Question Type: Document Editor

A Document Editor question enables technicians to annotate a PDF document. This topic describes when, why, and how to add a Document Editor question to your form.

Available on the Intelligent and Elite tiers:

Contents

• Question Type: Document Editor
  • What is a Document Editor question?
  • Example of a Document Editor question
  • When to use a Document Editor question
  • Create or edit a Document Editor question
    • Prerequisites
    • Steps to create or edit a Document Editor question
  • Translated Document Editor questions

What is a Document Editor question?

A Document Editor question uses Resource Documents that technicians can annotate. You can also allow technicians to upload PDFs from their device. In the TrueContext Mobile App, the technician can draw or type directly on the document page. In the Web Portal, on the Form Submissions page, you can download and view the annotated file from an attachment link.

Info: You can add Resource Documents A Resource Document is a file, such as an equipment manual or floor plan, that you upload to a FormSpace in the TrueContext Web Portal. You can reference PDF Resource Documents in a form or make documents available to field technicians in the Resource Library, where Word and Excel files display as PDFs. to the Resource Library. The Resource Library The Resource Library enables you to build a digital, multilingual, and searchable knowledge base that contains your organization’s essential content. Available to your mobile users in the Mobile App, the Resource Library simplifies the distribution, discovery, and use of critical information—such as manuals and schematics—to support your field technicians in their work. The Resource Library serves as a mobile reference library for your field teams. is a digital, searchable, multilanguage knowledge base that’s available to field technicians in the TrueContext Mobile App. A field technician can refer to a Resource Document A Resource Document is a file, such as an equipment manual or floor plan, that you upload to a FormSpace in the TrueContext Web Portal. You can reference PDF Resource Documents in a form or make documents available to field technicians in the Resource Library, where Word and Excel files display as PDFs. in the Resource Library at any time, even if they’re not working on a form. However, library resources Resources are materials that field technicians can access while they work on records in the Mobile App. A resource might be a Resource Document, like a manual or a floor plan, or a Resource Image, like a schematic or a diagram. Resources are uploaded to a FormSpace and can be referenced in forms or made available in the Resource Library. are view-only. You can’t annotate a document from the Resource Library.

Example of a Document Editor question

A contractor meets with a client for an on-site job evaluation and quote. The contractor opens their form to gather information about the job, such as cost estimates and additional client requests.

With a Document Editor question, the contractor opens a PDF with a floor plan of the job site. They mark on the floor plan to show the client where new power sockets will be installed:

The contractor saves their annotations and completes the rest of the form. If they need to make changes to the file, the contractor can open the PDF again with their previous notes intact.

After the contractor submits the form, a TrueContext Admin user can view and download the annotated PDF file on the Form Submissions page.

When to use a Document Editor question

Use a Document Editor question when:

• You want technicians to annotate multiple pages in a single document.

• You need technicians to annotate multiple PDF files (up to three Resource Documents).

• Technicians have files on their local device to attach to the form and annotate.

• Your business back-end system requires an annotated PDF file.

Create or edit a Document Editor question

Prerequisites

• You must be either

  • a TrueContext Admin user, or

  • a member of a FormSpace FormSpaces are where forms are stored and organized in the TrueContext Web Portal. A TrueContext Team may have multiple FormSpaces, depending on their needs. Admins can set FormSpace permissions to control which users have access to the forms in that FormSpace. group with Can Create permissions.

• Make sure that the PDF files you want to use are already uploaded as Resource Documents within your FormSpace.

  Info:The topic Resource Documents describes how to add and configure Resource Document resources.

Steps to create or edit a Document Editor question

1. Select the form you want to work on:

   Forms & Integrations > List Forms > FormName

2. Select Edit Form.

   Result: The system opens the form in edit mode.

3. Do you want to create a new Document Editor question?

   • If yes, add a new question.

     You have two options when adding a new question:

     • Hover between two questions, and select the plus sign [+].

       

     • Scroll to the bottom of a section and select ADD A QUESTION.

       

     To move a question, drag it to one of the separators between questions or to an empty section. You can also move a question to another page by dragging it to the Form Index.

   • If no, select the existing Document Editor question you want to edit and then go to step 5.

4. Select Document Editor from the list of question types.

   

   Tip: To filter the list, start typing the name of the question type and then select an option.

   Result: The system displays the configuration page for the Document Editor question.

5. Enter the Question Text and Unique ID, and then apply Restrictions as needed.

6. On the Properties tab, configure the question properties:

   • Maximum Attachments: Select how many files a user can upload from their device, up to a maximum of ten files.

   • Allow users to supply a PDF document from their device: (Optional) Select the checkbox to enable users to upload a PDF file from their device.

   • Allow Users to Annotate Resource Documents: Switch on this property to select up to three unique Resource Documents to the question.

     

     Note:To save the question to your form, you must attach at least one Resource Document or enable users to upload files.

   • Custom Filename Prefix: (Optional) Use DREL and static text to add a prefix to the submitted document’s filename. By default, the filename also contains the question Unique ID A Unique ID refers to the specific identifier of a question, form page, form section, or Data Destination. Unique IDs are used as reference points when pulling data for conditional logic, Analytics projects, Data Destinations, and Documents..

7. (Optional) Configure the question’s Help Options.

8. Select Save.

   Result: The system saves your changes to the new or edited question.

   Tip:Remember to Save and Deploy the form when you’re ready to make it available to your field users.

   Translated Document Editor questions

   If your company has the Multi-Language feature, you can add translated resources to use in Multi-Language forms. If you have the same Resource Document in multiple languages, you can link the translations. When a field technician opens a Multi-Language form and selects a language, any documents in Document Editor questions display in that language.

   If the field technician’s preferred language is unavailable, the documents display in a default language. A user with Can Create permissions selects the primary language when they set up the Resource Document.

   Info:The topic Resource Documents: Set up multiple languages describes how this process in more detail.