Smartforms in Planning and Dispatching


Overview

Smartforms are created and managed in the Smartforms and Feedback application.

There are several smartform-related functions that can be completed in the Planning and Dispatching application:

  • Adding smartforms to an activity
  • Entering smartform instance information
  • Closing smartform instances attached to an activity
  • Viewing completed smartform instances

Preconditions

In order to attach a checklist to a service call or activity, the following conditions must be met:

  • The smartform template must exist in the Smartforms and Feedback app.
  • The smartform template must have released status.

For more information, please refer to the following guide.


Functional Overview

Add Checklist to Service Call or Activity

A checklist can be added to a service call or activity by completing the following:

  1. Select the service call or activity.
  2. In the Details section displayed to the right of the Planning Board, you will see a Checklist option.
  3. Click the + icon beside the Checklists entry in the Details pane.
  4. The application will then display the Add Smartform dialog: Here, you can choose a checklist (smartform template) from the following:
    • All: displays all smartform templates available for the company with released status.
    • Category: if a category has been assigned to smartform templates, you can select the category as a filter.
    • Favorites: if the smartform template has been starred (i.e. the star icon has been selected), it will appear here.
  5. After selecting a checklist, the application will display the following information:
    • Template Name: The name of the smartform template.
    • Template Description: If applicable, a description of the smartform template.
    • Created by: The name of the user responsible for creating the smartform template.
    • Version: If applicable, the smartform template version.
    • Remarks: Any remarks to be added to the smartform instance. This is displayed in the Details pane.
    • Mandatory: When enabled, completing the smartform will be required to be able to close the activity.

      Note: as mentioned previously, by clicking the star icon, the smartform template will be added to the favorites tab.

  6. When you have verified the smartform template information, click the ADD button. The smartform template will now be assigned to the service call or activity and will be displayed in the Details pane:

Checklist Statuses

The following colors indicate the following checklist completion statuses:

Color Status
Blue Open
Grey Closed


Show Details

By clicking on the action menu (⋮) beside the checklist, the application will display the Show Details option:

By clicking this option, you can complete the following:

  • View and enter information in a smartform instance attached to the activity
  • Close the smartform instance attached to the activity
  • View the completed smartform instance in its report state

The initial view contains two tabs:

  • Chapters
  • Report

Chapters

The Chapters tab provides an overview of the smartform instance, include chapters and sub-chapters.

You can navigate between chapters directly from the All Elements sidebar:

If necessary, information can be directly into smartform instance in the Chapters tab.


Report

The Report tab provides an overview of the completed smartform instance associated with the given activity. Here you can view the information entered into the smartform instance by the asignee.


Additional Actions

Close Checklist

A smartform instance can be closed by selecting the Close checklist option from the action menu (⋮):

The smartform instance will then change to CLOSED status.


Checklist Details

Details can be added for the smartform instance by selecting the Checklist details option from the action menu (⋮):

You will then be prompted to detail the smartform instance:

Note: Only one details note can be maintained per smartform instance.

After selecting Save, you can then navigate to the Dispatching Board and refresh the page. The checklist details will display in the Checklists tab of the Activity under the assigned smartform: