Form Submission Guide - Web version

Table of Contents

1. Conducting a form on the web app
    1.1. About drafts
2. Form options
3. Form submission workflow
4. Troubleshooting and FAQ

For steps to create and submit a form on the mobile app, see the article here.

1. Conducting a form on the web app

Before starting a form, form templates should be created for your site. Site Managers and Site Admins will be able to create form templates. If you are an employee with form template editing permissions and wish to read more about creating form templates, see the article here.

Once a form template is available on your site, you can start conducting a new form with the template. We will create a new inspection in the Inspection tab for this section. The same steps would apply to create a new incident or meeting in the Incident/Hazard and Meetings modules.

How to create and submit a form:

1. Click on the "Start New Inspection" button on the left of the screen to pull up the list of forms
   
   
   
   
2. Select the form you want to use from the pop-up menu.
   
   
   
   
3. Select a site from the dropdown and click the 'OK' button. This will be the site where the form will be submitted. The manager assigned to the site will receive a notification once you have submitted the form.
   
   
4. The "General Information" header at the top of the form is system-generated and is the same for all your company’s forms. 
   
   The Organization, Site, Prepared By, and Date fields will automatically populate with your data. If you have membership to more than one site, use the arrow to pull up a menu of your sites to select the correct one.
   
   There may be some custom headers added to a site's forms by your site admin or manager that may not be automatically populated and can be individually filled. An asterisk (*) next to a header field will indicate that the field needs to be filled in before the form can be submitted.
   
   

Scroll down through each question, entering all relevant data in the correct fields.

Within each question, you can do the following (limited to specific question types - see the 'Form actions' section for more info): 

• Create Action Items 
• Click on the Paperclip icon to add photos from your device
• Click on the Paperclip icon to add assets
• Click on the Paperclip icon to add Employees from the list of employees assigned to the site where the form is being submitted

4. Once you have entered all relevant data, click on the "Submit" button at the bottom of the form to submit it to your organization for sign-off.

Two other options will show up after clicking the "Submit" button:

• Save the form as a draft to be revised/edited later
• Submit the form to your Supervisor or Manager for review. Your company’s account has already been set up so that once you submit a form, eCompliance will automatically notify the Supervisor/Manager at the site that the form has been submitted.

1.1. About drafts

Both the web and app auto-save work as a draft every 60 seconds. The Save Draft button appears when you click Submit.

Please note, Save Draft keeps the version on your device's app only. This means that if you uninstall the app on your device, your form will be deleted, or if you use a second device or desktop the saved draft will not appear.

Drafts created on the web app can only be accessible on the web app and if created on the mobile, the drafts will only be accessible on the mobile app. 

If a draft has not been submitted on the web app, a 'draft' status will appear for the form. 

2. Form options

Clicking on the 'Options' button will allow you to choose between the following:

• Request a revision
• Generate a PDF version of the form
• Get a Score Summary (This option is only available for scored forms) 
• Delete the form

*If you are a manager or an employee with 'Sign off' permissions, clicking on the 'Options' button will give you an additional option to sign off the form.

3. Form submission workflow

4. Troubleshooting and FAQ

Why can't I select a different site or another specific one after starting a form? 
A site will not be shown under the site dropdown if the form template you are using is unavailable under the site you wish to choose. 
Sites will also be unavailable in the site dropdown if the form template was modified after or when the form was started. 

Why can't I find a specific form name when starting a form?

The form template you want may not be available on the site you are currently on. You can change your site by clicking on the site navigation icon at the top of the page .

Can I edit a form that has already been submitted?

You can edit a submitted form if it has not been signed off and locked. When you edit a submitted form and resubmit it, another email notification will be sent to your sign-off manager to notify them that the form has been submitted again.

What is the maximum file attachment size allowed?

The maximum file attachment size is 10MB.