Forms

IronSight Forms lets field workers, supervisors, safety advisors, managers, and administrators submit, review, and steward tasks arising from a form submission — on the desktop platform and the mobile app.

Forms capture extra details tied to specific jobs, locations, or situations — think Production Accounting Forms, Checklists, Hazard IDs, or JSAs. This guide covers how forms work for Field Workers, EP Admins, and SP Admins, plus how to find and filter form submissions.

At a Glance: Types of Forms

For EP Admins: Job Forms

Job Forms ensure specific data is captured before a job can be completed — used when an Activity requires mandatory field data (e.g., a Production Accounting Form) before work is considered done.

How a form becomes a Job Form:
Forms are built and categorized by the IronSight team. To get a new Job Form set up (or to make an existing form required for an Activity), reach out to your IronSight contact with what you need — they'll build the form and place it in a Job Form Category in the Admin Portal.

Good to know:

• Job Forms become required the moment a job is saved — this means dispatch can use them to add extra details to a job before it's even scheduled
• There's no limit to how many Job Forms can be attached to a single Activity
• Job Forms are primarily filled out by drivers/field workers to capture data about the job they just completed

How Field Workers Use Forms

Completing a Job with Forms

When an Activity has a required Job Form attached, it becomes mandatory for the field worker as soon as the job is saved — they won't be able to mark the job complete until it's filled out. With Job Stops enabled, forms may prompt the field worker at multiple points during the job (e.g., at pickup and at drop-off), not just at the end.

Here's what that looks like for them:

1. Open the job and scroll to the Attachments section
2. Tap the required form to open it
3. Fill in all required fields
4. Submit — the job can now be completed

Adding an Ad Hoc Form to a Job

Sometimes a field worker needs to add extra information to a job that isn't part of the standard required forms — a one-off note or situational detail. Since this is an Ad Hoc form, it can still be added or edited up until the job is approved.

Here's what that looks like for them:

1. Open the job and go to Attachments > Forms
2. Search for the form needed
3. Fill it out and submit

Completing a Form Outside of a Job

Some forms — like Hazard IDs or Wildlife Observations — don't need to be tied to a job at all. If a field worker spots something that needs reporting, they can submit a form immediately, regardless of what they're currently working on.

Here's what that looks like for them:

1. Go to the Forms tab (Mobile or Desktop)
2. Select the relevant form
3. Fill it out and submit

Some Ad Hoc form submissions generate a Form Action — a follow-up task assigned to a User, Company, or Team for review or resolution. If a field worker's submission requires follow-up, this option appears when they complete the form.

Finding & Filtering Forms

Filtering on the Form Submissions page (Forms in the left navigation) happens in a left-side filter panel.

Filter panel layout:

• Saved views — three presets sit at the top: Everything, My submissions, and Assigned to me, each showing a submission count
• Date picker — a calendar to narrow results to a specific date or range (defaults to "Showing all dates")
• Expandable filter sections — five accordion-style filters, each expandable by clicking to reveal its options:
  • Business units & users
  • Forms
  • Action
  • Locations
  • Tags

To filter forms:

1. Pick a saved view (2) to start from.
2. Optional: select a date or range in the calendar (3).
3. Click any filter section (4) to expand it, then select the values you need.
4. Repeat for other sections to narrow your results further. The submission count (5) at the bottom of the list updates as you filter.

Results table: Shows ID#, Date submitted, Form name, Submitter, Subject, Location, Assignee, Actions, Tags, and Job Number.

To export your current results, click Download CSV (6) in the bottom-right corner.

Finding forms with actions

On the Form Submissions page, expand the Action filter to show only submissions in a certain state:

• None: no actions on the submission.
• Required and unassigned: actions need to be assigned to someone.
• Required and assigned: actions are assigned but not yet completed.
• Completed: all actions are done.

You can also use the Look for... search box at the top of the Action filter to find an option quickly.

Check regularly: Review Required and unassigned often so no actions are missed.

Tell your assignees: They can click Assigned to me in the saved views to see the forms you need to action.

Form Actions

Some Ad Hoc forms automatically create follow-up tasks called Form Actions when certain questions are answered a certain way. Each action is set up for its form. It could be a corrective task, an approval, or another follow-up step.

Good to know:

• Form Actions are only available on Ad Hoc forms, not Job Forms.
• Some forms create more than one action.
• An action must be assigned before it can be completed.

Reading the Actions column

On the Form Submissions page, the Actions column shows how many actions are complete out of the total:

• 0/1 (red): the action is still open.
• 1/1 (green): all actions are complete.
• –: the form has no actions.

The Assignee column shows who each action is assigned to.

Finding forms with actions

On the Form Submissions page, expand the Action filter to show only submissions in a certain state:

• None: no actions on the submission.
• Required and unassigned: actions need to be assigned to someone.
• Required and assigned: actions are assigned but not yet completed.
• Completed: all actions are done.

You can also use the Look for... search box at the top of the Action filter to find an option quickly.

Check regularly: Review Required and unassigned often so no actions are missed.

Tell your assignees: They can click Assigned to me in the saved views to see the forms they need to action.

To assign a form action:

1. Go to Forms and click a submission with a red pill in the Actions column.
2. In the panel that opens, click Assign to...
3. Search for or scroll to the company, team, or user responsible, and select them.

The banner at the top updates to show who the action is assigned to, and the main button changes to Complete All Actions.

To change who it's assigned to, click Reassign next to the assignee's name in the Actions section.

To complete a form action:

1. Open the form submission.
2. In the Actions section, read the instructions under each action.
3. Click Complete All Actions.
4. In the Completion Comment box, describe what was done.
5. Click Submit.

The pill in the Actions column turns green, for example 1/1.

Important: Completing an action can trigger other steps. For example, it might create a work order in another system. Always read the instructions under the action before completing it.

Completing a Form Outside of a Job

Some Ad Hoc forms automatically create a Form Action when certain questions are answered a certain way. This is a follow-up task that you assign to a company, team, or user. See Form Actions below for how to assign and complete them.

Here's what that looks like on mobile:

1. Tap Forms in the bottom navigation bar.
2. Tap the blue + button in the bottom-right corner.
3. Select the relevant form.
4. Fill it out and submit.

Here's what that looks like on desktop:

1. Click Forms in the left navigation.
2. Click + New form submission in the top-right corner.
3. Select the relevant form.
4. Fill it out and submit.

The new submission appears in the list on the Forms page. If you don't see it right away, click the refresh button next to the Form Submissions title on desktop, or pull down to refresh on mobile.

Tip: Only add a form to a job if the information is about that job. For anything unrelated, like a hazard spotted on site, submit the form on its own from the Forms tab.

Downloading a Form PDF

You can download any form submission as a PDF to save, print, or share.

To download a form PDF:

1. Click Forms in the left navigation.
2. Find the submission using the saved views or filters, then click it to open it.
3. In the panel that opens, click Download PDF. It's below the main button near the top.

The PDF downloads to your computer.

Have questions? Contact us at [support@ironsight.app] and we'll help you out.

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