Update Record Forms

Updating Records with Forms

Forms provide a structured and efficient way to update records, ensuring comprehensive data management throughout an asset's lifecycle. Forms enable detailed tracking of key events, from assigning assets to employees or locations to documenting maintenance, inspections, and disposal. This helps maintain accurate records, reduces errors, and ensures that asset data remains current and actionable.

Using Forms, it becomes easier to manage asset-related updates without manual intervention. For example, when assets are moved between locations or require repairs, Forms capture all relevant information, providing a reliable record of changes. Whether tracking routine maintenance or documenting the end of an asset’s lifecycle, Forms ensures every update is recorded and accessible for future reference.

Use Cases for Updating Records

Here are common scenarios for using Forms to maintain accurate records:

Assign to Employee

Record an asset's assignment to an employee, including details like the employee's name and assignment date.

Unassign from Employee

Update records when an asset is no longer assigned to an employee, making it available for reassignment or other purposes.

Transfer Locations

Document the movement of assets between locations to maintain accurate tracking and availability records.

Dispose of an Asset

Log disposal details, such as reasons for disposal and supporting documentation, to maintain a clear asset history.

Log Maintenance

Track maintenance activities, including servicing and repairs, to ensure assets remain functional and compliant.

Log Inspection

Record inspection details, including dates, findings, and corrective actions, to uphold compliance and ensure reliability.

Create a Form to Update a Record

Setup

1. On the left navigation pane, point to and click Create+, and then click Form. The Form Setup dialog appears.

2. Enter the form name in the Form name text field (for example, "Add Asset Form").

3. Select Update existing records.

4. Select Single or Multiple records.

Info: Multiple record forms can utilize Tables in Forms under the Styling menu to create flexibility and visibility when working with more than one asset. The table is currently limited to 15 records.

1. Use the dropdown under And will use this collection to select the collection (for example, Assets, People, or a custom collection).

2. (Optional) Toggle Allow receipt of responses after submission to enable email notifications for form submissions.

3. Click Save & continue to proceed to the form-building stage.

Form Build

Building forms in Asset Panda lets you tailor data collection to suit your requirements. You can design Forms to capture relevant details and simultaneously create collection fields. All fields used in a form must be included in the corresponding collection.

1. Enter a form description to explain the form's purpose.

2. Click Add to include fields or styling elements.

   • Use the Fields tab to add data fields (e.g., Address, GPS, or other custom fields). Fields created here will be included in the corresponding collection.

   • Use the Form Styling to include elements such as headings, page breaks, and instructions.

3. Arrange the fields in the desired order.

4. Use the Cancel button to discard changes, or Save Changes to save your progress without exiting the form setup.

Info: Data populated in the field at the time of submission will automatically update your record.

Record Selection

Record selection allows administrators to choose which assets will be available to select, as well as which fields will be displayed for the user to view the records.

1. Select the filter button to restrict which records will be available to select.

2. Use the show/hide to select which field will display during the record selection.

3. Click Save changes to apply the sharing settings or click Cancel to discard any changes.

Share

Sharing a form enables administrators to define who can access it and fill it out. Access depends on permissions set in User Permissions and the form being shared with the user. Non-administrators cannot view the form unless it is explicitly shared with them.

Share by Role

Predefined roles such as Org admin, Account admin, or Module admin are shared automatically when selected by clicking the respective buttons.

1. Click inside the Share by role field.

2. Search for a role by typing the name in the search box.

3. Select the desired role(s) from the list of results.

   • Use Clear all to remove all selected roles, if necessary.

4. Click Save changes to apply the sharing settings or click Cancel to discard any changes.

Share with User

1. Click inside the Share by user field.

2. Search for a user by typing their name or email in the search box.

3. Select the desired user(s) from the list of results.

   • Use Clear all to remove all selected users, if necessary.

4. Click Save changes to apply the sharing settings or click Cancel to discard any changes.

Preview

The preview feature allows administrators to verify how the form appears across different devices before publishing.

1. Navigate to the Preview section of the form setup.

2. Select a device type from the dropdown menu: Desktop, Tablet, or Mobile.

3. Review the form layout and make necessary adjustments.

4. Click Save Changes to finalize the form for the selected layout.

5. Test the form by simulating submissions, if needed.