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Managing forms on jobs

Manage industry forms and certificates on the job screen, including how to create, edit, void, and email documentation.

The Forms tab is the compliance and paperwork hub for a specific job. It stores all digital documentation, including industry-standard certificates (like Gas Safety records) and custom company checklists.

Managing your forms directly on the job record ensures that critical compliance data is securely stored, easily accessible, and perfectly aligned with the work completed.

All job forms are generated using custom form templates. Read more about adding new form templates.

Viewing and managing job forms

While technicians typically complete forms on-site using the mobile app, office staff use this tab to monitor compliance and review the details of submitted paperwork.

To get started, open the job record and navigate to the Forms tab.

Understanding the forms grid

The main grid displays all active, draft, and voided forms associated with the job. Each row identifies the form name, its unique number (or draft status), and the user who created it.

Alongside the user's name, a device icon identifies where the form was created:

  • Globe icon: Created via the web browser (office staff).

  • Apple / Android icon: Created on a mobile device (technician).

Filtering and sorting forms

If a job has a large history of documentation, you can use the toolbar at the top of the grid to narrow down the list:

  • Filtering: Click the Filter icon to find forms based on their draft status, the device used to create them, or specific users.

  • Sorting: Click any sortable column header (such as Form name, Number, Created, or Sent) to organize the grid in ascending or descending order.

Previewing and sending forms

Before sending a certificate to a customer, you can preview the generated PDF to check for accuracy and completeness.

  1. Locate the form in the grid and click the row, or click the Send action.

  2. The preview side panel will open, displaying the form using your browser's native PDF viewer.

Sending completed forms

Once you have reviewed a form, you can distribute it to the customer directly from the preview panel.

  • Click Email to open the email composer. The message will be pre-populated with your company's form email template and the PDF will be attached automatically.

  • Click Print to generate a tracked printable version of the PDF. The form will open in a new browser tab and can be saved to your computer or printed.

    • This does not directly print the document.

After using either of these Commusoft buttons, the Sent column in the grid will update to reflect the method, the user, and the timestamp of the action.

Important: Browser controls vs. Commusoft buttons

Because the preview uses your browser's built-in PDF viewer, you may see native browser icons (such as a printer or download arrow) at the top of the PDF.

Note: If you use the browser's own print or download buttons, Commusoft cannot track that action. To ensure the "Sent" status is accurately recorded on the job timeline and in the grid, you must use the purple Print or Email buttons located at the bottom of the side panel.

Creating a new form

While most forms originate in the field, office staff can manually generate forms from the web app when needed.

  1. Click Add new form at the top of the tab.

  2. Select the required Form template from the dropdown menu.

  3. The digital form will open in a side panel. Fill in the necessary fields.

    • Tip: For signature fields on the web, you will be asked to type a name and select a font style to represent the signature.

  4. Click Save and complete to finalize the document, or select Save as draft if you need to finish it later.

Editing forms

You can edit both draft and completed forms from the web app, but it is important to understand how saving affects the document's history.

  1. Click the Edit action link on the far right of the row.

  2. The side panel will open, pre-populated with the form's existing data. Make the required changes and save.

Important warning for completed forms: While you can edit a completed form, re-saving it will update the "Completed by" user and timestamp to reflect the person making the current edit. To maintain absolute accuracy for auditing and avoid altering the original technician's details, it is highly recommended to clone the form on the mobile app and make edits to the new version instead.

Voiding vs. deleting forms

If a form is raised in error, you can remove or invalidate it. The action you take depends entirely on the form's current status.

Deleting a draft form

Draft forms have not been officially submitted and can be permanently deleted.

  1. Click the Delete action link on a draft form row.

  2. Type the word DELETE into the confirmation box and click confirm.

Voiding a completed form

Once a form is marked as completed, it cannot be fully deleted to preserve the audit trail. Instead, it must be Voided.

  1. Click the Void action link on a completed form row.

  2. Type the word VOID into the confirmation box and click confirm.

The system marks the form as voided and overlays a permanent watermark on the PDF. The record remains visible in the grid for reference, but it cannot be used officially.

Read more about the job record and the job tabs.

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