Creating Forms

Setting up forms will be essential to create tasks and reports for your field team. Forms are made of questions that should be answered by the field team in order to create a database from which reports can be generated. All the information you need from your field operation should be added to forms.

You can create forms on the Web following: Menu > Surveys > Forms

On this page you can access all forms already set and defined on the system. To add a new one, click on New on the bottom corner of the screen. On the next page, Edit Forms, there are two tabs:

• Settings, where you can add new data, objectives and permissions. 
• Questionnaire, where you can define the kind of survey that should be answered.

Check out the specificities in each field on the Settings tab. Remember that every field containing the asterisk (*) are required and therefore should be filled out.

STATUS

You can keep a form active or inactive on the system - there's no need to delete them and lose the information they contain. Just remember the form should be marked as Active to be accessible to the field employee during a visit.  

FORM NAME

Here you can name your form. Consider using names that are simple and easy to remember, so your back-office team can easily identify them.

FORM THEME

On this field you can define to which level of product structure you will link your form. You can only link it to a single option:

• Product Line
• Product (SKU)
• Brand
• Category
• Supercategory
• Others (it isn’t linked to any structure)

WHO CAN RESPOND

Here you can select the access profiles that will be able to answer this form. For instance, in a survey whose objective is to audit a point of sale, you should select only Supervisors (who are responsible for this task) and not the field reps. 

LINKING RESPONSES TO A POS

The forms can or can not be linked to a point of sale. Therefore, every price, out-of-stock, competition action survey or information sent by your team will automatically be related to the POS your employee checked in to. However, for forms that don’t depend on the point of sale information, such as your field team mileage, linking them to a point of sale is not necessary at all.

VALIDATING BARCODES

Like the previous one, this option will be available when the Objective field is filled out with Product (SKU) or Product Line. When selecting it, the system will check if the barcodes sent are the same ones registered on the Product Lines and Product (SKU).

ALLOW EDITING AND APPROVE RESPONSES AFTER SUBMISSION 

This option sets the employees’ permission to edit and approve their task answers after submitting them. When selected, two new fields will show up on the screen, where you can define Who can edit responses and their Deadline for Editing.

WHO CAN EDIT

Here you can define which access profiles are able to edit answers on the forms. The group of users registered on the Who can answer field usually have the autonomy to edit their own surveys.

DEADLINE FOR EDITING

If you want to establish a deadline for employees to edit survey answers, fill out this field with the number of hours. For instance, enter the value 12 to set the editing deadline for 12 hours. The deadline is set according to the time the survey has been synced on the system. By default, we recommend you leave this field blank. 

MAKING FORMS ALWAYS AVAILABLE ON THE REPORT MENU

Here you’ll define which kind of survey will be available to be displayed on the App’s Report menu. When checking this option, your field team can answer this form without the need to schedule a task for it. Checking this option, the Flow field will appear for you to fill it out.

NAME ON APP

In Name on App input the name that will be displayed on the App.

DESCRIPTION ON APP

You can also add a survey description, this will help the field employee understand why they should answer the survey.

SUPERCATEGORY

This field allows you to select which supercategories will be linked to this form. It’s important to select only a few when defining forms to report information. Still, for scheduled tasks you should select all, once, during scheduling, you’ll be given another opportunity to select which products will be answered by your field team.

FLOW

This field will be visible and available only when the Visible in Report Menu is selected and the Objective field is filled out. Here, you can choose the path your employee will take in the App to access the forms screen.

Depending on the chosen flow, Involves Stage will generate intermediate screens to filter the information and survey answers. Choosing a flow with several steps will increase the possible filters on your reports. So, if your company’s portfolio is vast, a flow with several steps will make things easier for your field team

When filling out this field, all the flow options will start at the POS, inducing the employee to check-in on a point of sale to access the form. If you haven’t selected the Requires check-in at the POS option, the chosen flow will not consider the POS.

For instance, when choosing the flow POS > Brand > Product Line you will be requiring your employee to check-in at the point of sale first, then choose one of the registered brands and finally, select the Product Lines to answer the survey.

FORMS MEANT FOR PRODUCTS 

Here you can define whether your survey will be linked only to your own brands, to your competitors’ brands or both options:

• Own
• Competitor
• All

For price surveys select All, because your company will probably survey the prices of its own products as well as those of the competition using the same form. However, when surveying for competitor’s actions you should select the Competitor option only. That way the field team will respond the survey informing actions of the competition based only on their products and brands.

REQUIRE CHECK-IN AT POS FOR RESPONDING TO FORMS

By default, linking the form to a point of sale is important for requiring check-in prior to accessing the survey. Therefore, in order to answer the surveys your team should check-in first, making sure the information sent corresponds to the right point of sale.

ALLOW SELECTING MORE THAN ONE ITEM

This option sets the employees' permission to report several items at once. For actions of the competition, for example, it’s important to leave this option unchecked so employees could report each action at a time - for every single brand.

NEXT STEPS

After completing all the required fields on the Settings tab, click on Save and Continue. You will then, be taken to the Questionnaire tab to define the questions on your form.

• Check how you can create your Questionnaire on this post.