Forms are an important part of Payaca. They can be created, filled out and sent to customers all from your Payaca account.
Forms are created and added to your account on a case-by-case basis. If you let us know what forms you need we can create those for you.
Please note: This article covers the latest style of forms that utilise a PDF editor and are specific to the engineer app. If you are looking for information on legacy forms then read our article covering how these forms work.
Creating forms
Forms can be created in three ways. They can either be created from event tasks in your schedule, directly from the tasks section of any project or directly from the files tab within any project.
The first two methods require you to create a task to create the form. The third method, via the files section, doesn't require you to create a task, however, these forms can only be completed on the web and are not accessible via the filed user app.
Creating forms from events
Tasks are added to existing events. This means if you are creating a new event, you first need to finish creating that event before you can add the task.
Click on the event you want to add the task to.
Under the contacts list you will see the tasks section.
Click "Add Task"'.
A pop-up will appear on the screen.
Choose a name for your task, and assign it to the appropriate team member.
Select a due date and add notes where applicable.
Below this, you will also see the option to add a checklist or a form. This needs to be completed in order to fulfil the task.
Select "Form".
Use the "Form" drop-down to select which form to add.
The deadline date will be set to the end of the event.
Add any notes you want to include to the task. When you're happy, click "Save".
Your form will appear as a tick box task under the tasks section of your event.
Creating forms in projects
You can also create forms from within projects either via the tasks tab or the files tab.
Task forms
Go to the "Tasks" tab.
Click "Create task".
Follow the same steps as outlined above.
Once you have created your tasks with their forms, you will see all your tasks under this tasks tab.
Tasks that have been created within events will also show here if that event is paired with the project you are viewing.
Forms from files
From within an open project, go to the files tab and click "Choose from template".
Use the drop-down to choose your form and click "Create Form".
Linking form tasks to events
You can link existing tasks to events.
From the tasks tab of your project, click on the task form you want to link. This will open a side screen.
You will see a box indicating the number of linked events. Click on the "+" icon.
A pop-up will open directing you to create a new event. Read the help article on creating events for more information.
Adding task forms to event templates
To add a task to an event template, you will first need an existing event template. Find out how to create event templates here.
Navigate to the templates section of your account. Click on the drop-down at the top right of your screen and select "Templates".
If you have existing templates, you will see these listed. if you have created any templates yet this space will be empty.
Click on the template you wish to add a task to.
This will open a pop-up on the right side of your screen.
Under "Add linked Tasks", click on the "+" icon.
A pop-up will open allowing you to create a task. Select "Form".
Choose the form you want to add.
When you are happy, click "Create Task Template".
Your task form will now appear within your event template. Every time you use this template your task will be added.
Filling out forms on web
Filling out forms on an independent event involves one extra step than on a project.
On non-project events
Open the event you want to work on.
Your forms will be visible as tick boxes under your tasks list.
Click on the form you want to complete.
This will open a pop-up asking you for some prefill form information.
Use the drop-down to select the customer you want the form to be applied to.
If that customer has multiple addresses you can use the "Customer Address" drop-down to choose an address.
Use the "To be approved by" drop-down to select which user will approve the form.
If you want to complete the form later click "Save for later". When you return to the form, the customer will be set and unable to be changed.
If you want to start the form right away, click "Start form now".
The next steps are the same for project or non-project events.
Project forms
The steps for filling out a form will vary slightly depending on whether your form has been created via a task or from the files tab.
From tasks
If you click on a form from the tasks tab you will see a similar pop-up to the one shown above.
This pop-up will already have the customer from your project preassigned. Under the customer address, you may also see a site address drop-down.
Select the site address you want to use.
You don't need to select a user for the "To be approved by" drop-down, but you can if you want to.
Once you're happy click "Start form now".
From files
Go to the files tab and click "Choose from template".
Use the drop-down to choose your form.
Click "Create Form".
Filling out the form
Once you have opened the form you will be presented with an editable PDF document.
Every form looks slightly different but the general format should show you a form with a number of boxes you can click into and fill out.
At the top left of your screen, you will see a number of control buttons. Use the plus and minus icons to zoom in and out or use the percentage drop-down to choose your level of zoom.
Some boxes can be filled out by clicking on them and entering text others work as clickable tick boxes.
Fill out the form according to your requirements.
Where a signature is required, click on the "Sign here" box.
This will open the signature pop-up box. Add your signature, either by drawing, typing, or uploading a saved signature.
Click "Create".
Repeat the same process to record the customer's signature.
When you are ready to finalise the document, click the "Finalise" button in the top right corner.
You will be presented with a pop-up box.
Click "Finalise".
You will now be shown an overview of the document.
There are three options available. You can click "Send a copy" which will send a copy of the document to the customer. Download as PDF, which will provide you with a PDF document. And edit, which allows you to make further edits.
Filling out forms on the mobile app
On the mobile app, all your forms are accessed within events, via the tasks section.
For more information on how the mobile app works, check out our article on the engineer app.
Before you can begin work on a form, you first need to have arrived at the event.
First, tap "On way", this will start your travel timer.
When you have arrived, tap "Arrived" and tap on "Start work".
Now you have started working you can start filling out forms.
Tap on the Tasks card.
You will see a list of any task forms that have been added to that event.
Tap on the form you want to complete.
Tap "Start Form".
This will open the PDF form.
You can now begin filling out the form. Tap on the boxes that you want to fill out and input your text.
Once you've finished filling the form out, tap the icon in the top right corner.
To complete tap "YES, FINALISE".
Your form will be marked as done.
Viewing a completed form
Completed forms are accessible from within your events.
From within the event, navigate to the tasks section.
Tap on the completed form.
You will be given the option to "View Form" or "Create form revision".
Tap "View Form".
If the event has been completed, you will need to start admin before you proceed.
Once you've opened the document you are able to share it, save a copy as a download or print.
Tap on the three dots
You will see the "Share", "View mode", "Save a copy" and "Print" options.
Editing a completed form
Once a form has been completed, you can still go back and edit it.
To do this you will need to be in admin mode.
Tap on the form task you want to edit.
Tap "Create form revision".
Adding forms to your account
Forms are not automatically added to your account. If there is a form you need, please let us know.
You can contact us via the webchat function in the right corner of your screen.
