The Field2Base Mobile Forms™ application allows a user to easily capture and securely send field data to the office from a mobile device such as an Android tablet, Android phone, iPad, or iPhone. The Mobile Forms™ application offers a slightly different experience depending on the type of device used, but the main functionality is the same. See the article Field2Base Product Supported Platforms and Browsers for more information on platform and operating systems supported for the Mobile Forms™ application. If you have not installed the Mobile Forms application on your device, you can find articles on how to install for each type of device in the Product Guides > Mobile Forms section of this Field2Base Support Center website.
Accessing Mobile Forms
Once you have installed the Mobile Forms™ application on your device, you can access the application by single-tapping the Apps menu button in the lower right-hand corner of your screen and then single-tapping the Field2Base Mobile Forms™ application icon.
|Note||You can place the Field2Base Mobile Forms™ application icon on your home screen like any other application. Consult your device’s user manual for more information on organizing your applications.|
The Mobile Forms™ application employs the following gestures to navigate throughout the application.
Using your index finger, simply tap (or touch) the area you wish to interact with.
Press and Hold
Using your index finger, press an area of the screen and maintain pressure for 2 or more seconds.
Spread (zoom in)
Using your index finger and your thumb, touch an area of the screen and spread your fingers to zoom in.
Pinch (zoom out)
Using your index finger and your thumb, touch an area of the screen and pinch your fingers together to zoom out.
Using your index finger, press an area of the screen, and while maintaining pressure, slide your finger up or down to drag the screen.
Using your index finger, press an area of the screen, and while maintaining pressure, move your finger left or right quickly in a “flicking motion”.
The home screen displays all of the primary functions for the applications. There are four major areas: Recent Forms, PreFills, Drafts and Sent Forms. From the home screen, you can also select from your available projects by single tapping Selected Project to view only forms for a specific project. Alternatively, you can single tap Show All to view all of the forms from all of your projects. Another way to choose a project from your home screen is to single tap the Menu icon (the three ellipses on Android) in the upper right-hand corner of the screen then single tap Select Project.
You can access the settings for Mobile Forms™from the Menu icon (the three ellipses on Android) in the upper right-hand corner of the screen then single tap Settings. From settings, you are able to manage your Address Book contacts, change your Default Pen Options and view your Mobile Forms™ information.
You can single tap any contact to open the Edit Contact dialog box. From there, you can delete a contact or edit their information.
Default Pen Options
You are able to change the default pen color, pen size or eraser size by single tapping any of the options. These options are also accessible from a specific pen region within a form.
|Note||If you change your default pen color to white, you will not be able to see signatures against a white background.|
About Mobile Forms
You are able to view the version of Mobile Forms™ that you are currently running on your device, your Mobile Forms Activation ID, as well as your Field2Base Username, Company Name and Company ID.
Field2Base is synchronizing data from your mobile device to the Field2Base cloud as it finds connectivity. In the bottom right-hand corner of the home screen, you will see the last time the Mobile Forms™ application synchronized with the Field2Base cloud.
|Device is on but the user is not using the Mobile Forms™ application.||Every 10 minutes|
|Device is on and the user is actively using the Mobile Forms™ application.||Every 5 minutes|
|The user sends a form.||Instant|
|Note||If you are sending forms from the device and they are not being received, you should check the last sync time on your home screen to ensure that your device is communicating with the Field2Base cloud.|
The Recent Forms area displays blank digital forms created by your company and assigned to a project the device user has access to. If you do not see the form you are looking for, single tap the More button. You will see a full list of your forms. You can see the forms for a specific project or for all the projects you have access to by single tapping on the project at the top of the list.
Opening a Form
To open a form, single tap the form you wish to complete in the Recent Forms.
You can hold your device in Landscape or Portrait orientation. The Mobile Forms™application will automatically resize your form to fit your preferred screen orientation. If your screen does not rotate, consult your device manual to enable device rotation in the device settings. Field2Base recommends using the Landscape orientation for most forms as it typically allows the regions to be larger and easier to interact with.
Single tap a region on the form to begin entering information. Select the Done button on the keyboard, use the back arrow on your device, or tap the form off the region to complete your data entry and return to the form screen. See the section on Region Options Available for further options available for specific types of regions.
Editing a Region Value
Single tap on the region that you need to edit and make your changes. Select the Done button on the keyboard, use the back arrow on your device, or tap the form off the region to complete your data entry and return to the form screen.
Erasing a Region Value
Press and hold on the region you wish to erase until you see a second command to Erase region value then single tap on Erase region value.
Use the left swipe gesture on the screen though you are turning the page of book. Swipe your finger to the right to return to the previous page.
If the form only has one page, the page will simply “bounce” back into its original position when using the swipe gesture.
Sending a Form
Single tap on the Menu icon (the three ellipses on Android) in the upper right-hand corner of the screen then select the Send option.
Your form may contain required regions applied in Forms Designer during form design. These regions need to be filled before the form can be sent. If any of these regions are empty, the Mobile Forms™ application will alert you when you attempt to send the form and show you all of the regions that need to be filled. You can tap on a specific region in the list and the application will highlight that region on the form. Once you have filled out all of the required regions, you will be able to send the form.
You can select one or more recipients for your sent form from the optional recipients list. Optional recipients are set through User and Recipient settings in the Admin Portal. See the article, Managing Users and Recipients, for more information on managing your optional recipients list using the Field2Base Admin Portal.
- Select a recipient from the list by single tapping their name. (This will place a blue checkmark next to their name indicating the individual email recipient has been selected.)
- Deselect the recipient by single tapping their name a second time.
Manually Adding Recipients not in the list
If the recipient is not in the list, you can add the recipient manually. This will automatically add them as a recipient for your company and they will be listed as a recipient in your company's Admin Portal.
- Type the email address in the email address field.
- Select the Add button.
- You can check the add to address book checkbox if you want to add this email address to your list of recipients for future form submissions. Your Address Book is local to your device. See the section on Settings in this article for more information on managing your Address Book.
Region Options Available
An audio region embeds audio recordings into your digital form. The audio region can record up to 30 seconds of sound into your form.
- Select the audio region on the form with the single tap gesture.
- Single tap the record (circle) button on the far right to start recording.
- Single tap the stop (square) button again to end the recording.
- Single tap the check to complete the recording or single tap the X to erase the current recording.
|Note||You can playback the recording by single tapping the play (triangle) button.|
Once you have finished recording an audio region, you can single tap on the region to access further options. These options include:
- playing the current recording
- deleting the current recording
- recording over the current recording
You can draw on top of an image in a camera region by pressing and holding on the image, then tapping on "Enable Inking". You can also clear the image and access ink options from the same menu.
A pen region can be used to capture data such as signatures or drawings. Pen regions are available in two formats. The format is set in Forms Designer during the design process.
- Standard Format: The pen region will begin recording your pen strokes as soon as you single tap it.
- Full Canvas Format: You will get a full screen popup canvas when you single tap the region, giving you a much broader area to create pen strokes. The signature will then be shrunk to fit into the pen region on the form. You can set the option to have a popup with the same dimensions as your pen region to allow the signature to better fill the region.
For the best signature experience, we recommend using the Full Canvas format with the Set Pen Region Full Screen Capture Type option set to No in your company configs. To change this config for your all forms in your company,
Accessing Pen Options
- Single tap the pen region to open the canvas. If the pen region is in standard format, simply press and hold on the region to view the options.
- Press and hold on the canvas pen region to view the options.
- Single tap Clear all ink to clear the entire region.
- Single tap Pen and eraser options to view the pen and eraser options. These options allow you to change how the pen strokes appear for this region or to erase only specific parts of the region.
You can use Google's Voice to Text recognition to dictate sentences into a text region. Simply tap on the microphone button on the keyboard and start talking.
The PreFills area displays forms that have been dispatched to you from the home office with prefilled information. For example, a field technician can receive a prefilled form with the customer’s name, phone number and address already filled by the home office. The technician can use that information to complete the job then finish the form as needed and send it in. If you do not see the form you are looking for, single tap the More button. To find out how to create a PreFill from the Admin Portal, see the article on Using PreFills (Work Orders) in Admin Portal.
Opening a PreFill
To open a prefilled form, single tap the form you wish to complete in the PreFills list. You can then complete the rest of the form as needed and send it to the desired recipient(s).
Finding a PreFill
If you have many PreFills in your list, Mobile Forms™ allows you to search for a specific value in the PreFill title. Simply single tap on the Search box and type in your search value.
You can also sort through your PreFills list by Newest (by time received), Oldest (by time received, Address (alphabetically) or Name (alphabetically).
Another way to narrow down your PreFills list is to view PreFills associated with a specific project only rather than showing PreFills from all the projects available to you. You can do this by single tapping on the project and selecting a specific project.
Address Options in PreFill
If the PreFill information includes an address, the user can map the address and/or get turn-by-turn navigation to that address.
1. Press and hold on the form from the PreFills list.
2. Select Map this location or Start navigation from the command options.
|Note||If the address is not included in the PreFill, these functions will not be available.|
The Drafts area of the home screen contains any form you started and saved as a draft to complete later. You can see your drafts for a specific project or for all the projects you have access to by single tapping on the project at the top of the list. If you do not see the form you are looking for, single tap the More button.
Opening a Draft
To open a saved draft, single tap the form you wish to complete in the Drafts list. You can then complete the form as needed and send it to the desired recipient(s).
Deleting a Draft
If you no longer need a saved draft form, press and hold on the draft you want to delete then single tap Delete when it appears.
The Sent Forms area of the home screen contains all the forms you have sent from your device usually for the last 90 days. The default length of time for sent form history is 90 days but it can be customized to be shorter or longer. If you do not see the form you are looking for, single tap the More button.
|Note||You can only review a Sent Form, you cannot modify it.|
Opening a Sent Form
To view a Sent Form, single tap the form that you wish to view from the Sent Forms list.
The SmartFill feature allows the user to create a new form while importing values from a previously sent form. For example, a user who visits the same location on multiple days can use SmartFill to automatically use the location data from a previously sent form. The regions available for SmartFill are determined during form design in Forms Designer.
- Press and hold to select a sent form that you want to SmartFill the data from.
- Select SmartFill from the options dialog box that appears. This will open a new form with the available regions already filled with the data from the sent form.