Welcome to ServiceForms! This exciting product offers a dynamic way for technicians to fill out paperwork in the field, and to complete automated actions within ServiceTrade, such as creating or updating assets, creating deficiencies, and adding job items or comments.
The following video will walk you through how ServiceForms works, with a written step-by-step guide below the video.
Clocking Into the Job/Form Dispatch
Let’s take a look at how ServiceForms works in the field. First, the technician will clock into the job in the ServiceTrade mobile application to begin.
Within seconds (usually 20-30), they will receive a notification of the form(s) that they need to fill out as part of that job.
The forms that the technician is assigned during clock-in are determined by the Dispatch Rules you set up during implementation. For more on Dispatch Rules, read this article.
In this example, we’ll be doing an inspection on a Kitchen Fire Suppression system (KISUP), so our Dispatch Rule is set to dispatch this form for jobs with the “Kitchen Suppression” service line, as well as a certain service description for added specificity, in this case, “SK demo:”
Both of these criteria can be seen reflected on the Job in ServiceTrade, so we know this job will dispatch our desired form.
Note: With ServiceForms, forms do not have to be related to jobs. This makes it easy to include forms like vehicle inspections and safety checklists.
Once the technician clocks into the job and receives the notification with their dispatched forms, they will tap the notification to open the Device Magic Mobile Forms app. If the tech misses the notification, they can open the DM Mobile Forms app manually and switch to the “Dispatches” tab to see the forms that have been assigned to them.
If no forms are dispatched, they can switch to the “Forms” tab and select the relevant form from the list of all the forms in their organization. As long as the technician includes the ServiceTrade job number when completing that form, the PDF Report will be attached to the Job page in ServiceTrade once the form is submitted.
Completing the Mobile Form in the Field
Customer and Job Information
If a form is dispatched, the first section the technician will see is the customer and job information section. This section includes information such as the job number, location name and address, technician name, etc., that is pre-populated on the form and does not need to be filled out by the technician.
Asset /System Information
The form is also populated with the asset information from your ServiceTrade account related to, in this case, the Kitchen Suppression system. You can customize which fields, if any, you wish to be pre-filled when setting up your forms. The idea is to streamline the process for your technicians, without sacrificing accuracy.
The technician can change or update any asset related information in this section, and the asset will automatically be updated in your ServiceTrade account once the tech submits the form.
Additionally, the technician can create new assets by selecting “Add Item” at the bottom of the asset list.
Inspection, Testing and Maintenance / Task List
Next, the form will guide the technician through the inspection or preventative maintenance job with specific questions and/or tasks.
Deficiencies are normally created one of two ways in ServiceForms. During the job, if the technician marks any of the inspection questions or tasks as “FAIL,” three new fields appear that prompt the tech to create a deficiency at that moment. These questions include:
- Description of the issue;
- Severity of the issue (with 3 possible answers including deficient, inoperable, and suggested); and
- Take a picture of the issue.
All of the information that the tech enters in these three fields will be included on the deficiency that is automatically created in your ServiceTrade account once the tech submits the form.
Technicians can also create deficiencies at the end of the form under the “Deficiencies” Heading. Selecting “Add Item” will prompt the tech to answer the same 3 questions as discussed above.
Submitting the Form
When the form is ready to be submitted, select the green circle with a checkmark icon in the bottom right corner of the form.
If any required fields are left blank, clicking the checkmark will return an error message indicating that the form cannot yet be submitted.
Selecting “Review Errors” will automatically navigate to the field where the required field is.
After correcting any errors, when the tech tries to submit the form again, they will be alerted to how many of the total fields have been filled. Sometimes it may not be necessary to provide an answer for every field. When setting up the form, you can make specific fields required, or require the entire form to be filled out before it can be submitted. Required fields will be marked with a red asterisk.
Once the form is submitted, it will appear in the “Submissions” tab of the Device Magic Mobile Forms app. The technician can review their answers by selecting the form there.
Reviewing the Job in ServiceTrade
Now, if you go back to the Job page in ServiceTrade, you will see that the form completed by the technician has been translated as a PDF Report and added to the Job Attachments section on the Job.
These PDF Reports can be customized to look like the forms or reports that you are currently using in your business. They can include your company logo, company information, and can customize how the information is presented.
Because we reported a deficiency on this form, that deficiency is displayed on the PDF report.
But additionally, that deficiency has also been automatically created in ServiceTrade, as you will see in the “Deficiencies” section on the Job page.
If you click on the deficiency, you will see all the associated information that the technician reported when filling out the form, as well as any photos they might have added.
You can now act on this deficiency as you would any other. It can be added to quotes and jobs, and the status and resolution can be updated from within ServiceTrade.