An assignment is one run of a form on a record, given to a person: this month's inspection of one site, say, given to one inspector. This guide covers starting an assignment, filling it in on the web, and finishing it. For filling in on a phone, see using the mobile app offline.
Starting an assignment
Assignments are started from the record they are about.
- Open the record, for example from its model in the sidebar.
- Click Start assignment.
- Choose a published form. Only forms that apply to this record's model are listed, each with the version that will be used.
- Choose an Assignee, or leave it Unassigned for now.
- Click Start assignment.
The Start assignment button only appears when at least one published form applies to the record's model. If it is missing, check the form is published and that its Applies to settings include this model.
Finding assignments
Assignments in the sidebar lists the work you can see, in three tabs:
- My work: assignments given to you, showing open ones to begin with
- Created by me
- All
Search by form or record, and filter by status, form, model and, on the All tab, assignee. A record's own page also lists the assignments carried out on it.
The assignment page
The assignment page shows the form, the record, its status, the assignee, the form version it is pinned to, and its history of status changes. From here you can:
- Fill in, or View answers once the assignment is in a locked status
- Download report for the PDF
- change the Assignee: until the first answer is saved if you created the assignment or can update the record's model, and at any time as a Tenant Admin
- Delete assignment, if you created it or can update the record's model
Only the assignee can fill in an assignment, so someone needs to be assigned before it can be filled in. Anyone else who can see it can view the answers.
Filling in
Click Fill in. The outline on the left lists the form's sections, with how many required questions are answered, and the buttons at the bottom move between sections.
Answers save automatically a moment after each change. The page shows Saving and Saved as it goes. If the connection drops, it says changes will save when you reconnect.
Saving the first answer moves an assignment that is still to do into progress, so nobody has to remember to.
Some questions have more to them:
- Repeatable fields: click Add with the entry's name, such as Add location, for each item found. Removing an entry removes its answers, comments and photos, so it asks first.
- Photo: add photos up to the question's limit, by dragging them in or browsing.
- Signature: click Sign, enter the full name, then draw or type the signature. If answers change after signing, Trysquare warns that answers changed since it was signed, with Sign again.
- Comments and images: where the form allows them, add a comment or images to an answer as evidence. Images can be up to 5 MB each.
- Records from an answer: where the form allows it, click Add with the model's name to create a record from the answer, such as an action to fix what was found. It is linked to the answer.
- Calculations update as you answer, in their band's colour with the reason beside them.
Finishing an assignment
There is no single submit button. Instead, the bottom of the page has a button for each status the assignment can move to next, named by your workspace, such as Move to Complete. See setting up assignment statuses for how those are set.
- A move into a locked status waits until every required question is answered, and says how many are left.
- Moves wait for answers to finish saving.
- Some moves ask for a Reason, which the assignee sees and the history keeps.
Once an assignment is in a locked status, such as Complete, its answers can no longer be changed.