Create a New Form - Form Design

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Last updated: Jan 18, 2023

FORM DESIGN

Video: Form Design Overview

Adding questions and fields to forms is completed by using a variety of form fields. Form fields are used to lay out each form and are available from the library on the left-hand side of the screen as a form is being created or edited. The form itself is created in the layout area on the right.

Designing the Form

To add new form fields to the form, from the form fields section of the Edit Form page either:

  1. Click on the field type

    1. Use this option to quickly place the form field to go to the bottom of the form.

  2. Drag the field type to the form layout section of the screen

    1. Refer to the 'Definitions of Fields: Edit Page' below

    2. Use this option to quickly insert the form field somewhere other than the bottom.

 

Form Fields

Asset Integration

If selected in the Form Admin, the asset fields will automatically be displayed below the automated fields and above the additional form fields.

The respondent will be required to select the asset as per the image on the left.

Once selected, all other fields will be automatically populated, based on the data stored against the asset within the Asset module, as per the image on the left.

Text

A labelled text box used to collect basic information
Can have Attachments and Actions included with this field.

Paragraph

A labelled text box used to collect a larger amount of information
Can have Attachments and Actions included with this field.

Checkbox

Use when more than one answer can be provided


Radio Button 

Use when only one answer is required and the options are short (2-3 words). Where longer options are required, drop-downs lists are recommended.

Date

A date field. Use when a date is required. Respondents can type dd/mm/yyyy directly or use the calendar

Time

A time field. Use when a specific time needs to be recorded. 

Use when only one answer is required and the options are long (4+ words), select from a drop-down list. Where shorter options are required, radio buttons are recommended.

Number

Use when only numbers are allowed in the field.

Signature

Enables electronic signature to be captured (using mouse, stylus, etc)

Table

The table field allows administrators to create a table with a different field in each column, while allowing the respondent of the form to add the number of rows required.

This is useful when flexibility to include additional rows of the same fields in a form is required. For example, the total number of participants varies in each toolbox session or a respondent may have several different leave dates to add to a single leave request form.

Users will be restricted to 30 rows per table.

To create a table:

  1. Select the table field

  2. Add different fields to each table cell by clicking on the +

  3. Select the fields required to display in the table

  4. Manage the individual fields as per normal

Respondent View

Respondents can click Add or the + button to add new rows and the - button to delete rows

Table - Column Totals

The table field allows for column auto-totals.

This means if a table is created and includes a number field, the option to have the total column summed up at the end of the columns is available

In order for this feature to work, the following requirements must be met:

  • The form field must be number

  • Display column total in the configurable attributes must be ticked

Table - Rows & Multiply Totals

The table field allows for row auto-totals as well as multiplying one number field by another number field.

In order for this feature to work, the following requirements must be met:

  • In the total/ calculated value configurable attribute, either sum or product must be selected

This means a table can be created with one of two options:

Rows to be totalled (Sum)

The total rows with number fields can be summed up at the end of the row.

Note: all the number fields in the row will be added, even if there is a different field type in between the number fields

Rows to be multiplied (Product)

Each number field is multiplied by another

Note: It will multiply all the number fields, even if there are different field type in between the number fields.

Section Break

Create a divider between sections, with a section heading and additional information if required

Info

Used to add some information or a note to the form. Often used to provide instructions to complete the form.

Info boxes can be used to add hyperlinks to procedures and other documentation. As an example, a standard generic Toolbox Talk form can be developed which is used for every single meeting, regardless of the topic. A hyperlink could be added in an info box form field, linked to a document that is constantly updated with the current weeks agenda items. Watch the second video on the left for more information.

Info boxes can also be used to capture inline photos and actions throughout a form.

Data Source

Data source allows data to be gathered from a different Lucidity Software modules so that the data can be populated directly into the form. For example, adding an employee list where users can select their manager's name.

There are several types of data sources, as examples:

  • Company - from Lucidity Contractor

  • Employee - from Lucidity HR

  • Person - from Lucidity HR

  • Project - from Lucidity Access

  • Asset - from Lucidity Asset

In the event of a long list of items to select from, the whole list will not display. The respondent can start typing the item they're looking for and the list will be narrowed down. It is recommended instructions asking respondents to "start typing to search" are included.

Data sources can be used to populate additional information automatically from the original source. See the Auto Population of Data section on the Configurable Attributes page of the user guide for step by step instructions.

Public Forms and Security

When enabling forms to be viewable by members of the public, it is important to consider the use of data sources and company security. If a data source list is used in the form which displays all employee names for example, this is now accessible by any member of the public provided with the form link.

Geo Location

The GeoLocation field allows the respondent to select their current location. This location (latitude and longitude) is recorded as part of the form record, along with a corresponding uncertainty measurement which is indicated as a circle around the pin. The location is displayed within the browser and also within the Lucidity App.

Approval

The Approval form field allows for additional users to be added as part of a workflow approval process.

A particular user can be set to always have to sign off on every form (for example if the form is a plant pre-start the same plant manager may need to approve every form). Or it can be set so the original person creating the form can select a different approver each time.

A signature box is automatically included.

More detail is available on the dedicated Approval Workflows page (see the link in the right hand column of this page)