If you wish to start a Form, please refer to the steps outlined below.
What is a Form?
A Form is a document used to collect and record information. It can be used for various purposes such as Supplier / Contractor onboarding, permits, and other types of documentation.
Forms can have multiple sections to be reviewed by different departments or for review in the Live Access application. The process of managing Forms involves reviewing, updating, and exporting them as necessary with all changes and reviews tracked in the form record.
Staff Users can start a Form by default. No permissions are required for this.
How to start a Form
1.Select the module picker top left, then Forms > All Forms > New Form.
2. Choose the Form Type and Site from the dropdown menu and select Create to start.
The Site selection may be hidden in this step. If this is applicable to your account, the Site field will not be displayed in the first step of creating the form; instead, the user’s site will be assigned automatically.
3. Complete all relevant fields. Any items marked with a red asterisk (*) are mandatory.
The options displayed in your account may differ from the ones listed below.
a. Provide a description (1)
b. Select the Site from the dropdown menu if requested (2)
c. Select Additional Permits if required for High Risk Work (3)
d. Select Permit Disciplines if required (4)
Permit Disciplines are specific types of permits needed for various activities or jobs. They help organise permits based on the kind of work being done. For example, there can be different permit disciplines for construction, electrical work, plumbing, or excavation. Each type has its own requirements and rules to follow.
e. All Locations will be the default however you can select others from the dropdown men (5)
f. You can also provide Further details (eg. building or level) (6)
g. Select the Start date and time from the pop-up calendar (7)
h. Assign the Expiry date and time from the pop-up calendar. Once the permit reaches this date, it will expire (8 )
i. Select the Contractor that is involved in the workflow (when applicable) (9)
j. Select the Contact Person from the dropdown menu. This is the person (or people) involved in the workflow. Typically this is a Contact Person from the Contractor / Supplier, or a Staff member (10)
k. Select the Permit Applicant from the dropdown menu. This is typically the person starting the Form. Permit Admins can assign the applicant to another user (11)
The Contractor, Contractor Person and Permit Applicant must be assigned to the chosen site to be selectable for the form.
l. Provide the name of the Supervisor if requested (12)
m. Enter the Supervisor’s phone number if requested (13)
4. Once complete select on Save and Continue to proceed.
5. You may be directed to the next section or the contractor will have the from on their dashboard. If you see the questions complete all questions, and select Save and Submit once finished.
All the fields marked with a red asterisk * are required.
You can Save Draft and Exit and come back later to complete the form from your dashboard. All responses will be saved.
Any missing requirements will show at the bottom of the screen. Once resolved you will be able to submit.
6. Once submitted you will receive the message below.
An email notification will be sent to the reviewer for approval. You will receive an email when the Form’s status is updated or if additional information is required.