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FORM RECORDS

This page provides instructions on how to create and manage form records from the Lucidity App only. For more detailed information on completing forms in general, refer to the Create Form Record section on the Form Record page of the Lucidity InForm user guide.


Create a New Form Record

There are several locations within the App that a new form record can be created. The main location is the 'Add Form' quick link from the Dashboard.

To create a new form record, from the App Dashboard:

1. Tap 'Add Form' in the quick links

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2. From the form list that displays, scroll or search to locate the required form and tap to open

   1. Note that the form must be mobile enabled to display. This is managed in the Form Admin page in the form configuration

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2. Populate the admin section of the form recording, relating to organisational details

   1. Note these fields may pre-populate based on the user's home organisation details in the Lucidity system. These can be changed if required

3. Tap 'Submit' at the bottom of the screen

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2. Populate all fields of the form record as required. These will be unique per form. 

   1. All fields marked with an * are mandatory. The form can be saved without completing the field but the form status will remain as 'in progress' until all mandatory fields are complete

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2. Add any actions or photos to the form as required. Refer to the Shared Features page of this user guide for more details.
   Please note there is a limit of 50 attachments for Lucidity InForm records completed via the mobile app.

3. Tap 'Save' in the top right hand corner to save the form and return to the Dashboard

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Edit Existing Form Record

To edit an existing form record, from the App Dashboard:

1. Tap '# in progress forms'

   1. To edit a form record which is already complete, tap 'All forms'

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2. Scroll or search to locate the required form record and tap to open

   1. Note that completed form records can be access via the 'Complete' button at the bottom of the screen and all forms, regardless of status, can be accessed by tapping 'All'

   2. Colour coding is used to highlight the current status of the form

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2. Edit the form record as required

3. Add any actions or photos to the form record as required
   Please note there is a limit of 50 attachments for Lucidity InForm records completed via the mobile app.

4. Tap 'Save' in the top right hand corner to save the form record and return to the Dashboard

Note some users may not have available permissions to edit forms with a status of 'complete.' Only those forms with 'not-started' or ‘incomplete’ will be editable.

Search and Sort Form Records

Search and sort functions for form records include:

• search via key word (from form title)

• search via project

• sort via date from newest to oldest

• sort via date from oldest to newest

• Completed form records are only shown on the mobile app for two weeks after the date of completion. To view completed forms older than two weeks, please search for the form record on Lucidity InForm.

• Not Started and In Progress forms will remain accessible on the mobile app regardless of age.

To search, from the Forms Records screen:

1. Enter the key word or the project in the search bar at top of screen

2. The form records will automatically search as letters are typed

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To sort by date, from the Forms Records screen:

1. Tap the sort icon in the top right of screen

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2. Tap the required order

3. Tap done

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Use QR Code Scanning to Open a New Form Record

QR Codes can be used to open a new form directly in the Lucidity App.

To open a form this way:

1. Scan the QR code (this can be located on a noticeboard for example)

2. Log into the App

3. The requested form will be opened and can be filled out following the normal process (outlined below)

Obtaining the QR Code or Link for a particular form template

Each form template in Lucidity has a URL or link that will never change, and can be used to commence a new form. To obtain the link and convert to a QR code, follow the steps below.

1. Navigate to the required form within InForm by:

   1. Open InForm


   2. Using the left hand menu, select the required form.  This will filter the form records to only show records for the selected form.


2. Click 'Add New'


3. Copy the URL from the address bar in the browser.


4. Use a third party tool to generate the QR Code from this link.  An online QR Code Generator can be found here. 

The link can also be used in emails and on websites (without the QR code) as an easy way to commence a form. As an example, the link can be included in Management System pages or on the Dashboard Links panel within Lucidity Intranet.

 The link for each form template will always point to the current version of the form.

Send Form Record Via Email

Form records can be emailed as a PDF to multiple recipients.

To email a form record, from the App Dashboard:

1. Follow steps above to create a new form record or open an existing

2. Tap the envelope email icon in the bottom of the screen

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2. To email to a user within the system, tap the 'Add' button. Alternatively, type in the email address directly in the 'Email addresses' field.

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2. Scroll or search to locate the recipients and tap to select. The recipients will be highlighted green.

3. Tap 'Done' in the top right-hand corner

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2. Populate the 'Subject' and 'Message' fields

   1. Note both these fields are mandatory

3. Tap 'Send Form' to email a PDF copy as an attachment to all named recipients

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Download Form Record as a PDF

Form records can be downloaded to the device as a PDF. 

To download the form record as a PDF, from the App Dashboard:

1. Follow steps above to create a new form record or open an existing

2. Tap the 'Share form' button in the bottom right-hand corner of the screen

3. The form record will be downloaded and saved on the device as a PDF

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Delete Form Record

Form records can be deleted directly from the app if the users has the required privileges. 

To delete a form record, from the App Dashboard:

1. Tap '# in progress forms'

   1. To edit a form which is already complete, tap 'All forms'

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2. Scroll or search to locate the required form record

   1. Note that completed forms can be access via the 'Complete' button at the bottom of the screen

3. Press and hold on the name of the form record to be deleted for Android devices or Swipe from the right edge of the form you’re trying to delete for iOS devices

4. Tap 'Delete' in the pop-up window that appears 

   1. Note different device types may display the delete option in slightly different ways

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