Glossary of Terms

Actions are part of the Workflow process and are automated events that the system has been configured to carry out. There are 2 types of Action : Immediate and Scheduled. Immediate happen straight after a Starting Point has occurred and Scheduled will happen when the specified date/ time is reached. Example Actions are to send and email, raise a Job or send a form to OneDrive.

A User account that has not been set to the status of archived. Active user accounts can, depending on their type, access the browser based Work Group and/ or mobile app. All active status Mobile User account types are chargeable.

A User account that has been set to the status of archived. The user information for the account e.g. name, email address etc, is not deleted when set to archived. An Archived account can be be un-archived from with the Work Group with all the previous information and system access intact.

An asset in the pro-Forms system can be any physical or intellectual entity that can be more fully described by completing further fields. Examples of physical assets could be : forklift trucks; batteries; motors; fans. An intellectual asset could be a document or a training course.

The physical location of where an asset is either permanently or temporarily placed and defined by a Post Code, Longitude/ Latitude or Northings/ Eastings.

The Base Plan is the minimum starting package for pro-Forms Asset Management subscribers. It covers 500 assets, unlimited asset module & app users, integration with Mobile forms and Job Management and Phone, email & online support. It is charged for on a flat monthly rate.

The Business Plan is the starter package for our Online Forms subscribers and the price, number of Admin user Licenses and unique forms is displayed on the pro-Forms website at https://www.pro-forms.co.uk/pricing-web.php.

A feature within the Online Forms module. Allows system users to add a CSV data file to populate fields on an Online form and to schedule a date & time for a unique link to be emailed to one or more peoples email addresses. When opened the Online will display the relevant data from the file for the person receiving the link and opening the form. The remainder of the fields on the form can be completed and the form submitted.

A Conditional Trigger can specify up to 5 unique conditions on the contents of a form submission e.g. form fields, submission nr, date etc that must be met before the trigger will run. See also 'Standard Trigger' and 'Sharing'.

A Comma Separated Variable file in which the comma character (,) or other similar character (;) is used to indicate the end of one piece of data and the start of the next. CSV files can be opened, created and saved using MS Excel and other text editors such as MS Notepad and Word Pad. Each piece of data in a CSV file can be used by pro-Forms to populate a form field e.g. address1,address2,address3,Postcode

Custom Fields can be added by system Users to supplement the standard fields available within the system. The purpose of Custom Fields is for users to shape what data can be held within various parts of their Work Group to more closely match the needs of their business. For Job Management (Plus Plan) Custom fields can be added to Users, Customers & Sites.

An email body is the main content of an automated email sent out from the system by a Trigger set up in the form Sharing option. It can contain pre-typed fixed text as well as answers from fields on submitted forms. Email bodies are in html format and are built using an onscreen visual builder. They can also be branded with company logos, fonts, borders and colours.

This is the basic plan for subscribing to our mobile forms only option. Only users with an Active Mobile User account type are charged for. The number of Licenses can vary with billing every 30 days. There is no minimum lock-in period beyond the 30 day rolling License period.

A form within the system can either be a mobile form for use with the pro-Forms mobile app or an Online form which can be opened and completed in a browser. A form created as an Online form can also be converted to a mobile form type. A form can consist of 1 or more pages and 1 or more fields e.g. single line text, numeric field, radio button field etc. After being filled-in by either app or browser a form is 'submitted' to the pro-Forms servers where thereafter it can be seen and opened by office/ admin staff within the Work Group.

The most basic element that can be added to a page of a form. Fields can be 1 of 3 types : a label type which presents text to the form user e.g. an instruction but does not require any input; a selection type where a form user selects from one or more pre-determined options shown e.g. from a radio button, checkbox or lookup field; an input field where the user is required to enter text, numbers or add a photo/ signature. Fields can also often be referred to as a form answers.

A Form Group is a collection of system users that are allocated permissions to view and use different parts of the system. Usually a Group is used to collect together users with the same purpose within a business e.g. 'Engineers' or 'Drivers'. The default Group automatically set up on account creation is an 'Admin' Group. Users in the Group are usually Admin User types that have access rights to all system functionality.

Both Mobile and Online forms utilise Layouts. A Layout is simply presenting the data from a submitted form in a way that for instance might match the look and organisation of an existing printed form with logos, colours, fonts and other branding. Layouts are generated automatically once a form is submitted into the system and can be automatically sent using Triggers from the Sharing option to people (by email) to other systems (by FTP, sFTP etc) and storage systems such as Sharepoint, OneDrive, Dropbox etc (using built-in system connectors). Layouts can be generated in different formats e.g. Word, PDF, CSV, JSON, XML, html.

A area on both Mobile and Online forms onto which form fields can be added. A form requires at least 1 page. Pages can be dragged to re-order into different places on a form along with their fields. They can also be copied and deleted. Pages on Mobile forms can have descriptions to aid mobile app users know what to expect on the page. For an Online form a page can have an onscreen layout to package form fields into groups using grids to make them more relevant and attractive to people completing a form.

A Form Project is applicable for Mobile Form users only and comprises Form Groups and Forms. It provides a way for system users to access via the app only the forms they need to use for their role/ function without having to see all forms. Groups can be added to different Projects and scrolling right to left within app moves them between Projects on the Android version or on iOS they can move between Projects from a dropdown menu.

A form completed by either a Mobile app user or an Online form user that has been sent to the pro-Forms servers and can be opened from View Submissions. Each named form will generate a consecutive and unique form submission number when received which will be shown against the form in Forms - View Submissions.

Either a Mobile form (for use with the app) or an Online form (to be opened from a unique link in a browser).

A physical site registered against a Customer from the Customers - Sites menu. A site has an name, address & Post Code as well as contact details and specific notes relating to that location. A Job Location can be added as part of raising a new job once the customer has been selected.

The Journal feature is available in the Customers and Assets features. User can add categories against which searchable notes, documents and diary entries can be stored.

Is a source of data held within the system that can be used to populate fields on a form via 'Lookup field' control. The source can be either a CSV file uploaded into the system (either manually or automatically by a scheduled collection service) or a data source created by the system itself. System created data sources include Customers, Customer Sites, Jobs, products, Asset status and Asset types.

Found within the Admin main menu of the Work Group and provides a means for uploading images into a Work Group that can subsequently be used in Online form Themes and html form Layouts.

A chargeable user type that has access to use the pro-Forms mobile app.

Found in the Admin menu within the Work Group, this is a self-service option that allows users (that have the right permission) to add, remove and upgrade system modules on an account without needing to ask for it to be done on their behalf.

An Online form does not require the pro-Forms mobile app but instead will open in a browser on virtually any device. Each form has a unique link which when clicked will display the form. The device being used to open the form requires an Internet connection. Online forms can be branded with logos, colours and fonts etc using a Theme built within the pro-Forms system. The form building, Layouts and Sharing processes are the same as for Mobile forms.

Option lists let you create lists (e.g. PASS, FAIL, N/A) of answers that users can select from in checkbox, dropdown and radio fields on forms.

A subscription Plan for pro-Forms mobile users that includes comprehensive Job Management features. It is chargeable only for Mobile User type accounts on a 30-day rolling License basis. It uses the same mobile app as the Essential Plan.

A term applicable to both Mobile and Online forms although the methods used are different. The term is used for the process of making forms (of either type) visible for people to open and fill-in. For Mobile forms this is by using a combination of Groups and Forms Projects to make forms visible to mobile app users on their device. For Online form Users the term describes one or more methods by which the unique link to a form is made available to the target audience; this can be by email, QR code, Twitter, embedding

A collection of more than 1 questions/ fields that would normally be found together on a form on a related topic e.g. address line 1, address line 2, address line 3, Post Code. The question set can be created and saved from the Forms - Questions Sets menu option. Simply add the individual questions required, provide a name and then Save.

Is a generic term used to cover a range of methods and locations by which received form data can be sent to other people (e.g. by email), places (a server by FTP) or systems (e.g. SharePoint or Sales Force).

There are 2 types of Trigger in the system : 'Standard' and 'Conditional'. A Standard Trigger will move data from a form submission (a form received into the system) by sending the the associated form Layout to another system, person or location. Trigger methods include email, FTP, sFTP, system connectors (e.g. OneDrive, DropBox etc) and custom APIs. A Standard Trigger can be set to run either automatically or run manually.

A Starting Point is the first step in a Workflow process and initiates Actions to be automatically performed. Starting Point examples could be : the status change of an asset or the completion of a Job. One or more Actions are added to a Starting Point and can be either Scheduled (to occur at a specified time/ date) or Immediate (to occur straightaway).

Every field on a form requires a unique (for that particular form) Tag name. The Tag name is used to help reference that field for other parts of the system e.g. on a Word based Layout you would place the Tag for field where you would like the answer/data entered onto the form when it was filled in to be be visible. Tags can also be used as part of a Trigger and Custom layouts including html email bodies. A Tag name must NOT begin with a space or a number.

The Team Plan is the middle subscription level to the Online Forms Module. The price, number of Admin Licenses and unique forms is displayed on the pro-Forms website at https://www.pro-forms.co.uk/pricing-web.php

Themes can be created, saved and applied to Online Forms. A Theme can set logos, colours, fonts and other branding for how the form will look when displayed in a browser.

The Ultimate Plan is the top subscription level to the Online Forms Module. The price, number of Admin Licenses and unique forms is displayed on the pro-Forms website at https://www.pro-forms.co.uk/pricing-web.php

Please see the entry for Form Submission.

The Location of a user can be obtained from the pro-Forms app on a mobile device. There are several requirements however : permissions must have been set within the Work Group to collect location data from each user; location services must be active on the device (not a pro-Forms app setting); the device must be able to get a satellite fix; the type of location reported will depend on the permission granted in the Work Group.

A term describing a set of rules that determine whether a field on a form is displayed to the form user in either the mobile app or Online Form. For example a question 'Was the machine left working?' with answers of 'Yes' and 'No' might then have a following question of 'Please describe why not' which is only made visible if the answer 'No' is selected to the first question. Visibility options can be found in the Advanced tab when editing a question.

A User type that can be selected against a User account. This account type provide the user with access to the browser based Work Group. Accounts that ONLY have this type selected against them are NOT charged for. An account with BOTH Web and Mobile user WILL be charged for.

The browser based administration area for a company subscribing to the pro-Forms system. Users with an account type of 'Web User' will be able to access the Work Group. Permissions for what features and whether it is View Only or View & Edit can be set for each Web User. Using the Work Group a company can : Build forms, add Sharing rules, administer Users, set GDPR rules, subscribe to additional system Modules etc.

Is a set of actions that can be set to be performed automatically by the system against specific system modules such as Assets. Each Workflow is made up of a Starting Point and then one or more Actions. Workflows are a powerful way of automating low-level administrative tasks so removing pressures from staff to remember and find time to carry out actions. An example workflow could be : to send an email to the head of maintenance to inform them that the status of a piece of machinery has been changed to 'Not working'. The Starting Point would be the asset status change and the Action would be the sending of the email. A secondary action could then be to automatically raise an inspection job to investigate why the machine is no longer working.