Workflow Form Templates allow you to create custom forms for resident requests. Using Forms will allow you to be sure the resident includes all required information for their request. They will also allow you to formalize the stages requests progresses through as well as providing transparency to the resident.
View Form Templates
Navigate to Workflows.
Click Workflows then click Manage Templates.
You will be brought to the Manage Templates page. You can use the filter to narrow down the listed templates to a single community.
Creating a Form
To create a new form, click Add Template. Creating a template is a six-step process.
Details
Enter a Title and Description for your template.
Click the User Types box to open a drop-down menu. Check the boxes for the desired user type(s) from this list by checking the appropriate box(s) and then clicking off the dropdown menu or the up arrow to return to the Details stage.
Click Upload an Image here to add an image. This will be the display image shown on the homeowner mobile app.
Click Upload Files to attach any files that may be useful to resident when making the request. This is an optional field.
The image and file names will appear below the boxes.
Once you have entered the desired information, click Next to continue to the Form stage.
Form
At this stage you will create the fields that you would like the owner to fill out. The form will populate two Short Text fields by default. You will want to update these forms to your desired type.
Click the boxes under Items to edit that field's properties.
Click Add Item to add additional fields.
Select the type of field by clicking the Type drop down. This will allow you to choose the type of data you would like to collect. The properties for each type will vary and will require different configuration information. There are ten different field types available, you will find them listed below.
Available field types:
Section Heading - use this to add headers to sections of the form.
Short Text - single line of text
Long Text - multiple lines of text
Number - defaults to a number between 0-100 but can be changed to any range
Check Box - a checkbox with a label
Image Upload - prompt the user to upload an image
File Upload - prompt the user to upload a file
Date - prompt the user to enter a date - will default to today's date
Single Select - select one from a list
Multi Select - select more than one from a list
Additional Field properties:
This field is required: Makes the Field mandatory, requiring residents to complete.
Show field in Submission table?:
Hide this field in community Requests: In the Advanced settings stage (stage 6) you be able to configure the form submissions so that they will be visible to all community residents on the mobile app. This will be useful if the issue is in a common area. By allowing all residents to see the submitted form, duplicate submissions are less likely. Using this setting you can make the submitted form public but hide select fields, like any identifying information of the resident that submitted the form.
Preview the form
Click Preview to open a popup that will show you what the form will look like to your residents.
The form will be displayed populated with system generated placeholder text. You can even enter information in the fields to test out your form. Click off the popup preview to return to the Form page.
Note: Using the field type, Section Heading may help make your form easier to understand.
To reorder the Fields, click and drag the = icon to the desired location.
You may wish to keep checking your preview while making changes to your form.
Once you are satisfied with the preview, click Next to continue to the Workflow stage.
Workflow
At the workflow stage you will create form statuses. These are the stages that the form will progress through.
Enter in a Label for the Status by clicking the Status box.
Choose the Type from the dropdown and enter a Description by clicking the Description Box.
There are 3 status types available:
Unactioned - not started status
Actioned - in progress status - such as in review, scheduled, or pending
Completed - a result - such as complete, approved, or denied
You can create an additional Status by clicking Add Status. A new status will be added to the bottom of the list.
Update the label of the new Status, select the type from the dropdown, and update the description. You may also choose to delete any unneeded Statuses by clicking the trashcan icon.
Finally, you can change the assigned color label for each Status by clicking the colored circle.
This will open a color picker popup. You can use the slider to select a color range, then click the desired color in the box above. If you have a specific HEX code for the color, you can enter it in the HEX field. After selecting a color, click off the popup to return to the Workflow page.
Example Workflow below.
Click Next to continue to the Communities stage.
Communities
You will select the applicable communities.
At the Communities stage you will select the communities that will have access to this form on the mobile app. Click Select Communities to open a dropdown menu.
Select the desired communities from this list by checking the appropriate box(s) and then clicking off the dropdown menu or the up arrow to return to the Communities stage.
Click Next to continue to the Advanced stage.
Advanced
At the advanced stage you have several additional configuration options.
Enable admins to edit submissions from the residents: Once a resident submits a form, do you want and Admin to be able to edit the form if they made a mistake or do you want the resident to update and resubmit the form?
Show a popup after the user submits a request: If you would like a resident to see a message after submitting a request, click the slider to enable. If enabled, a message box will open, and a custom message can be entered. This is commonly used for a request submission confirmation.
Does this request require payment: This requires a payment integration.
Allow specific submissions to be shared on the app in 'Community Requests': This allows the submitted forms to be visible to other residents. This is most commonly used for Common Area Maintenance request forms. By allowing all residents to see the submitted form, duplicate submissions are less likely.
Be sure to use the "Hide this field in community Requests:" setting (Form stage) on any form fields that should not be posted publicly.
Submissions related to this form will be visible for Board Members via the resident app and portal: This allows board members to view the Form submissions so they can keep informed of the progress of the submission without reaching out to the community manager. - COMING SOON
Send email notification for new form submission: This will send all assigned Admins an email notification every time a new form gets submitted.
If checked, an Admin selector box will appear. Click the box to open a multi select popup window. Check the box(s) for all desired Admins. Click off the window or the down arrow to close the popup.
Send email notification to submission Assignee: When a Form gets assigned to an Assignee, they will receive an email notification. To learn more about request Assignees click here.
Send email notification to primary community 'manager': The Primary Community Manager will receive an email notification every time a Form request gets submitted.
Send email notification if requestor sends message to 'assignee': The Community Manager will receive an email if the requestor sends messages to the request Assignee. This allows the manager to stay informed of any progress or questions.
Click Next to continue.
Click Save Form to save the template.
The new Form template is now available to your residents on the Mobile App and will be shown on the Manage Forms list.
Below is the Resident's view from the Mobile App.
Setting the Form Order
You may wish to display the request forms in a certain order on the Mobile App. The most commonly used forms are typically displayed first.
Navigate to the Request Form Templates page.
Click Workflows then Manage Templates.
Click Set Order.
Click and drag the = icons to set the desired form order.
Once you have your order set, click Save.
The form order has been updated.
Below is the Resident's view from the Mobile App.
