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Guide to Forms

Introduction

This information guide will assist the user with creating, actioning and managing/editing Forms on Safety 360 Elite.

To  create and manage/edit Forms on the system, the following must be in place:

  • Active Safety 360 Elite Full or Lite system.
  • Control user privileges provided

Only control users can create, manage/edit Forms.

All users can Action Forms in their Region.

The Forms process on Safety 360 Elite comprises of the following steps:

  1. Create a Form
  2. Form Field Options
  3. Custom options for Dropdown & Multi select Fields
  4. Action Forms
  5. Input Value & Save
  6. View Actioned Forms
  7. IMS Location
  8. Link Form to Checklist
  9. Link Form to Inventory

Forms

Forms can be found on the left navigation pane, under the Management heading as shown below.

Create a Form

To start creating a new form select View/Edit Create Form, as below.

Select View/Edit Created Forms to access the dashboard where all created forms will be displayed. The Search bar will help you find specific created forms when the list is populated. Start creating a new form by select the + symbol.

Provide a name to easily identify the form. Add a description to remind you of the forms contents. Click Create Form to save and add groups to your form.

  • This is the starting point for your new form.
  • You can also create a QR code for the form.
  • Select the pen to edit info.
  • You will also find the “Archive” option for Forms under the pen
  • Select “Add a new form group”

I will call my new group “General Group”.

I will not be repeating the group so I will not select the tick box.

To personalise my form, I will add colour to the name of the group. To let it stand out more.

WHEN DONE SELECT “SAVE GROUP” TO START ADDING THE QUESTIONS OF YOUR NEW GROUP

Select the plus to add info to your group.

You can now start a new group when you are done with the first group

Forms Field Options

Prompt various types of user input by using different field type selections.

Select a field type from the drop down, that will compliment the name of the field.

The “Name of Field” will be in the form of Instruction, Question or Guidance.

Take your time and build the form to get the information you require from employees.

Field Options

Forms currently have the following available Fields to choose from, some have sub-fields as well:

Forms currently have the following available Fields to choose from, some have sub-fields as well:

Using the “Custom Option” you can build your own selectable options.

Any other selection will select the data from  stored information on your system.

Custom Options for Dropdown & Multi Select Field

Add and manage your own Selectable Options for Drop Down or Multi Select fields.

Optional: to raise a non conformance if the option is selected.

Action Forms

To start completing a new form select Action Created Form, as below.

List of all actionable forms.

Use the search bar to find specific forms if your list of created forms gets to large. Click the “Action Form” button to open the input fields for your completion.

Input Value and Save

View Actioned Forms

To view actioned /completed forms, select View Actioned Forms, as below.

A List of all your completed forms.

In the grey blocks you will find details of who completed the form, and you can also see when was it completed.

Use the search bar to find specific forms if your list of completed forms gets to large.

IMS Location

Find and manage finalised Forms in your File Manager. Select File Explorer, then – Inspection, Checklist, Register Management to find your list of forms.

Link Forms to a Checklist

Navigate to the checklist your Form needs to be linked to, select to Edit the checklist, click the pencil icon to link and manage linked Forms.

Select the created form(s) you want to add to the checklist and click Set Selection to save the form.

Remember to Approve the Checklist after linking your forms, to allow users to action it. To remove a Form, untick the box and click Set Selection.

Link Forms to Inventory

Navigate to the Inventory Dashboard where your Form needs to be linked, navigate to Inventory Inspection Forms, click the pencil icon to link the created  Form(s).

Select the created form(s) you want to add to the Inventory and click  Set Selection  to save the form.

To remove a Form, untick the box and click Set Selection. Actioned Forms in Inventory  listed as Inspections and can be viewed on Inventory Dashboard or in the IMS under Inventory Item folder. Inventory, equipment and fleet management.

Conclusion

Forms aims to assist system users with creating and maintaining form-based documentation digitally.

Forms can be used independently or as part of inventory inspections and checklists.

All data can be downloaded for easy external use and can be reported on through Safety 360 Elite Reports.

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