Capture Asset Data using Forms

Use Forms to record readings, inspection results, or equipment status while executing a work order.

Capture Asset Data using Forms

Use Forms to record readings, inspection results, and equipment status while executing a Work Order.
  • For PM and Calibration Work Orders, the inspection form is available based on the form mapped to the Job Plan.
  • For Corrective Work Orders, the form is linked based on the asset or Work Order type.
You receive the currently published version of the form. If a Work Order is already in progress, it continues to use the form version that was available when the Work Order started.
  1. Open the Work Orders screen.
  2. Open the assigned work order.
  3. Tap the Forms tab.
  4. Review the available forms and their descriptions and numbers.

    The form fields (such as Equipment, Functional Location, Plant, User Name, and so on) are automatically populated from the work order header details.

  5. Select the form from the list.

    In the Form Details screen, you can:

    • View the form number with description.
    • Select the drop-down next to the form number to switch between forms.
    • Tap the More icon and select Issue History to view previously reported problems.
  6. Fill in the form details, such as Site Conducted, Conducted On, Start Date & Time, End Date & Time, Performed By, and other required fields.
    Note:
    You can add attachments directly within the forms, and these are automatically included in the generated PDF upon form submission. The attachments are linked to the forms themselves and are not stored under the Work Order GOS/DMS.
    As you complete the form:
    • Conditional logic may show or hide sections/questions, request evidence, or raise issues based on your selections.
    • Instructional media (images, videos, documents) appears inline where relevant to guide you through specific steps.
    • Numeric fields display default values and units of measurement (UoM) when applicable.
    • Formula fields (addition, subtraction, multiplication, division, etc.) calculate automatically. For example, if Field A + Field B = Field C, entering values in A and B updates C.
    • Report issues directly from any field or at the form level by tapping Report Issue.
    • View issue history for the asset to see previously reported problems.
    Figure 1. Fill Form Details


  7. Tap Submit.
    A message, Form <name> has been submitted successfully, is displayed. Submitting the form generates a PDF of it and attaches that PDF to the work order.
    Note:
    You cannot edit the form once it is submitted.
  8. In the Success screen, review the PDF that opens for the submitted form.

    From this screen you can also:

    • Add markup to the PDF if needed, then tap Save.
    • Tap Email to share submitted digital forms via email.
    • Tap Print to print the form straight from the mobile app.
    • Tap Go to Next Form to open the next form.
    • Tap Close to go back to the forms list.

The form response is validated and submitted or retained as a draft according to its configuration. The generated PDF is attached to the work order.

A form that has already been submitted can also be converted to PDF later, including while you are working offline.

Next: End and Confirm an Operation, after completing the remaining work on the operation.