Automatically Updating Equipment Details via Forms

In this article:

• Fields that can be updated
• Updating your Forms
• Triggering forms from update fields

Keeping your equipment information up-to-date is crucial for maintenance and compliance. To make this seamless, you can now use a special answer type in your forms to automatically update key details in an Equipment Profile, like odometer readings or expiry dates, directly from the mobile app.

This is all handled by the enhanced "Maintenance Value" answer type in the Form Builder.

Fields that Can Be Updated

When you use this answer type in a form, you can choose to update any of the following fields on an Equipment Profile:

• Certificate of Fitness (CoF) Expiry Date
• Hours in use
• Hubodometer
• Last Maintenance Date
• Last Maintenance Value
• Next Inspection Date
• Odometer
• Registration Date
• Registration Expiry Date
• Road User Charge (RUC) Rate
• Roadworthy Certificate Expiry Date
• Safety Inspection Expiry Date
• Warrant of Fitness (WoF) Expiry Date

Updating Your Forms

Step 1: Setting Up Your Form

First, add the following answer type to the right form (like your Vehicle Pre-start Check).

• Log in to the Admin Console and go to the Forms page.
• Edit an existing form (click the pencil) or create a new one.
• Edit an existing question or Add a new question (e.g., "What’s the current Odometer reading?").
• Open the Answer Type dropdown, and select Maintenance Value
• In the question settings, pick the field you want this question to update (e.g., Odometer, Rego, RuC, Safety Inspection date, etc).
• Save

Step 2: Updating the Details on Mobile

Once the form is set up, your team in the field can fill it out to send the new data back to the Equipment Profile.

• Log in to the Mobile App.
• Find and open the relevant form.
• Navigate to the question you just set up and tap on it.
• First, use the Equipment Picker to select the specific piece of equipment you are recording data for.
• Next, input the new number or date value.
• Use the tick button to save your answer.
• Complete and save the rest of the form as usual.

Once the form is saved, the value you entered will automatically update the corresponding field in the selected Equipment Profile.

Triggering Tasks from Updated Fields (Pro Tip)

This feature becomes even more powerful when you use the automatically updated data to trigger recurring tasks. For example, you can schedule maintenance on a vehicle every 10,000 kilometres based on its odometer reading.

Here’s how to set it up:

1. From the Equipment tab in your Admin Console
2. Go to Task List, create a new task.
3. Fill out the Task Details as required.
4. In the Schedule & Notify section, set the schedule to Repeats.
5. Under the "Based on" dropdown, select the field that will trigger the task (e.g., Odometer).
6. In the "Repeat Every" value, enter the threshold (e.g., 10000 for kilometres).
7. Finish setting up the task, making sure to assign it and attach any necessary forms (like a maintenance checklist).
8. Save the task.

Now, every time the odometer reading for that vehicle passes the next 10,000km increment (based on the data submitted from your forms), a new maintenance task will automatically be created and assigned.