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Form Templates

Save time and ensure consistency with form templates. Create once, use many times, and maintain standards across your organization.

Understanding Templates​

What are Templates?​

  • Pre-built forms for common use cases
  • Reusable form structures
  • Industry-specific best practices
  • Customizable starting points
  • Time-saving tools

Benefits​

  • Consistency: Same structure across team
  • Efficiency: No starting from scratch
  • Best Practices: Proven designs
  • Easy Updates: Change once, update all
  • Knowledge Sharing: Team collaboration

Using Templates​

Template Library​

Browse available templates:

  1. Go to Smart Forms
  2. Click "Create Form"
  3. Select "Start from Template"
  4. Browse categories:
    • Industry templates
    • Common forms
    • Team templates
    • Public library

Creating from Template​

  1. Select Template

    • Preview before using
    • Check included fields
    • Review logic rules

  2. Customize

    • Modify fields
    • Adjust logic
    • Update branding
    • Add/remove sections

  3. Save as New Form

    • Independent copy
    • Link maintained
    • Track source

Industry Templates​

HVAC Service​

AC Maintenance Checklist​

Sections:
  - Customer Information
  - Equipment Details
  - Visual Inspection
  - Performance Tests
  - Maintenance Tasks
  - Recommendations
  - Sign-off

Key Features:
  - Temperature readings
  - Pressure measurements
  - Photo requirements
  - Calculation fields
  - Conditional recommendations

Furnace Inspection​

Sections:
  - Safety Checks
  - Combustion Analysis
  - Electrical Tests
  - Heat Exchanger
  - Ventilation
  - Carbon Monoxide
  
Key Features:
  - Safety warnings
  - Required photos
  - Pass/fail logic
  - Compliance tracking

Property Management​

Move-In Inspection​

Sections:
  - Tenant Information
  - Room-by-Room Condition
  - Appliances
  - Utilities
  - Keys and Access
  - Photos
  - Signatures

Key Features:
  - Repeating rooms
  - Condition ratings
  - Photo documentation
  - Damage notes
  - Digital signatures

Maintenance Request​

Fields:
  - Unit/Location
  - Issue Category
  - Urgency Level
  - Description
  - Photos
  - Access Instructions
  - Preferred Schedule

Logic:
  - Emergency routing
  - Category-based assignment
  - Tenant notifications

Fleet Management​

Daily Vehicle Inspection​

Pre-Trip Checks:
  - Tires and Wheels
  - Lights and Reflectors
  - Brakes
  - Steering
  - Emergency Equipment
  - Fluid Levels

Features:
  - DOT compliance
  - Defect reporting
  - Immediate alerts
  - Mechanic routing

Accident Report​

Information Captured:
  - Driver Details
  - Vehicle Information
  - Location/Time
  - Other Parties
  - Damage Assessment
  - Photos
  - Police Report
  - Witness Information

Special:
  - GPS auto-capture
  - Multi-photo sections
  - Insurance integration

Creating Templates​

From Existing Form​

  1. Perfect Your Form

    • Complete all fields
    • Test thoroughly
    • Finalize logic

  2. Save as Template

    • Click "Actions"
    • Select "Save as Template"
    • Name clearly
    • Add description

  3. Configure Settings

    • Category assignment
    • Sharing permissions
    • Update notifications
    • Version control

Template Best Practices​

Naming Convention​

[Category] - [Type] - [Version]
Examples:
"HVAC - AC Maintenance - v2.1"
"Fleet - DOT Inspection - Current"
"Property - Move In/Out - 2024"

Documentation​

Include in template:

  • Purpose statement
  • Required permissions
  • Workflow notes
  • Update history
  • Contact for questions

Flexibility​

Design for reuse:

  • Optional sections
  • Conditional logic
  • Variable fields
  • Clear labels
  • Help text

Managing Templates​

Organization​

Categories​

  • By department
  • By use case
  • By frequency
  • By compliance
  • By customer type

Tags​

Add searchable tags:

  • Industry
  • Compliance
  • Frequency
  • Department
  • Features

Permissions​

Access Levels​

  • View Only: Can use template
  • Copy: Can duplicate and modify
  • Edit: Can update template
  • Admin: Full control

Sharing​

  • Private templates
  • Team templates
  • Workspace templates
  • Public library

Version Control​

Tracking Changes​

  • Version numbers
  • Change log
  • Update notifications
  • Rollback capability

Update Process​

  1. Create new version
  2. Test changes
  3. Notify users
  4. Deploy update
  5. Monitor adoption

Template Maintenance​

Regular Reviews​

Quarterly Checks​

  • Field relevance
  • Logic accuracy
  • Compliance updates
  • User feedback
  • Performance

Annual Overhaul​

  • Industry changes
  • New requirements
  • Technology updates
  • Process improvements
  • Archive old versions

User Feedback​

Gathering Input​

  • Usage analytics
  • Field completion rates
  • Error frequencies
  • Time to complete
  • User surveys

Implementation​

  • Prioritize changes
  • Test updates
  • Communicate changes
  • Train on new features
  • Monitor impact

Advanced Templates​

Dynamic Templates​

Templates that adapt:

// Load different sections based on selection
if (ServiceType == "Installation") {
  loadTemplate("Installation_Checklist");
} else if (ServiceType == "Repair") {
  loadTemplate("Repair_Diagnostic");
}

Composite Templates​

Combine multiple templates:

  • Base template
  • Add-on modules
  • Conditional sections
  • Role-specific fields

Smart Defaults​

Pre-fill from context:

  • Previous values
  • Account defaults
  • Asset specifications
  • User preferences
  • Environmental data

Template Library​

Core Business​

Customer Feedback​

  • Service satisfaction
  • NPS scoring
  • Detailed feedback
  • Follow-up consent

Incident Report​

  • Date/time
  • Location
  • Description
  • Witnesses
  • Actions taken
  • Photos

Time Tracking​

  • Project selection
  • Task categories
  • Hours worked
  • Break tracking
  • Overtime calculation

Compliance​

Safety Audit​

  • Hazard identification
  • PPE compliance
  • Training verification
  • Corrective actions
  • Sign-offs

Quality Control​

  • Specification checks
  • Measurement recording
  • Defect logging
  • Pass/fail determination
  • Rework tracking

Operations​

Inventory Count​

  • Location/zone
  • Item scanning
  • Quantity verification
  • Discrepancy notes
  • Adjustment reasons

Equipment Setup​

  • Serial recording
  • Configuration steps
  • Testing checklist
  • Training completed
  • Warranty activation

Converting Paper Forms​

Digitization Process​

  1. Analyze Paper Form

    • Identify all fields
    • Note logic/flow
    • Check calculations
    • Review requirements

  2. Design Digital Version

    • Improve layout
    • Add smart features
    • Enhance validation
    • Mobile optimize

  3. Test and Refine

    • Side-by-side comparison
    • User testing
    • Process validation
    • Iterate design

Enhancement Opportunities​

When digitizing, add:

  • Auto-calculations
  • Photo requirements
  • GPS capture
  • Digital signatures
  • Conditional logic
  • Real-time validation

Tips for Success​

Start Simple​

  • Basic fields first
  • Add logic gradually
  • Test each addition
  • Get user feedback

Think Reusable​

  • Parameterize values
  • Use generic labels
  • Flexible sections
  • Clear documentation

Mobile First​

  • Single column layout
  • Touch-friendly controls
  • Minimal scrolling
  • Offline capability

Maintain Standards​

  • Consistent naming
  • Standard workflows
  • Regular updates
  • Clear ownership

Next Steps​