- On mobile — tap the field, the file picker opens, choose Camera to take a fresh photo or Gallery to upload an existing one
- On desktop — click the field and choose a file from your computer
Some Photo fields allow more than one photo. After you upload one, you can tap to add another, up to whatever limit the form allows.
Once a photo is uploaded, a small thumbnail appears so you can see what you added. Click any thumbnail to open it full-screen.
Multi-page forms
If the form is split across several pages, you'll see a Next button at the bottom of each page and a page indicator like "Page 2 of 4".
- Click Next when you're happy with the current page. The page is checked first — if anything's missing or wrong, you'll see the errors and stay on the page until they're fixed.
- Click Previous to go back to an earlier page. Going backwards is always allowed — no need to fix anything first.
- Click Submit on the final page to send the whole form in.
See Splitting a form into pages for the full story on how multi-page forms work.
Submitting
When you've finished filling everything in, click Submit at the bottom of the last page (or the only page on a single-page form).
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The whole form is checked end to end one final time. If anything's missing, you'll see the errors and stay on the form to fix them.
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Once everything's valid, the form is submitted and a confirmation message appears.
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You're typically taken back to the Forms list, with the new submission counted in the form's row.
Once a form is submitted, it's done — you can't edit the values afterwards. If you need to change something, talk to whoever administers the forms in your company; they may need to delete the submission so you can re-fill it.
Cancelling or declining
There are two ways to end a form without actually submitting it:
- Cancel — for forms you started filling in by mistake or no longer need to complete. Cancel a draft from its row in the Submissions list.
- Decline — for pending submission requests you've been asked to fill in but legitimately can't. Decline from the Pending Submissions banner.
Both leave a record so the requester knows what happened — better than just ignoring the request.
Next steps
- Splitting a form into pages — for how multi-page navigation works.
- Showing fields only when needed — for why some questions appear or disappear as you fill in.
- Browsing submissions — for what happens to your submission after you click Submit.
- Pending submissions banner — for filling in requests assigned to you.