Using Forms in TechPro Tips

How to use forms in TechPro

Forms you want to use in TechPro might need some modifications for the two products to work together seamlessly:

• The username and password for the tech must be the same in both products. The roles used in FormsPro will be used to show the appropriate forms, just like they do in FormsPro alone.
• Integrating fields work best when they’re mapped to a text field. Even when you have a set of answers, there is only ever going to be one response per field coming from TechPro, and, if TechPro fills a text field instead of selecting a radio button, the format of the data will match exactly – you don’t have to worry about case or spelling or any other formatting. For example, let’s say you’re matching location to a form field called Location. If your location on your form is a text field, any data from TechPro will appear as text on the form. But, since location in the back office is not a set standard of options, you may have a location in TechPro that is not listed in the options in FormsPro.
• Dynamic fields that have associated fields (using the Depends On setting) do not appear in the FormsPro fields list – only the primary field will be listed. This will ensure that the data fills the form appropriately. Information from the Dynamic Field will complete the form fields that are not mapped.
• Consider editing the report PDF name in FormsPro to include an equipment number or other piece of identifying information, it will be easier to identify the applicable form in the back-office application; especially if you have multiple entries of the same form per work order. For example, if your technician is inspecting several rooftop units in one appointment, each with its own form, the instead of “Inspection Report.pdf” being listed multiple times in the Document Attachments window, you’ll see Inspection Report RTU1.pdf, Inspection Report RTU2.pdf, etc. The File Name can be edited in the Manage Report window opened from the Edit button on the Reports icon in FormsPro.
• Only the default report for each form is included in the check out in TechPro. However, if you have multiple reports for each form, the additional reports are available through FormsPro using the View/Edit Submitted Forms page.
• Forms that have an email address in the Email Form To field or as an email rule set up, are sent when the technician submits the form rather than at checkout.
• Workflow on forms started in TechPro does not follow through checkout. If you have forms that have a workflow, and must be used with the integration, the tech will click Submit as usual, and then the form will go through the workflow outside of TechPro. The form at that state will be attached to the service call. The final submission of the form will occur outside of TechPro and will need to be manually attached to the work order in the back office, if you need the details added during the workflow. This is so that a work order checkout doesn’t compete with the timing of the workflow.
• FormsPro Envelopes are not included in the integration, because the work order acts as the common factor (just like an envelope) and all forms are included at checkout at once.