APPLICATION: Using the forms you’ll be able to define the tasks and reports for you Involves Stage’ operation. The information will be collected by your field team through those forms and they can be defined for price’s survey, competitor’s activities, shelf display availability etc.
PRE-REQUIREMENTS: What are Forms.
Defining a form will be essential to create your field team’s tasks and reports. Forms are a group of questions that should be answered by the field team to generate a database for report extraction. All the information you want to extract from your field operation should be on the forms.
You can create the forms on the Web accessing: Menu > Surveys > Forms
In this page you can access all the forms already set and defined on the system. To add a new one, click on New on the screen’s bottom corner. On Edit Forms page there are two tabs:
- Settings, where you’ll add new data, objectives and permissions.
- Questionnaire, where you’ll define the kind of survey that should be answered.
Check out now the specificities in each field from the Settings tab. Remember that every field containing the asterisk (*) are required and therefore should be filled out.
You can keep a form active or inactive on the system avoiding its deletion or missing any important data. Although, to make it accessible to a scheduling and possible to be answered by a field employee, the form should be marked as Active.
On this field you can name your form. Consider using simple and memorable names so your back-office team could easily identify it.
NAME ON APP
In Name on App complete with the name that will be displayed on the App.
DESCRIPTION IN APP
You can also add a survey description, this will help the field employee to understand why they should answer this survey.
On this section it’s possible to set the objectives of your form, choosing the options according to its behavior on the app. Check out the available options:
Related to the POS
The forms can or can not be related to a point of sale. Thence, every price, out-of-stock, competition action survey or information sent by your team will automatically be related to the POS where your employee checked in. Although, for forms that don’t depend on the point of sale information, such as your field team mileage, relating them to a point of sale is not necessary at all.
Requires to check-in at the POS to be able to answer it
By default, relating the form to a point of sale is important to require the employee’s check-in to access the survey. Therefore, in order to answer the surveys your team should check-in first assuring the information sent corresponds to the right point of sale.
Visible in 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 complete it.
You can also check out more of the other available fields:
On this field you can define in which products’ structure level you will relate your form. It’s only possible to relate it to a single option:
- Product Line
- Product (SKU)
- Others (it isn’t linked to any structure)
It’s essential for the app to identify what the survey is about. Therefore, you can relate your form to only one of the product’s structure levels or you can define a form non-related to any of these levels. Each survey should present a kind of relation to a level according to the information to be collected.
For instance, if the survey’s goal is to collect information about gondola’s display space (share) it’s possible to select the Category option, but if the intention is to collect info about out-of-stock, you should select Product Line or Product (SKU) options.
WHO CAN ANSWER
Here you can select the access profiles that will be able to answer this form. For instance, in a kind of survey that its aim is to audit a point of sale, you should select only Supervisors as responsible for this task and not the Sales Reps’ group.
This field will be visible and available only when the Visible in Report Menu is selected and the Objective field is completed. Here, you can choose the path your employee will take in the App to access the form’s screen.
Depending on the chosen flow, Involves Stage will generate intermediate screens to filter the information and survey’s 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 ease your field’s teamwork.
When filling 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 to check-in at the POS option, the chosen flow will not consider the POS.
For instance, when choosing the flow POS > Brand > Product Line it will imply your employee checking-in at the point of sale first, then choosing one of the registered brands and will finish selecting the Product Lines to answer the survey.
This field allows you to select which supercategories will be related to this form. It’s important to select only a few when defining forms to report information. Although, for scheduled tasks select all, because when scheduling it you’ll be able to select which products will be answered by your field team.
Here you can define whether your survey will be related only to your own brands, to your competitors’ brands or both options:
For price surveys select All, because your company probably will research their products’ prices as well as their competitors using the same form. Though, when surveying for competitor’s actions, you should select the Competitor option. Hence, the field team will answer informing the competitor’s actions based only on their own products and brands.
SHOW PRODUCT PHOTO
This option is available for selection when the Objective field is filled out with Product (SKU) or Product Line. On Product’s Details, the Product Lines and Products can receive photos for their identification on the App. When selecting the Show Product Photo option, these photos will be displayed on the form.
In order to activate this option for your field team, it’s important to select the Function – Synchronize Product Line Photo on the Permissions for Mobile Access Profile.
In the same way, this option will be available to select when the Objective field is filled out with Product (SKU) or Product Line. When selecting it, the system will validate if the barcodes sent is the same one registered on the Product Lines and Product (SKU).
When defining the form, you can also set the form’s permissions. Check out the available options:
Allow to answer it on Web
Remember that every user added on the system has a login to access Involves Stage on the web or App platforms. When selecting this option your team will have to access the system using a computer to answer this form.
The availability of the Report menu on the web platform will depend on your operation planning. Remember that the group of users should have the permission to Report Survey in Permissions for Web Access Profile on the Access Profile page.
Allow to select more than one item when reporting
This option sets the employee’s permission to report several items at once. For competitors’ actions, for example, it’s important to leave this option unchecked so they could report each action at a time - every single brand.
Allow to edit and approve answers after submitting it
This option sets the employees’ permission to edit and approve their tasks answers after submitting them. When selected, two new fields will show up on the screen, where you can define Who can edit and the Deadline for Editing their answers.
WHO CAN EDIT
Here you can define who are the access profiles able to edit the form’s answers. Usually, the same group of users on the Who can answer have the autonomy to edit their own surveys.
DEADLINE FOR EDITING
If you want to delimit a deadline for the edition of your employees’ survey answers, complete this field with the number of hours. For instance, fill the field with the value 12 to set the edition deadline for 12 hours. The deadline is set according to the time the survey has been synched on the system. By default, we recommend you leave this field in blank.
After completing all the required fields on the Settings tab, click on Save and Continue. You then will be taken to the Questionnaire tab to define your form’s questions.