Advanced Tips for Form Entry


Filling out forms in InspectAll is quick an easy, but can be made even faster and easier by learning a couple of tricks. Set up auto complete, canned comments, exclusions, and turn on auto progress to make forms more intuitive and thus more efficient.

Auto Progress

Turn on this setting to automatically move to the next question when a "Good" priority is selected.

  1. Tap Settings
  2. Navigate to Auto Progress Form
  3. Tap the On\Off switch to On

Auto Complete

Some questions can have a default answer specified so that a mobile user can "auto-complete" the questions with the default answers. Some questions do not support default answers including signature and sketch questions.

Setup Default Answers

  1. Within the Form Builder in the web app, click into the form you want to work in.
  2. You may need to Unpublish the form before being allowed to edit the question.
  3. Click Edit beside the question you want to add a default answer to.
  4. For multi-select & single-select questions:
    • Click Manage Selection and click into the Selection List used on the question.
    • Within the selections, mark which answer should be Default in the table.
  5. For all other questions:
    • Fill in the Default Answer with the answer you want as the default. Make sure to write the default answer in the format accepted by the question type. For example, if it's a time question, write the default in a HH:MM AM format.
  6. Click Save.
  7. Make sure to Publish your form if it is still Unpublished.

Auto Complete Questions

Mobile Instructions

  1. Tap into the Form on the mobile app.
  2. Tap the share icon at the top of the list of questions.
  3. Select Auto Complete Questions.

Web Instructions

  1. Go to the form you want to auto-complete.
  2. In the top righthand corner of the page, click "Auto Complete" (you may have to click the arrow to have the options dropdown on smaller screens.)

Canned Comments

Canned comments are comments that you can save for quick use later. Note: New canned comments will be visible for everyone to use. To create a new canned comment and save it for later:

Mobile Instructions

  1. Tap into the Form.
  2. Tap the question you want to add the new canned comment to.
  3. Tap Comments & Resources.
  4. Tap + and type the comment you want to save for later use.

Web Instructions

  1. Go to the form.
  2. Click the question you want to add the new canned comment to.
  3. Click Comments & Resources.
  4. Click Add Canned Comment and type the comment you want to save for later use.

Add Exclusions

Hiding questions based on a user's answers is a great way to speed up filling out forms. It also prevents users from mistakenly answering non-relevant questions. We allow questions to be hidden based on answers given when filling out asset attributes.

For example, say you created a form to inspect a piece of machinery. You may have an attribute that asks you the following:

Frequency of Use

  • Not in Use
  • Seldom
  • Frequent
  • Heavy

If the user says your piece of machinery has a "Heavy" frequency of use, you will more than likely ask more questions than if the piece of machinery were "Not in Use". When "Not in Use" is chosen, you will just setup the questions to be excluded from the form.

Exclude Questions

  1. It's important to fully build your form prior to excluding questions.
  2. Click (Your Name) > Form Builder
  3. Click into the class, then form that you want to work in.
  4. Make sure Asset Tracking is turned on:
    • Click Edit Form within the Form Details area.
    • Make sure that Asset Tracking is checked.
    • Click 'Update Form'.
  5. Click Edit in the top right of the Custom Attributes area.
  6. Click Add Row to add a new attribute to the asset.
  7. Enter the following information:
    • Name: The name of the attribute. For example, we may call ours "Frequency of Use".
    • Input Type: Select Picker.
  8. Click Save.
  9. Click on the link labeled 0 options beside the new attribute.
  10. Add as many options as you want by clicking the Add Row button.
    • Fill out the Name of each Attribute Option. For example, for "Frequency of Use" you may add 4 options: "Not in Use", "Seldom", "Frequent", and "Heavy".
  11. Click Exclude Questions beside the attribute option that will need questions excluded.
  12. Select the questions to be excluded based on this attribute being chosen.

Refresh the Question List

Sometimes when you update a form in the form builder, that form is already being filled out. You may need to refresh the questions to get any newly added / deleted questions. When questions need refreshing, a red circle with the number of questions needing refreshing will appear within the form in the top of the page.

Mobile Instructions

  1. Navigate to the form you will be working on.
  2. Pull down on the question list. OR
  3. Tap the Action icon and tap Refresh Question List.

Web Instructions

  1. Navigate to the form you will be working on.
  2. In the top righthand corner, click Refresh Questions (the button will not appear if there are no questions that need refreshing).

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