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How to set up and manage Job report workflow templates

job report, workflow, templates, on-site tasks, mobile form, job questions, leave questions, on site

Updated this week

This article contains details about an On the Horizon feature: On-site tasks.

Job leave workflow templates allow you to create custom workflows that engineers/technicians can use to collect all necessary information when they are leaving an appointment.

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.

What plan are Job report workflow templates available on?

Plan name

Client region

Plan includes job report workflow templates

Legacy Plans

All

No

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

How to access job leave workflow templates

➡️ Go to your Profile icon → Choose Settings → Locate Job settings in the Categories menu → Click View next to Job leave workflow templates

How to add a new template

➡️ Click Add new template

Step 1: Basic details

  • Enter a descriptive name in the Template name field.

    • Click Continue.

Step 2: On-site tasks

Add specific tasks that engineers/technicians must complete on-site as part of the job report workflow. By default, these tasks are mandatory and must be completed before the user can leave the site.

  1. Click on Add new on-site task.

  2. Select the Type of task: All actions that can be assigned as a task are listed here for selection. Select a task type from the dropdown menu:

    • Forms: This assigns a specific form for the engineer/technician to complete.

      1. Assign a custom form: Select the desired form from the Forms dropdown menu.

        • You can browse through folders and templates to find the correct form.

      2. Link assets to the task: Select the Type for how assets should be assigned to this form:

        • Don't assign assets: No link to job assets, the task is complete when the selected form is completed.

        • Create 1 task per job asset: For every asset that is assigned to the job, a form will need to be completed.

        • Create 1 task and put all job assets on the task: One form will be required for all assets assigned to the job.

        • Whitelist specific assets: If assets will be used, you can specify which assets should be used for this task.

    • Labour: Set a specific type of labour for the engineer/technician to add.

      1. Type of labour: Select a type of labour to be completed for each appointment.

        • Each type of labour required should be added as a separate task.

        • When the engineer/technician is completing the task in the mobile app, the type of labour cannot be changed.

  3. Add a description: This will be the name of the task and is visible to the engineer/technician on the job.

  4. Make the task optional: Tasks are mandatory by default, tick the Allow this task to be skipped box to remove the restriction.

    • If the task is skipped, you will see a skipped task when reviewing the appointment details.

  5. Save the task to add it to the list.

  6. Click continue to move to the next step.

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

Step 3: Mobile form design

Using the form builder, you can add various types of inputs, such as text fields, numbers, dates, and checkboxes, to collect specific data. For a detailed guide on the input types and options available, refer to our article on How to use the form builder.

  1. Build a customised form that your app users will complete when they leave an appointment.

  2. Click continue to move to the next step.

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's signature is required to sign of on the job when the engineer/technician is leaving the property.

  1. Enable the signature: Under "Is a customer signature required?", select Yes or No.

    • Add a signature message: If you select Yes, enter a Signature message. This message will be displayed to the customer (e.g., "I confirm the engineer has completed the works required.").

  2. Click continue to move to the next step.

Step 5: Job descriptions

In the "Select the job descriptions that may apply to this template" field, begin typing the name of the job description.

  1. Select the desired job description from the dropdown list that appears.

  2. Repeat to add all relevant job descriptions.

  3. Click Save.

    • You will be prompted to either activate the template or save it as a draft.

      1. To activate the template, type 'Activate' in the box and click the Activate button.

      2. 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 and customer signature can no longer be edited directly within this template. You should follow version control steps for any further changes.

  • 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 report 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 report workflow template depend on its current status.

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

➡️ 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.

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.

  1. Change the name: On Step 1: Basic details, edit the name.

    • Click continue to save any changes made.

      • The change will be saved at this point, and you can navigate away if no further edit is required.

  2. Change the job descriptions: Click Step 5: Job descriptions.

    1. Click the x to remove a job description template.

    2. Add any job description templates to the list.

    3. Click Save.

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

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.

  1. Under the Actions column for the desired template, click Clone.

  2. Confirm the action by typing "Clone" in the confirmation box, then click Clone.

  3. The new draft template will appear in the list with its original name preceded by 'Clone_'.

  4. You can now edit this cloned draft template as needed.

How to delete a template

The delete options for a job report 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.

    1. In the confirmation box, type 'delete'.

    2. 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.

    1. In the confirmation box, type 'archive'

    2. Click the Archive button.

    3. 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 report 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.

  1. Click on the Import template button.

  2. Locate and select the .zip file from your file explorer.

  3. 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 a template from the marketplace

The marketplace stores all premade templates ready to use or customise further.

  1. Click Add from Marketplace

  2. Browse available templates or use the search bar

  3. Select View preview to see the mobile form layout

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

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 integration 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?

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➡️ Go to your Profile icon → Get support → Ask a question

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