Payaca uses two different types of forms, these are the legacy forms which are filled out section by section within a Payaca interface or the new engineer forms which use a PDF editor and are customised to individual accounts.

This article covers the legacy forms. For information on the new style engineer forms read our new forms article.

There are four different routes you can take to create a form. These are:

The first three methods require you to create tasks to create your forms. The third method allows you to create forms directly from the files tab.

Creating task forms either via events or directly in a project follows essentially the same process. The main difference is to create an event task form you first need an existing event.

Once you have an event you need to click on the "Add Task" button.

If you're creating a task from a project, from the tasks tab, click "Create Task".
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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".

If you created your task form on an event, that form will appear as a tick box task under the tasks section of your event.

If you created your task form in your project task tab, that form will appear under your list of tasks.

To create a form without a task, go to the files tab of your project.

Click "Choose from template".

Use the drop-down to choose your form and click "Create Form".

This will open the form editor and you can begin completing the form.

Once you've created your form, you can begin filling it out.

To open the form click on the task form displayed in your task list. This will open a pop-up displaying the certificate in the task.

To open a form on an event open your event and click on

Click on the task.

This will open from pop-up box. Click on the form.

On the next screen, choose the form or certificate you would like to complete from the dropdown list

Next, if you're using a desktop, decide whether to complete the form or certificate yourself or send it to someone else via email.

Click "Create form" to get started.

You will then be presented with the following screen.

Depending on the form or certificate template chosen, you will be taken through the steps necessary to complete it.

At each stage, there will be certain steps that are marked with a red asterisk and must be completed to be able to complete the full form/certificate.

If any of these sections are left incomplete the section with the missing information will be highlighted at the end of the process.

Once you've filled out all the information you will be presented with the option to submit the form.

Click "Submit".

You will be presented with a form like the one shown below.

You can now choose to send a copy to the customer. This will send out a customised email with the attached form/certificate, or you can download the document as a pdf.

Creating forms on the legacy mobile app follows a similar format to creating forms on the web.

You can create forms via the same methods as on the web:

From the calendar section, open the event you want to add your form to.

Under the tasks section, tap the "+" icon.

Fill out the task making sure you have selected "Form" rather than "Checklist".

Tap "Save".

Your form task will appear in your tasks list.

Tap on the form task and then tap on the form to begin filling it out.

The steps for creating a new form from within a project are largely the same.

Make sure you are on the projects section of the app.

Tap on the project you want to work on.

Tap on the "+" icon

Tap on "Task".

Fill out the task making sure you have selected "Form" rather than "Checklist".

Tap "Save".

Tap on the "Tasks" section.

You will see a list of all your tasks. Tap on the task you want to work on.

Tap on the form to begin filling it out.

From within your project, tap on the "Files" section.

Tap on the "+" icon.

Tap "Choose form template"

Select which form you would like to complete and tap "Create form".

When you open a new form you will see a series of boxes representing the different sections of the certificate.

Tap on a section to begin filling it out.

Complete each section and use the arrows at the bottom to move on to the next section.

If you want to return to the form menu tap on the return arrow in the top left corner.

Once all the sections are filled out tap "Submit". If any sections are incomplete you will see a notification alerting you to which section needs to be completed.