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Setting up job report workflow templates

Learn how to configure Job report workflow templates to standardise data collection and processes for engineers leaving a site.

Updated this week

Job report workflow templates allow you to create forms and tasks that engineers must follow while attending an appointment. These workflows ensure that all necessary information is collected by combining mobile forms, on-site tasks, and customer signatures. You can set up different templates for various job types to ensure the correct process is followed for every specific requirement.

Key benefits:

  • Standardisation: Ensure every engineer follows the exact same process when completing a job.

  • Data integrity: Mandatory tasks prevent users from leaving a site without collecting critical data or signatures.

  • Flexibility: Create specific workflows for different job descriptions, such as installations versus emergency call-outs.

What plan are job report workflow templates available on?

Plan name

Client region

Plan includes job report workflow templates

Legacy Plans

All

No

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--------------

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Go Paperless

UK

Yes*

Customer Journey

UK

Yes

Automation

UK

Yes

--------------

--------------

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All-in-One

US

Yes*

Customer Journey

US

Yes

Field Automation

US

Yes

*On-site tasks is available on the Customer journey plan and above.

How to access job report workflow templates

➡️ Click your Profile icon → Select Settings → Select the Job category → Click View on Job report workflow templates

The Job report workflow templates settings screen allows you to manage your templates using a folder structure. This helps keep your workflows organised and easy to navigate, for example, if you serve multiple industries you can create folders for HVAC and electrical workflows.

Find out more about organising your folder structure.

Important

  • The Job report workflow templates setting is only accessible by Owner/Manager users.

  • Job description templates are required for job report workflows to function.

Add a new template

To start building a new workflow configuration from scratch:

➡️ Click Add new form
​

Step 1: Basic details

  1. Enter a descriptive name in the Template name field.

    • This is an internal name that will be displayed on the appointment in the diary to identify the assigned workflow that the engineer will need to complete.

  2. Click Continue.

Step 2: On-site tasks

Add specific tasks that must be completed on-site, for example, add a mandatory task to add a form on the job and ensure this is completed before the engineer can leave site.

  1. Click Add new on-site task.

  2. Select the Type of task and configure the required details.

    • Each task type has different fields required to configure.

  3. Click Save to add the task to the list.

  4. Repeat for any additional tasks.

  5. Click Continue to move to the next step.

For a comprehensive guide on task types, check out the article on configuring on-site tasks.

Step 3: Mobile form design

You can build a customised form that users complete when leaving an appointment.

  1. Use the form builder to add inputs like text fields, dates, and checkboxes.

  2. Click Continue to move to the next step.

Example job report questions

Here are a few examples of questions you might include to gather valuable data from your engineers before they leave a job:

  • "Is the customer interested in a service plan?"

  • "Are there any findings on the property to log?"

  • "Were there any notable issues?"

💡 Tip

  • For a comprehensive guide to building forms and input types, see Using the form builder.

  • Job report workflow templates are limited to using the standard page type. If an asset is required, consider using a custom form instead, which can be assigned as an on-site task.

  • For further training on input types, check out the Academy course on Custom forms.

Step 4: Customer signature

Decide if a customer must sign off on the job before the engineer leaves.

  1. Enable the signature: Select Yes or No under "Is a customer signature required?".

  2. Add a signature message: If you selected Yes, enter the text the customer will see (e.g., "I confirm the engineer has completed the work").

  3. Click Continue.

Step 5: Job descriptions

Assign the template to the relevant job descriptions so the system knows when to use it.

  1. Begin typing the name of a job description in the search field.

  2. Select the correct job description from the list.

  3. Repeat this for all relevant job descriptions.

  4. Click Save.

Activating the template

After saving, you must choose to activate the template or keep it as a draft:

  • To activate: Type Activate in the confirmation box and click Activate.

  • To save as draft: Leave the box empty and click Save as draft.

Note

  • Once a job report workflow template is active, the mobile form and customer signature sections cannot be edited directly. You must clone it to make structural changes.

  • You can also assign the workflow template to a job description in the Job description template.

Edit a job report workflow template

The editing options depend on whether the template is in draft or active status.

  1. Locate the template in your list.

  2. Click Edit in the Actions column.

Remember to click continue or save when making edits to a step to ensure all your changes are saved before navigating away.

Draft status

If the template is a draft, you can freely edit all sections, including the mobile form design, customer signature settings, and assigned job descriptions.

Active status

If the template is active, you can only edit the Template name and the Job descriptions. This restriction prevents data conflicts with live diary events.

  • To change the name: Edit the name in Step 1 and click Continue.

  • To change job descriptions: Go to Step 5, remove or add descriptions, and click Save.

For any significant changes to the workflow's structure, it is recommended to clone the template and then edit the cloned template.

Clone a job report workflow template

If you need to make significant changes to an active template, it is recommended to clone it first. This creates an identical copy in draft status.

  1. Click Clone in the Actions column for the desired template.

  2. Type Clone in the confirmation box and click Clone.

  3. The new draft will appear in your list with "Clone" prefixed to the original name.

Delete or archive a job report workflow template

You can remove templates you no longer need. The action available depends on whether the template has been used on jobs.

Delete a template

If a template has never been used, it can be permanently deleted.

  1. Click Delete in the Actions column.

  2. Type delete in the confirmation box.

  3. Click Delete.

Archive a template

If a template has been used on jobs, it must be archived to maintain data integrity. It cannot be permanently deleted.

  1. Click Delete in the Actions column.

  2. Type archive in the confirmation box.

  3. Click Archive.

Important

  • Deleting or archiving a template is an irreversible action.

  • Once archived, the template will no longer be visible and cannot be viewed.

Import and download templates

You can back up your template configurations or share them between accounts by downloading and importing them as zip files.

Download a template

You can download a template as a zip file to share or back up your configuration.

  1. Click Download in the Actions column.

  2. The zip file will save to your computer's default download folder.

Warning

  • Do not rename the downloaded .zip file. The filename is required for the system to recognise the configuration. If you wish to rename the template, please edit it in the system before downloading.

  • The .zip file is password-protected to ensure the data remains valid. You do not need to extract the files; simply upload the .zip file directly when importing.

Import a template

You can import a template zip file to set up a workflow quickly.

  1. Click Import template.

  2. Select the zip file from your computer.

  3. The template will be added as a draft with "Import" at the start of its name.

Add from Marketplace

The marketplace contains premade templates that are ready to use or customise.

  1. Click Add from Marketplace.

  2. Browse the list or search for a specific template.

  3. Select View preview to see the layout.

  4. Select Add job report workflow to add a draft copy to your list.

💡 Tips

  • If you've already added a job report workflow from the marketplace, you'll see a check mark on the card.

  • You can add as many copies of the same job report workflow template as you like from the marketplace.

  • We'd recommend renaming the templace once you've added it from the marketplace to align with your needs.

Common questions

💭 Is the 'On-site tasks' feature compatible with the Worcester Bosch job integration?

No, the 'On-site tasks' feature is not currently compatible with the Worcester Bosch job deployment platform (JDP) because the specific certificate required by the integration cannot be assigned as an on-site task. On-site tasks is only compatible with custom forms.

Example use cases

💡 Documenting labour time for complex installations

For large installation projects, create an "Installation Completion" workflow template. Include an on-site task with a "Labour" type to prompt engineers to accurately log their time spent on various aspects of the installation before marking the job as complete.

💡 Providing specific instructions for emergency call-outs

Develop an "Emergency Call-out Workflow" template that includes a detailed job description outlining initial assessment steps and safety precautions for engineers.

🤖 Still need help? Ask AI:den, your 24/7 support assistant.
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