A task form defines the information an employee fills in when performing a task. For example, you can create a dedicated inspection form for servicing a device, or Spot. A task template brings together the default details for the work, while an individual task is the work to be performed. Creating or copying a form does not create a task or change the form used by existing tasks.

Before you start

Create and copy the form in the browser. You need permission to create task forms and access to the form you want to copy. Editing a saved form or its copy requires edit permission.

Plan the work steps as sections and choose the fields needed in each section. A new form must have at least one section with a title, and each section must have at least one field. You can use the same existing field in different sections, but not twice in the same section.

Create a new form

  1. In the browser menu, open Work management → Tasks → Task forms. Select the Task forms tab on the page, then Create new task form above the list.
  2. On the Basic info tab of the creation view, enter a Name and, if needed, a Description in the Base details section. The name is required and can contain up to 512 characters; the description can contain up to 4096 characters. The name does not have to be unique, so use a name that distinguishes the form's purpose.
  3. If needed, select Hide task form from mobile app. Its effect is explained below.
  4. On the same tab, under Form sections, select Add new section. Enter the section's Title, Section ordinal number and, if needed, Description. The title can contain up to 255 characters and the section description up to 2048 characters.
  5. Under the section's Field keys, add a field using Add new existing field and select the field to use. If you need a new field definition, select Create new field key in the same area. Select Required field when an answer is mandatory.
  6. Add the remaining sections and fields. Check their order and any Attachment in use and Fill multiple times selections: the first allows attachments in the section, and the second allows the same section to be filled in multiple times within a task. See the detailed instructions for configuring sections and fields.
  7. Check the task report settings on the separate PDF settings tab. See the PDF report appearance guide.
  8. Save using the Create new task form button at the bottom of the view.

A new form does not show a status selector: saving creates it directly with the In use status. Add any missing sections, titles or field selections if prompted when saving.

Required fields affect task completion. A task cannot be moved to review or marked as completed if form sections are missing, sections are incomplete or required answers are missing. Saving the form structure alone does not fill in this information for the task.

Status and visibility in the mobile apps

Open a saved form by clicking its name in the list or the pencil icon on its row. The Status appears in the Base details section of its Basic info tab. Not in use retains the form but prevents it from being used as a task's form; it does not mean deletion.

The status selector is locked if the form has even one task that has not been completed. A form linked to an editable customer contract also cannot be moved to Not in use or Deleted. You therefore cannot always change the status freely.

Hide task form from mobile app removes the form from the general form selection list on Android and iOS. The general list contains only forms with the In use status that are not hidden. Hiding a form does not remove it from a task it is already linked to or remove any information filled in on it. It also does not determine permission to view the task.

Copy an existing form

A copy is useful, for example, when a different device model needs a slightly different checklist. Open the original form by clicking its name in the list or the pencil icon. First save any changes to the original's content that you want to include: copying uses the saved form.

Select Copy at the bottom of the editing view. The copy is saved immediately, added to the list and opened for editing. Its name begins with Copy of. Closing the view or cancelling later changes does not undo the copy already created.

The copy inherits the original's status and mobile visibility setting. A copy of a form that is in use and not hidden may therefore appear in the mobile selection list before you rename it. Give the copy a name that describes its purpose, check its status and visibility, and save your changes using the Save button at the bottom.

The copy includes the active sections, their settings and order, and the field placements, order and required settings. If the same field appears multiple times within one section in the old form, the copy includes only one instance of it. The original form's tasks, task templates and completed answers are not copied.

PDF settings, additional fields selected for the report and the logo are copied. Separate PDF styling settings are not copied, so check the copy's report appearance separately. Also check the inherited report delivery settings before using the copy.

What can you change independently in the copy?

The copy has its own sections and field placements. For example, you can change the copy's section structure or whether a field is required without changing the corresponding structure in the original.

However, the field definitions are still shared. Changing a field's name, type or selection options may also affect the original and other forms that use the same field. If you need a field that can be changed independently, create a separate field for the copy using Create new field key and use it in place of the shared field.

When changing forms that are in use, also consider the effects on unfinished tasks. Read any impact warnings, but do not assume that every change will display a warning. The sections and field definitions of completed tasks remain as saved at the time of completion; this does not mean that all report settings are frozen at the same time. See the guide to changing and restoring form fields.

Check the result and start using the form

Reopen the saved form. Check its name, status, mobile visibility setting, sections, field order and required settings, and PDF settings. If creation reports a PDF settings error, first check the list to see whether the form itself has already been created before creating it again.

Select the finished form for a new task or link it to a task template. Use a suitable test task to check that the sections, required answers, attachments and repeatable sections work as intended. Also check the PDF report generated from the task.

If the form is used on mobile, check its visibility in the refreshed selection list on each platform you use. A hidden form being absent from the general list while still appearing within a task it is already linked to is expected behavior.