View All Form Activity

The All Form Activity page shows an at-a-glance view of your team’s dispatched and submitted records. This topic describes what’s listed on this page and how to filter the list of records.

Available on all tiers:

Essentials
Advanced
Enterprise

Contents

What’s the All Form Activity page?

What’s on this page?

The All Form Activity page (Data & analytics > All Form Activity) lists your team's dispatched and submitted records. It provides an overview of your team’s ongoing and completed work. You can use it to:

  • Get a map view of where submissions were sent from.

  • Apply, save, and share filters.

    Info:By default, the list of filters is set to show records worked on in the last 30 days. The section View All Form Activity describes how to change the date settings.

Example of an All Form Activity page

The following image shows a TrueContext team’s All Form Activity page.

Info:Each record has a status icon that indicates its progress. The topic Form Submission Status lists and describes all status icons.

What permissions do I need to access the All Form Activity page?

The following table describes the access that different User Roles have depending on their FormSpace permissionsClosed FormSpace Permissions control the permissions that a user group has in a particular FormSpace. These are primarily used to control the forms (and the state of form) users can access on their mobile devices. Less commonly, FormSpace permissions give non-admin Users some administrative access to a particular FormSpace without giving them full Admin access to all FormSpaces..

User Role FormSpaceClosed 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. Permissions Access
Mobile-only user Not applicable Mobile-only users can’t access the All Form Activity page
User With Can View FormSpace permissions All dispatched and submitted records in the FormSpace
Without Can View FormSpace permissions Their own submitted records
With Can Approve FormSpace permissions Records in an Approval Workflow status (Enterprise tier only)
Admin user No specific permissions required All dispatched and submitted records in any FormSpace

Filters

By default, the All Form Activity page displays dispatched and submitted records worked on within the last 30 days. You can change what the page shows by changing the Search Options.

How to access filters

Expand the Search Options, and apply as many filters as you need to narrow down the list of records.

The following image shows all the filters available.

Search Options filters expanded. Set as many filters as needed to narrow down the list of records.

Filter examples

If you want to… Set the filters to…
Find dispatched records that are still outstanding.
  • State—In Progress

  • Data State—Dispatched
Find all incomplete work that’s part of a TrueContext TeamworkClosed TrueContext Teamwork is an Enterprise tier feature that enables mobile users to transfer incomplete forms for other users to complete as part of a multi-user workflow. This can be useful for jobs that require someone else's expertise or that span multiple shifts. workflow (Enterprise tier only), and that is unassigned.

  • State—Incomplete

  • Assignment—Unassigned
Track records that require approval as part of an Approval Workflow (Enterprise tier only). State—Pending Approval
Determine what has been submitted by a specific user.
  • Submitter/Assignee - User—Select a user

  • State—Complete
Determine a Group’s completed work.

  • Group—Select the name of the group

  • State—Complete
Show the day’s completed work.

  • Date—Use Date Period

    • Filter By—Date Submitted on Device

    • Within—Today

  • State—Complete
Troubleshoot records that have Data DestinationClosed A Data Destination specifies where to send data from a submitted form. You can use Data Destinations to automate data sharing and storage, routing data to a specific service (such as email or cloud storage) in several different formats. execution errors. Execution State—Has Failed

Tip:You can add more filters to refine your results as needed. For example, you can filter by both Date and Group.

How date filters work

Select one of the following options to choose a date period or range to filter the results. By default, the list of filters is set to show records worked on in the last 30 days.

  1. Any Date—Shows records from all dates available in the system. Remember that TrueContext stores submitted data for a minimum of 365 days (as per the Retention Policy).

  2. Use Date Period—Includes preset date periods including Yesterday, Last Week, Last Month, Last 24 hours, Last 7 Days, and Last 30 Days.

  3. Use Date Range—Select specific dates from a calendar picker.

    Select one of the following options as the date to filter by:

    Option Description
    Date Dispatched Date when the record was dispatched.
    DispatchClosed The term "dispatch" refers to the act of sending a form to a mobile user or customer. Typically, a dispatched form includes some information pre-filled to give the recipient context for the work to be done. Dispatch can be manual or automated (using a Dispatch Data Destination or the TrueContext REST API). Due Date Due date specified when the record was dispatched.
    Date Submitted on Device Date when the record was sent from the Mobile App.
    Date Created

    Date when the TrueContext server:

    • Dispatched a record to one or more users.

    • Started uploading a submitted record. This applies to records opened from Forms and then submitted.

    Date Processed

    		Date when the TrueContext server finished processing the submitted data.
    Date Received on Server Date when the record finished uploading to the TrueContext server.
    Date Last Updated

    Date when the record was last worked on. The date last updated changes when the record is:

    • Dispatched

    • Transferred as incomplete (TrueContext Teamwork-enabled forms only)

    • Submitted

    • Sent for editing

    • Edited

    Tip:This is the default filter option.

Save filters

If you often use the same set of filters, you can save them for future reuse. You can do this in two ways:

Method Procedure
From Search Options

  1. On the All Form Activity page, set your filters in the Search Options, and then select Save.

    Result: The Save Your Filter window opens.

  2. Enter a Filter Name, and then select Save.

Tip:Once you save it, you can share your filter with your team.
From List Form Submission Filters
  1. On the All Form Activity page, select the arrow next to Form Submissions, and then select List Form Submission Filters.
  2. Select Create a form submission filter.
  3. Enter a Filter Name, and set up your filters.
  4. To share the filter with your team, select the Shared checkbox.
  5. Create the filter.

Apply saved filters

To apply your saved filters:

  1. Select the arrow next to Form Submissions, and then select List Form Submission Filters.

  2. Select the filter to open it.

  3. Select the arrow next to the filter name, and then select Try this Filter.

    Result: The All Form Activity page opens with your saved filters applied.

Share saved filters with your team

To share your saved filters:

  1. Select the arrow next to Form Submissions, and then select List Form Submission Filters.

  2. Select the filter to open it.

  3. Select the arrow next to the filter name, and then select Update.

    Result: The saved filter opens in edit mode.

  4. Select the Shared? checkbox.

  5. Select Update to save your changes.

    Result: Other members of your TrueContext team can access the saved filter.

Note:Saved filters show different result depending on your permissions.