Form Submission Corrections

Contents

• Form Submission Corrections
  • About
  • Configure a form to allow corrections
  • How to send a record for corrections
  • Sample Workflow
  • Important Considerations

Available on the Advanced and Enterprise tiers:

About

You can set up your TrueContext team so that field users can correct completed forms (records). Work managers can send a record for corrections from the Web Portal, or field users can correct Sent records in the Mobile App. This feature makes it easy to:

• Correct errors that would impact downstream workflows.

• Allow mobile users to adjust forms if a customer changes their mind.

Tip:You set up corrections at the form level to control which forms users can correct.

Note:This feature is not compatible with using Data Record Passthrough.

This topic describes how to set up a form for corrections and how to send a record for corrections. It also lists important considerations for correcting records.

This feature also works with the Mobile Search Mobile Search is a feature that enables mobile users to display a list of forms submitted by themselves or other users and, if configured, incomplete TrueContext Teamwork-enabled forms. A user must be connected to a network to perform a mobile search..

Configure a form to allow corrections

Before initiating any corrections (edits) to submitted forms, you must ensure the Sent and Inbox tabs are enabled for your mobile users and for the desired form, then configure the form to allow edits to form submissions. Once you have enabled this setting, you will be able to edit forms submitted against the new version of the form. It is not possible to edit form submissions made before these settings are enabled. It is also not possible to edit form submissions on forms using Data Record Passthrough.

The ability to edit form submissions is configured at the form level, giving you control over which forms you want to allow your users to edit. You must be a TrueContext Admin user or a user with “Can Create” permissions for the appropriate 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. to adjust this setting. To do so:

1. Navigate to the appropriate form in the web portal and select Edit Form.

2. Select the Settings tab, and select Workflow Settings.

3. Select Allow form submissions to be edited beneath the Editing menu.

   

From the Web Portal: TrueContext Admin users and users with "Can View" access to the form can send form submissions to mobile devices to be edited.

From the Device: If enabled on the form, mobile users can initiate edits to form submissions in the app.

How to send a record for corrections

A work manager can send a record for corrections from the Web Portal. You can also set up a form so that field technicians can correct their own records from the Sent list.

Initiate corrections from the Web Portal

TrueContext Admin users and users with Can View or Can Manage Assignments permissions can send a record for corrections from the Web Portal.

1. Navigate to the Data & Analytics tab in the Web Portal.

2. Select the appropriate form submission.

3. Hover over the arrow next to the reference number, and then select Send for Corrections.

   

4. In the popup box, add any required notes to the request. These can be notes on what needs to be corrected.

   Select Send.

   Result: The record is sent to the selected user's Inbox, and the user is notified by means of a push message.

   

   Note:Notes are limited to 256 characters. They are not cumulative.

Initiate corrections in the Mobile App

If correct permissions are enabled, mobile users can choose to edit submissions through the Mobile App, either their own from the Sent screen, or, if enabled, by using the Search box. To initiate corrections from the mobile device:

1. Navigate to your Sent list in the Mobile App.

2. Select or hover over the record you want to edit, and then select Edit. This sends it to your Inbox.

3. Navigate to the Inbox and select the record to edit.

4. Complete your edits, then submit as usual.
   

Sample Workflow

This sample workflow uses the Web Portal to send the form submission for corrections. Through the entire workflow, the Data Record ID will remain the same.

1. A mobile user fills out a form (in this case, a vehicle inspection form) as normal, with one or two missing answers and submits it. It shows up in the Mobile App's Sent folder as normal.

   

2. A TrueContext Admin user reviews the submission and finds it needs to be corrected. They select Send for Corrections and identify the problems in the form submission by adding notes to the request. The request's time is recorded in the form submission's status information and the status changes to Reopened (Pending Download).

   

3. The mobile user receives a push notification and checks their Inbox. The submitted form is there, tagged with the notes and marked Edit Requested. They correct and resubmit the form.

   

4. In the Web Portal, the work manager refreshes the form submission page.

• Corrected fields are marked by Corrected next to the new data:

  

  Note: This compares the two most recent versions of the form submission and marks any changes as Corrected. It is not a cumulative review of all corrections.

• The form submission is marked Completed (Corrected):

  

Important Considerations

It is important to keep the following in mind when enabling this feature for forms:

Inability to Decline

Records sent for corrections are unable to be declined, unlike standard dispatches.

Geolocation and Time Controls

• The Geo Stamps and Timestamps from the original form submission will be retained.

• If the questions are Geo Controls or Date/Time Selector and the user interacts with them, the original values will be overwritten.

Changing Data

When enabling this option, consider the potential effects, e.g., if a mobile user changes a price on an invoice after a customer has signed the form, it can change the validity of the data. We do not recommend allowing editing in forms that require customer sign-off unless the customer is present to sign the updated copy, for example.

Request corrections from other users

Correction requests can be sent from the Web Portal to users other than the original submitter. Any submissions corrected by this other user will be marked as from them in the Form Submission Version page.

Unsupported Data and Control Types

Some data and control types will not work when editing a form submission. Avoid using this feature with forms using these types of questions. They are:

• Barcode

Dispatch The term "dispatch" refers to the act of sending a form to a mobile user or customer. Typically, a dispatched record 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). Destinations

We do not advise using this feature with the Dispatch Data Destination 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., as the dispatch destination re-executes with each edit to the form, creating a new dispatch each time the form submission moves into a "Complete" state. Instead of overwriting the original data and maintaining the same Data Record ID, it creates dispatches containing each iteration of the data.

Data Record Passthrough

If you enable Data Record Passthrough you can’t set up a form for corrections or approvals, because we don’t store the record data.