Forms
Forms provide a structured way to enable end users to create or update records in a collection. They help maintain accuracy, enforce required fields, and align updates with organizational policies.
Forms also enable you to manage asset-related updates without manual intervention. They can support 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.
Form benefits
Standardized Data Entry: Forms capture information consistently, reducing errors and maintaining data integrity.
Controlled Updates: Forms ensure that updates follow predefined structures so that records remain accurate and reliable.
Workflow Integration: Forms operate within existing processes to ensure that updates and new records reflect real-time changes without disruption.
Data Compliance: Required fields and permissions in forms ensure that only authorized modifications occur.
For example, when assets are moved between locations or require repairs, you can use forms to capture all relevant information, providing a reliable record of changes. Whether tracking routine maintenance or documenting the end of an asset’s lifecycle, forms ensure every update is recorded and accessible for future reference.
Form use cases
You can use forms to update records for the following scenarios:
Assign assets to an employee: You can record an asset's assignment to an employee, including the employee's name and assignment date.
Unassign assets from an employee: When an asset is no longer assigned to an employee, you can update its record to make the asset available for reassignment or other purposes.
Transfer locations You can document the movement of assets between locations to maintain accurate tracking and availability records.
Dispose of an asset: You can log disposal details, such as reasons for disposal and supporting documentation, to maintain a clear asset history.
Log Maintenance: You can track maintenance activities, including servicing and repairs, to ensure assets remain functional and compliant.
Log Inspection: You can record inspection details, including dates, findings, and corrective actions, to uphold compliance and ensure reliability.
Form creation
You can create forms to create or update single records or multiple records. Multiple record forms can use tables under the Styling menu to create flexibility and visibility when working with up to 15 asset records.
When building forms, you can capture relevant details and also create new collection fields. All fields used on a form must be included in the corresponding collection.
After forms are built, administrators can share them to define who can access and complete them. Access depends on permissions set in User Permissions and the form being shared with the user. Non-administrators cannot view a form unless it is explicitly shared with them.
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