Forms & inspections
Build inspection checklists once, attach them to PMs and work orders, and collect structured answers instead of paper.
Forms turn "check the compressor" into a structured record: which checks ran, what the readings were, what failed, and the photo that proves it. Answers are data - filterable and reportable - not a PDF in a drawer.
Form templates
The Forms page lists every template with its status and work category, as a table, as cards, or in split view, which previews the selected form beside the list so you can try its questions without opening the builder. Add Form opens the builder, and Export downloads the templates the list is showing as a CSV file.
In an organization running both Facilities and Infrastructure, each form is filed under Facilities, Infrastructure or Shared with the workspace picker in the builder, and the Forms list has a Facilities / Infrastructure / Shared switch. Forms start Shared, and existing ones stay Shared until you move them. A member assigned to one workspace sees that workspace's forms and the shared ones, and forms they create are filed in their workspace. Attaching a form to a work order or PM schedule offers the forms that fit the work: infrastructure and shared forms for work on a feature, facilities and shared forms for anything else.
A form template is the reusable definition, built in the form builder (Forms). Each template holds ordered items - the questions - chosen by the kind of answer you want:
| Item type | Use for |
|---|---|
| Single select | Pass/fail, yes/no, condition ratings - supply the options |
| Multi select | "Which of these apply?" - optionally with minimum/maximum selections |
| Number | Readings - pressure, temperature, run hours - with min/max, a unit, and integer or decimal precision |
| Checkbox | A simple done/not-done tick |
| Text | Notes and observations (single or multi-line) |
| Photo | Visual evidence - photos are compressed on upload, served through short-lived links, optionally capped at a maximum count |
| Section | A heading that groups the checks that follow |
Conditional follow-ups
Items can be shown conditionally based on an earlier answer - "Describe the issue" appears only when "Belt condition" was answered Fail; a photo prompt appears only when something is wrong. Forms stay short for the happy path and thorough for problems.
Draft → published
Templates start as drafts and must be published before they reach the field. Publishing validates the template - selects need at least two options, conditions must reference earlier questions - so broken forms can't ship.
A published template that needs changes can be set back to draft, edited in place, and republished. In-flight responses are safe either way: every response takes a snapshot of the template's items at attach time, so later edits never mutate a form someone is mid-way through filling.
Templates can also be duplicated (to branch a variant) and archived - archived templates disappear from the list and can't be attached, but their completed responses remain on the records that hold them.
Getting forms in front of technicians
A form reaches the field by being attached to a work order:
- Via PM - set the form on a PM schedule or template; every work order the schedule generates carries its own copy. This is the pattern for recurring inspections.
- Directly - attach a form to a specific work order when creating it or from its detail page.
The technician fills it in on their phone as part of completing the job; partial progress saves, photos come from the camera. The same form (photo answers included) is fillable by an outside contractor through a shared work order link - no account needed, and PM-generated work orders shared with vendors get the same treatment.
Where answers go
- On the work order - the completed form is part of the record
- Asset condition - condition-type answers can feed assessment history
- Reporting - answers are queryable, so "all failed belt checks this quarter" is a filter, not an afternoon
Build-fast options
- Start from your existing paper sheet: one template section per sheet section, one item per line.
- Or let your AI assistant draft it: the MCP tools can build a complete template - items, options, conditional logic - from a manufacturer's maintenance recommendations, ready for your review and publish.