This article serves as a glossary for commonly used terms you may encounter when working with ServiceForms.
Device
The phone or tablet where the technician fills out the mobile form in the Device Magic Mobile Forms app. Each Device must be approved and added to the organization in Device Magic to receive a Device ID and be able to receive dispatched forms.
Mobile Form
Mobile Forms are the forms that technicians fill out on the job in the Device Magic Mobile Forms application. The Mobile Form collects the data that is passed into the Microsoft Word template to create the final PDF Report attached to the job in ServiceTrade.
Word Template
The Microsoft Word Template is customized to serve as the template for the final PDF Report output of the form. In addition, it contains template tag placeholders for the data collected from the mobile form. These templates can be customized in various ways to meet your needs and the needs of your customers. Oftentimes, customers will recreate the forms they are currently using in their businesses when they onboard with ServiceForms.
PDF Report
The final output of a form. The PDF Report can be sent to various destinations (including email and the Job page in ServiceTrade) when the mobile form is submitted in Device Magic. PDF Reports must be designed by customizing a Microsoft Word template.
Management Console
The Management Console is the web component of Device Magic, found at devicemagic.com after logging in to your company’s account. This is where forms are created and edited, form destinations and devices are managed, and submission data can be found. For a more in-depth look at the Management Console, check out this article in the Device Magic help center.
Dispatch Rule
The Dispatch Rule is defined in the ServiceForms Connector that determines when a mobile form is dispatched to a technician. The Dispatch Rule can be set based on: Customer, Region, Offices, Job Types, Service Lines, Service Description, State, City, Asset Type, Service Frequency, and Service Interval. The form will be dispatched to the tech when they clock into a job on the ServiceTrade mobile app that meets the criteria established by the Dispatch Rule. In addition, assets associated with the Location or Service on the Job in ServiceTrade will be dispatched as part of the form.
Destinations
Destinations determine where and in what format the data collected from a mobile form are sent. Forms can have multiple destinations with different criteria. Destinations are set in the Device Magic management console; however, Destination Rules established in the ServiceForms Connector determine which information from ServiceTrade is pre-populated into mobile forms when dispatched as well as ensuring that new assets and deficiencies (and updates to pre-existing ones) are created in ServiceTrade.
For more information about adding a Destination to your form in Device Magic, click here. To learn how to enable rules that determine when specific Destinations are active, click here.
ServiceForms Connector
The middleware integration between Device Magic and ServiceTrade that handles the passing of data back-and-forth between the two applications. This is where Dispatch and Destination Rules are defined. Additionally, admin users in ServiceTrade can access the ServiceForms Connector at serviceforms.servicetrade.com using their ServiceTrade username and password.
Automated Actions
When a technician submits a mobile form, several Automated Actions can occur in ServiceTrade based on the data submitted in the form. These include:
- Create Assets
- Update Assets
- Create Deficiencies
- Create Job Comments
The Destination Rule manages these Automated Actions in the ServiceForms Connector.
Assets
Assets are the objects on the location in ServiceTrade that are being inspected or serviced as part of the Job. Assets can be created or updated through the use of ServiceForms.
Deficiencies
Deficiencies are problems or issues with an asset that the technician discovers on the job. Deficiencies reported by a technician on a mobile form will be created on the Job and Location in ServiceTrade when the form is submitted. Technicians can create deficiencies with one of three severity levels: deficient, inoperable, or suggested.