What is Forms?

Understand what Forms adds to OutSmart and when to use it.

Forms are digital documents that employees complete during a work order.

Use them to collect consistent answers, signatures, photos, and inspection results.

What Forms helps you do

Forms help you:

• ask the same questions on the same type of work
• require key information before a work order is closed
• keep a consistent record across your team

How Forms works

You create forms in the BackOffice.

Then you link them to a work type or a single work order.

Employees complete the form in the mobile app.

The completed result stays attached to the work order and can be used in PDF output.

Two types of Forms

Standard Forms show a list of questions and fields.

Use them when speed matters more than layout.

Visual Forms use a PDF with fields placed directly on it.

Use them when the document layout must stay fixed.

When to use Forms

Use Forms when:

• the same job always needs the same questions
• you need proof such as a photo or signature
• you want employees to capture specific data before completion

Availability

Forms is an add-on that you activate before you can use it.

For current availability and pricing, check the License Manager.

Visual Forms may need an extra add-on.

FAQ

Can a work order have more than one form?

Yes.

You can link multiple forms to one work order.

Can I use different forms for different work types?

Yes.

Link each form to the work types that need it.

Do employees need to complete the form before closing the work order?

That depends on the form setup.

Required fields or required forms must be completed first.

Related topics

• Activate Forms
• Create a form
• What is Visual Forms?