Skip to content
English
  • There are no suggestions because the search field is empty.

How do I set up or require specific assets when creating a form?

This article will summarize how to manage asset requirements within your form templates and how these settings change the way you create forms on the web and mobile app.

Overview & Explanation

To ensure your records are accurate, you can now control exactly how assets (like vehicles, machinery, or tools) are linked to your forms. Instead of users seeing every piece of equipment your company owns, you will only see the items that matter for the specific form you are doing. Admins can also decide if choosing an asset is mandatory or if it can be skipped.

How It Works (Step-by-Step)

For Administrators: Setting up the Template

  1. Log in to the web dashboard and navigate to your Templates.

  2. Select the template you wish to edit.

  3. Select the Show Options and locate the Require Asset Selection setting. You have three choices:

    • Required: Users must pick an asset before they can save the form.

    • Optional: Users can pick an asset if they want, but it isn’t mandatory.

    • Off: The asset selection option will be hidden entirely for this form.

  4. Under Allowed Asset Types, check the boxes for the specific categories of equipment that apply to this form (e.g., for a "Vehicle Inspection," you might only allow "Trucks" and "Vans").

  5. Click Save.

For Field Users: Creating a Form

  • On the Web:

    1. Click Create Form.

    2. Select your Project first, then your Template.

    3. Based on your template, the Asset field will now automatically update. It will either disappear, become mandatory, or show you a filtered list of only relevant equipment.

  • On Mobile:

    1. Tap to create a new form and select your Template.

    2. Select your Asset. You will only see the asset types that have been configured on the template.

    3. If the template requires an asset, the app will prevent you from submitting the form until one is selected.

Use Cases and Benefits

  • Preventing Errors: By filtering assets, a worker won't accidentally link a "Safety Checklist" for a crane to a pickup truck.

  • Ensuring Compliance: Requiring an asset for "Maintenance Logs" ensures you never have a record missing the vital info of which machine was serviced.

  • Faster Data Entry: Users no longer have to scroll through hundreds of company assets; they only see what is relevant to the template.

  • Cleaner Workspace: If a form doesn't need an asset (like a simple site sign-in), you can turn the feature "Off" to keep the screen uncluttered.

Behavior Changes: What's New?

Feature Old Way New Way
Asset List Users saw every asset in the system. Users only see assets allowed for that specific template.
Requirements Asset selection was usually optional. Admins can now make asset selection "Required" or hide it entirely.
Web Flow The order of selection varied. The flow is now strictly: Project > Template > Asset(if configured).
Mobile Flow Assets were selected early. The flow is now strictly: Template > Asset.