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Internal Task Forms

Create internal forms and collect required answers when staff start or complete tasks

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Before you start

Internal forms collect answers from staff and contractors while they carry out a task. They are different from website enquiry forms.

Administrators can manage forms under Admin > Job Settings > Custom Forms. Some accounts also have a separate Admin > Forms workspace. If it is missing, use Job Settings or ask your administrator about access.

Create a form in Job Settings

  1. Open Admin > Job Settings and find Custom Forms.
  2. Select Add new.
  3. Enter a form name and optional subtitle.
  4. Select Add Question for each item.
  5. Enter the question and choose Text, Select, or Checkbox.
  6. For Select, enter the options separated by commas.
  7. Select Required when an answer must be supplied.
  8. Save the form.

The form becomes available in task and task-template selectors. A form can contain up to 100 questions.

Use the separate Forms workspace

When Admin > Forms is available:

  1. Select New form, or open an existing form from Your forms.
  2. Set Form Name and Subtitle.
  3. Add questions. This editor offers Text, Select, Multiple choice, Checkbox, and Date.
  4. For choice questions, enter comma-separated options. Mark required answers with Required.
  5. Select Save.

The two editors offer different question types. Choose the editor that supports the form you need; do not change an existing question to another type without checking its effect on your staff’s workflow.

Attach a form to a task

  1. Create or edit the task in the Planner, or open a Task Template.
  2. Select a Start form for answers needed before work starts.
  3. Select an End form for answers needed when work finishes.
  4. Save the task or template.

In the mobile app, the assigned user completes the attached form when starting or completing the task. Required questions must be answered before the form can be submitted. Submitting a start or end form also progresses the task to the corresponding state.

Review completed answers

Open the job’s Forms tab to view submitted forms. Its Timeline also records completed forms; select Open form details to read the submitted answers. See Jobs.

Edit or remove a form

Open the form and save the changes. Before deleting it, check tasks and templates that refer to it and replace or remove those selections. The editors provide a delete action with confirmation; deleting a form is different from removing a form selection on one task.

Common issues

The form will not submit: check each question marked required and any validation message, then try again.

The wrong form opens on a task: check that task’s Start form and End form. Updating a template does not automatically change tasks already created from it.

A website enquiry form is not listed: internal task forms and enquiry forms are separate workflows. See Website enquiries before changing a website integration.