In this article we will go over how to create and manage customized activity and incident templates.
- Creating an Activity Template for an Incident Report
- Managing Existing Reports
NOTE: Guardtek’s Activity Templates and Incident Templates allow you to create custom forms that can be completed from both the mobile and web applications.
Related: Understanding Activity Templates vs. Incident Templates
Creating an Activity Template for an Incident Report
Configuring a Report
1. Hover over the Settings module and click Activity Templates.
2. Click the Add an Activity Template button.
This will bring you to the Activity Template form builder view for a new template.
Template Details (1): Additional settings for this Activity Template. A description for each option is in the next section
Mobile Preview (2): This will display a preview of how a m-Post user will see the template when filling out the report.
Form Name (3): Enter a title for this Activity Template
Description (4): Enter some text to describe the uses for this Activity Template. This will display to the User when using this template for their report.
Form (5): This area is where you will build the body of the Activity Template, adding form elements to have the user input their information for the report.
Save Form / Cancel (6): commit changes made or cancel any changes to this Activity Template.
Form Elements (7): various types of inputs that can be enter from the report author.
Activity Report Category (1): The drop-down lets you select from your existing categories or enter text to create a new one. This will label the reports using this template so that it can be easily identified and sortable when reviewing large reporting data sets.
Priority (2): Select Low, Medium, or High to rank the priority of reports using this template. This will color code them accordingly in the Logbook view as well as in the Command Center.
Allow "Pending" status (3): this will enable the option for users to Submit for Follow-Up which saves the report as a Pending Report for further processing
When enabled you will also have an option for Maximum time in Pending status which will allow you to control how long, reports using this template, are allowed to be kept in Pending Reports.
Please review the related Help Center articles:
How to View Completed Reports or Reports-In-Progress
How to Manage Activity Template Notifications
Enable "Assign to User" (4): this option allows users in GuardTek to assign a pending report to a specific user for follow up. This will send that user a notification on m-Post and GuardTek for that user.
Automatic Scoring question (5): Enabling this setting will add a field to your form that generates a score based on the Yes/No elements.
Score Threshold: If the report score is below this threshold it will be considered a Fail. Scores above or equal to this threshold are considered a Pass.
Automatic assignment to user group after declaration (6): This feature allows for a pending report to be assigned to a specific User Group after it gets put into a pending status. (**Additional configuration may be required, please contact our Support team or your Success Specialist)
Answer to display in Pending Reports (7): If any questions from the form are noted as "Additional Information", you can use this to change the order in which they will appear in the Pending Reports view and Logbook in the "Additional Information" column.
Adding Form Elements to a Report
To begin building your report, select a question type from the Form Elements section and drag the question to the New Group question Group.
NOTE: Depending on what your settings are you may need to adjust the Zoom of your web browser to view all form element options on the right-hand side.
As you drag the Form Element to the Drag and drop elements to add to this group section it will turn green to show you where the Form Element will be placed in the group.
NOTE: Click on the gray circle question mark icon next to Form Elements to view a GIF example.
Editing a Form Element
Clicking on the Edit option will open a window with the following options
Edit Form Element pop up editing options:
In the Question (1) box, re-phrase your question.
(For Example: Instead of the word “Date” type: “Date of Incident.”)
Selecting this field is required will make this element Mandatory (2) for the user to complete before submitting the report.
Select This field Contains Personal Data (3) if this question sensitive data that you don’t want saved on the server permanently.
Enter the number of months you wish to keep the answer for.
Selecting Additional Info (4) enables the answer to this question to been seen in the Pending Reports view and Logbook for the Additional Info column.
API Identifier (5) under the Advanced Settings is for integrated services.
Click Enter (6) to save any changes or Cancel to close this window without saving
Editing a Group
You can also edit the New Group by clicking the 3 vertical dots at the right hand side of the New Group section.
Group Name (1) Allows you to rename the Group
Collapse all groups (2) Allow you to adjust the view of all or none form elements.
Edit Group Name (3) Allows you to change the name of the Group.
Duplicate Group with elements inside (4) Allows you to immediately copies the entire group
Delete Group (5) Allows you to delete the Group.
Form Element Submenu (6) Allows you to view and un-view the editing options.
Managing Existing Reports
After saving your report, it will appear in the list of reports under Activity Templates.
From here, you can:
- Edit your template to go back to the form builder page
- Change the Authorization of the template to define the user roles that can File, Read, Edit, and Close the report.
- Schedule this report for completion.
- Set up Notifications for who needs to receive this template.
- Link a Post Order to this template.
- Change the Status of the template.
For a more detailed description of the options available on this page, check out How to Manage Your Activity and Incident Templates.
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