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Form Screen
- 08 Sep 2022
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Form Screen
- Updated on 08 Sep 2022
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The Form screen enables you to create a new form, view or edit an existing form, or view data collected from crew leaders for the form. They can get to the Form screen from the following locations:
- Clicking on one of the forms in the list on the Forms Search List screen.
- Clicking the New Form icon at the top of the Forms Search List screen.
If you display a form that is currently published, the form will be read-only and you will not be permitted to make changes. The fields will be grayed out and the Save icon will not be visible. You must unpublish the form before you can make changes again. If, while the form was published, data was entered into the form by a crew leader, then you will have to create a new version of the form by selecting the Create New Version option in the actions menu. Then you can make modifications to the new version and publish it, replacing the prior version.
If data has been collected from crew leaders for a form, when the Form screen is displayed, an additional tabb will be available for viewing the form responses provided by crew leaders. The following table further explains the Form screen elements depicted in these two images. |  |
| Screen Element | Description |
|---|---|
| Form Name | Required. Specify the name to identify the form. |
| Form Type | Specify the Form Type as described above. |
| Version Number | Once a form has been published making it available in the field, crew leaders can enter information into the form. Subsequently, office staff may determine that changes are required to the form. The published form cannot be edited because it has data associated with it; however, a new version of the form may be created from the existing published form, modified, and then published in place of the prior version. Each version is incrementally numbered and that number is represented in this field. |
| Audit Info icon |  Hovering the cursor over the Audit Info icon pops up a small window that displays a history of actions performed on the form. |
| Field Lista | The field list provides the list of fields provided on the form to crew members to collect responses that crew members make to the provided descriptions. |
| Field Name | Name of the field for quick identification. |
| Required | Determines whether the crew leader is required to provide a response in the field before they are able to submit their responses. |
| English Description | This prompt is provided to the crew leader to explain what information they are to provide when they have entered the Crew Mobile App with the language set to English. The prompt will typically be a question they are to answer or instruction to provide specific information. |
| Spanish Description | This prompt is provided to the crew leader to explain what information they are to provide when they have entered the Crew Mobile App with the language set to Spanish. Enter the Spanish translation of the English description. |
| Field Type | Specify the field types as described above. When you add a new field, this field defaults to the String field type. |
| Delete Icon | Clicking this icon deletes the associated field from the form. If data has already been collected on the form, a new version of the form will be created, so data previously collected in the field being deleted will not be lost. |
| Response Tabb | If data has been collected from crew leaders for a form, when the Form screen is displayed, an additional tabb will be available for viewing the form responses provided by crew leaders. |
| Date Range | Enables you to specify a start and end date covering the period for which crew leader responses will be exported when you click the Export Data to Text icon or the Export Data to Excel icon. |
| Export Data to Text | Exports data for the specified date-range to a text file. |
| Export Data to Excel | Export data for the specified date-range to an Excel spreadsheet. Sample export file is shown below. |
| Add Field icon | Clicking this icon adds a new field row to the Field List enables you to define another field. |
| Actions Icon | Hovering over this icon displays the Actions Menu. |
| Save Icon | Clicking this icon saves the form and returns you to the Forms Search List screen. |
Sample Export File
Field Type Hints
The following table provides additional information that is helpful when creating forms:
| Field Type | Additional Information |
|---|---|
| Text | Type in free-form text. Checking the Required checkbox, ensures that the crew leader must type at least one character into the field – they cannot leave the field blank. |
| Date | Select a valid date. Checking the Required checkbox, ensures that the crew leader must enter a date into the field – they cannot leave the field blank. |
| Whole Number | Enter a number with no decimal point. Checking the Required checkbox, ensures that the crew leader must enter a valid numeric value into the field – they cannot leave the field blank. |
| Decimal Number | Enter a number that allows a decimal point. Checking the Required checkbox, ensures that the crew leader must enter a valid numeric value into the field – they cannot leave the field blank. |
| Currency | Enter a number to be represented as dollars and cents. Checking the Required checkbox, ensures that the crew leader must enter a valid numeric value into the field – they cannot leave the field blank. The field will be formatted as currency with a dollar sign and appropriate punctuation. |
| Checkbox | Provide a labeled check box. When the checkbox is displayed for the crew leader, it is initially unchecked. Checking the Required checkbox has no effect on this field type because a blank checkbox returns a value of FALSE. |
| List | Enables you to select one item from a pre-defined list. When entering valid selections from which the crew leader may choose, place one item on each line. When the list field is displayed for the crew leader, the first item in the list will be initially selected. Checking the Required checkbox has no effect on this field type because the first item is always selected by default. |
Actions Menu
| Menu Option | Description |
|---|---|
Publish Form… | Initiates publishing of the form. For Clock In and Clock Out forms, when choosing this option, you should be aware of whether another form of the same type is published, because the publishing of the new form will supersede it. Aspire prompts you to verify that they wish to publish the  form. |
Create New Version… | Once a published form has been used on a mobile device to collect data from a crew leader, that data is associated with the form. If the office staff wishes to modify the form, Aspire will require that they create a new version of the form using this option. The prior version will be kept maintaining the data that was previously entered. Once the new version is published, the crew mobile app will begin collecting data based on the new version going forward. |
Delete Form…  | Enables you to delete a form version. Aspire will not allow the user to delete a form version if data has been collected for that form in the crew mobile app. Also, if it is a Complete Ticket form that is assigned to a service, Aspire prompts showing the name of the form and the version to verify that you wish to delete the form version. |
Assigning Forms to Services
Complete Ticket Forms must be assigned to services before they will become available to crew leaders who complete the associated service. They can be assigned to services individually on the Service screen or in bulk on the Services Search List screen.
To assign individually, go to the Services Search List screena and locate the serviceb. Click the servicec to display the Service screen. In the Form fieldd, choose the desired form.
NOTE:
The Form field drop-down will only show Complete Ticket forms that are currently published.
As shown below, to simultaneously assign a form to multiple services, on the Services Search List screen you can select the servicesa to which a form should be assigned, and then select the Assign Form optionb on the Bulk Actions menu. This will display the Form Selection screen that enables you to select the formc to be assigned to the selected services.
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