What is this feature?
To provide further customizability on forms, managers now have the ability to add reference files (documents and images), to form template headers or to any questions in form templates (incidents, inspections, or meetings).
When an employee or manager opens a form with reference files, they will view the form contents along with the attached reference files within the header or for specific questions.
This feature can be used by safety managers to provide further guidance to front-line staff when completing a form, ultimately improving the information received and reducing the amount of time to complete it.
What are the capabilities of this feature?
Safety managers can:
Upload documents and images to form header questions and form questions on the form template
Upload public documents to form header questions and form questions on the form template
Mandate that documents and images be downloaded onto their team’s mobile device (within the eCompliance mobile app)
Front-line staff can:
View attached documents and images on forms
Download documents and images on forms onto their mobile device (within the eCompliance app) or their computer
Choose whether the reference documents and visuals should be downloaded via wi-fi or their mobile data
Is this feature for all 3 form modules (Inspections, Incidents, & Meetings)
Yes, this feature works for all 3 inspection modules within eCompliance.
Are there additional permissions required to use this feature?
Any user that has the permission to edit form templates can use this feature. There are no additional user permissions that are required.
When was this be released?
This feature was released in October 2022.
Is there a minimum mobile version required to use this feature on the eCompliance mobile app?
Yes, all users must be on at least eCompliance mobile version 7.9.
Adding reference files to form templates
How does one attach reference files to form templates?
View this short video for a demo on how to attach reference files to form templates.
What type of documents and files can be attached to a form template?
You can either link public documents from the Documents module or upload files stored on your computer. The supported file types can be found in this support article.
Do note that each file cannot exceed 10MB.
What happens if a user tries to upload a file that exceeds 10MB?
They will be presented with an error message on the web app that their upload cannot exceed 10MB.
Is there a limit to how many reference documents can be added to a form template?
The header and each question on the template can have up to 10 reference documents. However, there is no limit to the number of reference documents there can be on the overall template.
How does a user upload public documents?
Once a document is uploaded in the Documents module and set to public, safety managers can upload these documents on the form template for their team to view.
What about public documents that are shared via URL in the Documents module, are these supported?
These documents can not be attached to a form template. Only documents where the file has been uploaded to the Documents module and set to public can be uploaded.
How does this feature affect form PDFs?
The document name and visuals will be displayed on the form with the associated question in the template header however it will not be displayed in the appendix.
Will these documents and images be displayed in the form appendix?
No, there is not a separate section in the form appendix for the reference documents and visuals that are attached to the form template.
Can I attach reference files to existing form templates?
Yes. Managers can edit previous templates and attach reference documents to the question headers or form questions.
Are the uploaded documents from my computer automatically uploaded to the Documents module?
No. Any files that are uploaded and attached to a template through the upload from computer button will not be added to the Documents module.
Can images be embedded (i.e. directly displayed) on the form?
No, however, if an image is attached to a form it can be previewed on the web by clicking on it.
Can reference documents be added to Standard Sections in incident forms?
Reference files cannot be added to Standard Section questions.
When generating a PDF of a form, will the reference documents display on the PDF?
The document contents will not be displayed, however, the name of the document will be displayed as a link. Clicking on the link will download the document to the user’s computer.
Adding to the above, does this mean that a non-eCompliance user can download these documents if they have access to the PDF?
Yes, users who do not have access to eC can download these documents onto their device by clicking on document title link in the PDF.
eCompliance mobile app
Check out this video to see how Visuals in Forms works on mobile
Are reference files viewable on the mobile app?
Yes, reference files can be viewed on the mobile app. When completing a form on the mobile app, the reference file(s) will display under the header or the specific question that it has been attached to. Tapping the attachment once downloads it onto the app.
Can I download reference files while completing a form?
Yes. On web, clicking the cloud icon on a reference document will download the document onto the computer.
On mobile, if the reference document is tapped for the first time then it will download onto the mobile.
Managers also have the option to make all reference documents mandatory to download before submitting the form. They can enable this setting on the form template.
Do reference files that are downloaded on the mobile app download directly in the users documents and images on their native device?
No, these documents and images do not download directly onto the mobile device. The documents and images get downloaded in the eCompliance mobile app and can only be seen when the app is open (and users tap on the document or image).
Can I view reference files on the mobile app when I am offline?
Yes. If the reference document is downloaded to the mobile app it will appear with a green check icon. Tapping on the file wile offline will display the document or image.
Can I view reference files without downloading them?
On web if the reference document is an image, it can be previewed without being downloaded. Any other reference document type will be downloaded automatically if it is clicked.
On mobile reference documents are required to be downloaded to the mobile app to view when offline.
When viewing an attached reference document on mobile, can I download/save it onto my device?
Yes, however this is dependent on the app that is being used to view the reference document and the phone’s operating system.
How does this new feature affect the mobile app?
Once a reference document has been attached to a form template all mobile users who have access to that form will receive a notification to download the latest version of the mobile app to support this feature. This is will only be sent to users who are using a version lower than 7.9.
Once these users have downloaded the latest version they will see the reference documents in the eCompliance mobile app on their forms.
Which mobile version is required to support this feature?
eCompliance mobile version 7.9.
Can I view reference files on forms on the mobile app when I do not have internet access?
For mobile users who do not have internet access they will not see the reference documents unless they have downloaded them (in the mobile app). For documents and visuals which are required to be seen when offline then Safety Managers can require their team to download the reference documents and visuals for a specific template on the template level. Thereafter mobile users can choose whether the reference documents and visuals should be downloaded via wi-fi or their mobile data.
Is there a way to download all required reference files on every form template on the eCompliance mobile app?
Yes. When the mobile app finished syncing with web, a popup will be displayed informing users that there are forms that must be downloaded. Select “Download Documents Now” to download all the required reference documents on forms.
There is also a new toggle in settings under “Download Reference Documents” that enables the app to automatically download reference documents when viewing forms.
Can I choose not to download reference documents with mobile data?
Yes, in settings there is a new toggle under “Download Reference Documents” where there is an option to choose whether or not reference documents can be downloaded using mobile data when there is no internet connection.
How does the feature “Automatically download reference documents when viewing a form work“?
When enabled, users on the mobile app can automatically download all reference documents on forms, rather than selecting each reference document at once.
When will there be an additional “Reference Documents” tab when viewing forms on the mobile app?
If any section within a form has 4 or more reference documents attached to it, there will be a new tab named “Reference Documents” that lists all of the documents.
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