Job arrive workflow templates allow you to create custom workflows that engineers/technicians can use to collect all necessary information when they arrive at an appointment and before they carry out any works on site.
These workflows are highly customisable to your business needs and can be built using a combination of mobile forms, customer signatures, or both. Each part works together to create a complete workflow. You can set up different workflow templates for various job types or specific requirements, ensuring that each task has the appropriate information gathering process.
How to access job arrive workflow templates
➡️ Go to your Profile icon → Choose Settings → Locate Job settings in the Categories menu → Click View next to Job arrive workflow templates
How to add a new template
This section guides you through creating a new job arrive workflow template, step-by-step.
➡️ Click Add new template
Enter the template name: This name is for your internal reference and helps you identify the workflow.
Design the mobile form: This step allows you to build a custom form that your app users will complete upon arrival at an appointment.
You can add various types of inputs, such as text fields, numbers, dates, and checkboxes, to collect specific data.
For a detailed guide on how to create and manage these forms, refer to our article on How to use the form builder.
Set up the customer signature: Here, you can decide if a customer's signature is required as part of this specific workflow.
This can be configured independently, even if you choose not to include a mobile form.
Add job descriptions: This step is essential for the template to be active and usable. You must link at least one pre-defined job description to this template. This ensures the workflow is associated with relevant job types.
Click Save: You will be prompted to either Activate the template or Save as draft.
To activate the template, type 'Activate' in the box and click the Activate button.
To return to the template later, leave the box empty and click Save as draft.
Once activated and assigned to job descriptions, the mobile form can no longer be edited directly within this template. Clone the template to edit the mobile form or signature settings.
You can also assign the workflow template to a job description in the Job description template.
How to download a template
You can download a job arrive workflow template as a .zip file. This file contains the full configuration of the template. The .zip file will be downloaded to your browser's default download directory (typically the 'Downloads' folder on a Windows machine).
➡️ Under the Actions column for the desired template, click Download.
The name of the downloaded .zip file should not be edited, as it is part of the template's configuration and is used by the system. Any desired edits to the template's name should be done within the system prior to downloading or after re-importing.
The .zip file is password-protected upon generation with a random, inaccessible password to ensure the configuration files remain intact. There should be no reason to extract the files from the .zip.
How to edit a template
The editing options for a job arrive workflow template depend on its current status.
➡️ Under the Actions column for the desired template, click Edit.
Draft status: If the template is in draft status, you can freely edit all sections of the template, including the mobile form design, customer signature settings, and assigned job descriptions.
Remember to click Continue or Save to ensure all your changes are saved on the current page before navigating away.
Active status: If the template is active, you can only edit its name and the assigned job descriptions directly. This limitation is in place because diary events rely on the data configured in active workflow templates. Any edits made to actively used templates can cause data conflicts and inconsistencies in your system.
For any significant changes to the workflow's structure (like mobile forms or signature requirements), it is recommended to clone the template first.
How to clone a template
If you need to make significant edits to an active workflow template, it is recommended to clone it first. Cloning creates an identical copy of the template in draft status, allowing you to make changes without affecting the live version.
Under the Actions column for the desired template, click Clone.
Confirm the action by typing "Clone" in the confirmation box, then click Clone.
The new draft template will appear in the list with its original name preceded by 'Clone_'.
You can now edit this cloned draft template as needed.
How to delete a template
The delete options for a job arrive workflow template depend on whether it has been used on any jobs.
➡️ Under the Actions column for the desired template, click Delete.
Delete the template: The template has not yet been used on any jobs and can be fully deleted from the system.
In the confirmation box, type 'delete'.
Click the Delete button to permanently remove the template.
Archive the template: If a template has been used on any jobs, it cannot be permanently deleted. Instead, it must be archived to maintain data integrity.
In the confirmation box, type 'archive'
Click the Archive button.
Once archived, the template will no longer be visible in your active list.
Deleting or archiving a template is an irreversible action.
Once archived, the template will no longer be visible and cannot be viewed.
How to import a template
You can import existing job arrive workflow templates that are provided as .zip files. These files contain the complete configuration needed to set up all the steps within the workflow. It is important to upload the .zip file exactly as it is; do not extract its contents.
Click on the Import template button.
Locate and select the .zip file from your file explorer.
The imported file will be added to your list of templates as a draft, and its name will begin with 'Import_'. You can then edit or activate it as needed.
How to add from marketplace
The marketplace stores all premade templates ready to use or customise further.
Click Add from Marketplace
Browse available templates or use the search bar
Select View preview to see the mobile form layout
Select Add job arrive workflow to add a draft copy to your list of templates
How to organise your templates
You can use folders to keep your job arrive workflow templates organised and easy to find.
Create sub-folders: Each folder can contain up to 5 sub-folders, allowing for a structured hierarchy.
Click on Add new folder in the left-hand navigation pane.
Enter a Folder name in the pop-up window.
Click Save.
Drag and drop templates or folders:
To rearrange templates or folders, simply click and drag them to the desired folder in the left-hand navigation pane. This allows you to easily move items into or out of folders.
Bulk move templates or folders:
To move multiple templates or folders at once, tick the checkboxes next to the items you wish to move.
Once selected, drag and drop them into the target folder.
Search for templates:
Use the search bar located at the top of the template list to quickly find specific templates or folders.
If you search from the top-level folder, the system will return results from every sub-folder within the entire structure.
If you search within a specific folder, only results within that folder and its direct sub-folders will be shown.