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Mobile Forms For Business: Building And Using Business Mobile Forms In The QR Mobile Data Software

Business mobile forms software improves your field operations efficiency, eliminates errors and manual paperwork, and gives all team members real time data access.

What are business mobile forms and how does business mobile forms software help us?

Business mobile forms are digital forms that you can fill out on the mobile devices, such as smartphones or tablets. You use business mobile forms for the internal business tasks - all paperwork that is done manually using paper forms can be done much more efficiently using business mobile forms software.

Any paper form that you are using in your business right now can be converted into a mobile form. Field employees can capture all kind of information in the business mobile forms software: data, images, signatures, GPS location. Data collected in the mobile application using business forms are submitted to the centralized cloud location in real time: no manual work or double entries are required. You have on demand access from anywhere to the digital documents, and statistical / analytical reports based on the submitted mobile forms.

Mobile forms for business can be of two types: HTML5 forms that you load and fill out in a mobile web browser, and forms that are a part of a native mobile application. Native mobile application forms are faster, more responsive, can be filled out without internet or cellular connection, and allow for the local data storage so that collected information is not lost. Native mobile application forms have more options, such as capturing images, signatures, GPS location, scanning barcodes, etc.

Business mobile forms in the QR Mobile Data software are native mobile application forms, available for the android and iOS.

Digitizing business paperwork: creating business mobile forms.

How do I create mobile forms for my business with QR Mobile Data software?

mobile forms


Business mobile forms software allows you to create digital forms via the web interface, and fill out the forms on a smartphone in the mobile application. Here is the process you will follow to create a business mobile form in the QR Mobile Data software:

Using business mobile forms software and mobile application for the field data collection.

How do we collect data in the field using business mobile forms? Can field employees fill out mobile forms offline, without wifi or data connection?

In order to fill out a business mobile form on a smartphone field employee should log into the QR Mobile Data mobile application (available for the Android and iOS). QR Mobile Data mobile application can be used with or without internet connection.

After scanning a QR code on the relevant object (equipment, facility, infrastructure, or any other object you are collecting data for) a field technician gets a mobile form which is relevant to the scanned object. If multiple mobile forms are relevant to the scanned object, an employee can select a correct form from a list.

forms mobile application          forms mobile application 2


Instead of navigating through a long mobile form on a small smartphone screen, a business employee fills out each form category as a separate sub-form. (S)he can easily navigate between the sub-forms and categories list, and see at a glance which sub-forms are filled out partially or completely, and which ones are not. Filled out sub-forms have a green checkmark next to them, as well as a counter of the filled out mobile form fields.
A field employee can fill in data manually, scan in using a smartphone camera, select data from a list or checkboxes / radio buttons, as well as take photos for visual documentation.
Partially filled business mobile forms are automatically saved on the smartphone, are never misplaced or lost. An employee can stop at any time, and continue filling out a form later from the place where (s)he left off.

Once mobile form is completed, an employee can optionally collect a signature, create and e-mail pdf document, and submit filled out form to the backend business mobile forms software. If a field employee is in the area that does not have internet or cellular connection, (s)he can submit all completed mobile forms at once when connection becomes available.



Can an employee send a business mobile form to someone else from a smartphone?

Yes, when business mobile form is completed an employee can collect a signature, and create pdf report on a smartphone. Pdf report can include object information, data collected via the mobile form, images and signature. An employee can view pdf document, print it (if air printer is available) and / or email it to the specified e-mail addresses from a smartphone.

Look and layout of the auto-generated PDF report is defined by you via a custom template.


Mobile forms for business as a part of the business process and workflow.

How do I attach a business mobile form to an object?

In the QR Mobile Data software all business mobile forms are linked to a business object. What these objects are depends on your business. You can fill out business mobile forms for the equipment that your company services, mobile forms for the building inspections, checklists for the property maintenance tasks, business forms for the property assessments, forms for the projects in progress, or forms for the employees time and expenses, just to name a few.

When creating a business mobile form, you indicate for which group(s) of objects this form is valid (you will probably have different set of forms for the equipment and employees, for example). Before filling out a business mobile form on a smartphone, field employee scans a QR code on an object to identify it. Completed mobile form is automatically linked to a scanned object.



How do I attach a business mobile form to a workflow?

If you need to track workflow or process, you probably need to collect and record specific information while you go through the workflow steps. Attaching mobile forms to the business workflow steps ensures that company employees know what data to collect on each workflow step, and fill out correct mobile form(s).

When you create a workflow step, you can select which business mobile form(s) (if any) should be filled out on this step. You can also indicate which form(s) are optional and which ones are required. An employee won't be able to move an object to the next workflow step until all required mobile forms are filled out.

After scanning an object, an employee will see its current status, what was done and a list of the business mobile forms to fill out on this step. (S)he will then be able to click on each mobile form and fill it out. If a mobile form had been filled out already, there will be an indicator next to it, and an employee will be able to review submitted information.


Field - office communication in the business mobile forms software.

Can an administrator pre-fill a business mobile form, or edit a submitted mobile form online?

Yes, an administrator can pre-fill mobile forms online before pushing them to the mobile devices for completion. Administrator can also edit completed mobile forms, or fill out "office only part" after mobile form is submitted.

If an administrator pre-fills a mobile form for an object, a mobile application users will be able to access this partially filled form after scanning an object's QR code and clicking "Records To Be Completed" button. They will be able to view (not edit) pre-filled part of the mobile form, complete the rest of the form and submit it to the backend business mobile forms software. Once business mobile form is completed, it disappears from the "Records To Be Completed" list on the mobile devices.

If, after reviewing a completed mobile form an administrator decides that something needs to be re-visited / corrected in the field, (s)he can mark the record as incomplete and push it back to the mobile devices.


Business mobile forms software reports and documentation.

How do I access records submitted via the business mobile forms?

Submitted mobile forms are stored in a secure centralized cloud location and are accessible on the office computers and a mobile application. As soon as the mobile form is submitted from the smartphone a submitted record is accessible to all authorized employees.

Administrators access submitted mobile forms records via a web dashboard. They can apply multiple filters to quickly find required digital records. The filters can include dates, object, a specific mobile form, as well as data that were filled out (e.g. select all records that had failed a certain test in a last month), etc.

Field employees can access recent records for any business object by scanning a QR code label with a smartphone.



Can we export business mobile forms submissions?

Yes, you can export data submitted via the business mobile forms as a .csv file. In order to export data, please select a specific mobile form as one of the report filters. Once you selected a specific business mobile gorm you will see an Export button that will allow you to export records.

We need to create PDF documents for the customers / auditors - can we do this?

Yes, you can generate PDF report for any completed mobile form with one click. The report can be created on a smartphone in the field, or later by an administrator via the web dashboard.

PDF report can contain information on the object, business mobile form data, image(s) and collected signature.

You define PDF look and layout via custom templates.

If you had changed a template or mobile form data, you can re-create PDF report at any time.

 



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