Resource Images

A Resource Image is an image file, like an equipment diagram or schematic, that helps field technicians complete their work. You upload a Resource Image to a specific FormSpaceClosed FormSpaces are where forms are stored and organized in the TrueContext Web Portal. A TrueContext Team may have multiple FormSpaces, depending on their needs. Admins can set FormSpace permissions to control which users have access to the forms in that FormSpace., and you can reference the image in any form in that FormSpace. When you update a Resource Image, any forms that use the image update when a field technician reconciles their device.

If your company is on the Enterprise tier, you can also add Resource Images to the Resource Library.

This topic describes when and why you’d use a Resource Image. It also describes how to set up, update, and delete a Resource Image.

Available on all tiers, with more options on the Advanced and Enterprise tiers:

Essentials
Advanced
Enterprise

Contents

When to use a Resource Image

Because a Resource Image is a shared resource within the FormSpace, it's easy to keep all your forms up to date with the latest version of the image. Simply upload a new Resource Image with the same name as the old one. The image updates after a reconcile—there's no need to manually update any of your forms.

Resource Images in forms

When you create a form, you can include questions and help options that use Resource Images. You can use Resource Images in:

You can choose any Resource Image that’s in the same FormSpace, and different forms can use a single Resource Image.

Use cases for a Resource Image in a form

Resource Images provide reference material for field technicians. You can use a Resource Image as part of the question itself or as part of the answer to a question. Once downloaded, Resource Images are available offline.

The following table describes use cases for Resource Images.

Example Configuration
Before and after photos of an engine repair

  • Use a Resource Image question to display the images inline as part of a question.

  • Limit of 10 images per question, 100 images per page, and 100 images per form.
Illustrated job steps for servicing a medical device

  • Put the written instructions in the question text, and provide a Resources help option that the user can view on demand.

  • Limit of six images per question.
Building floor plan for a facility inspector to annotate

  • Use a Sketch Pad question to use the image as part of the answer to a question.

  • Limit of three images per question.
Product model variations

  • Use a Card List question to display a list of items with images. The user can select one option as their response.

  • Limit of 10 images per question, 100 images per page, and 100 images per form.

Resource Images in the Resource Library

Available on the Enterprise tier only:

Essentials
Advanced
Enterprise

The Resource Library enables you to build a digital, multilingual, and searchable knowledge base that contains your organization’s essential content. Available to your mobile users in the TrueContext Mobile App, the Resource Library simplifies the distribution, discovery, and use of critical information—such as manuals and schematics—to support your field technicians in their work.

When you create a Resource Image, you can make the resource visible in the Resource Library. The Resource Library is a tab on the Mobile App home screen. This makes it possible for field technicians to open a Resource Image outside of a form.

A field technician must have Can Submit or Can Test permissions in the FormSpace to open and use the Resource Library. If a technician has these permissions in multiple FormSpaces, the Resource Library on their device can display resources from different FormSpaces.

The Resource Library in list view. The list includes an AC Schematic, an Air Conditioning Unit Manual, a Furnace Maintenance Guide, an Industrial Water Heater Repair Manual, and an Excavator Inspection Manual, and an HVAC system diagram in French. All resources include a short description, and some are available in other languages.

Info:Our documentation on the Resource Library describes this feature in more detail.

Resource Image formats and file sizes

Supported Resource Image file types

You can upload any of the following image file types to use as a Resource Image.

  • JPG

  • JPEG

  • PNG

Image file size considerations

  • A Resource Image can be up to 2 MB.

  • The maximum supported image dimensions are 4096 x 4096 pixels. If the image dimensions are larger, the system resizes the image to the maximum allowed while maintaining the aspect ratio.

  • To improve the performance of your forms, including download times, think about the image size that displays on the Mobile App. A large size might be helpful if a field technician displays the image in full screen on a tablet. Otherwise, a small file might be sufficient.

    Tip:The size of the Resource Image affects the size of the image in documents.

Create a Resource Image

  1. Go to Forms & Integrations > Resources.

  2. Select Create Resource, and then select Resource Image.

  3. Select Choose File, and then select an image from your local files or cloud service.

    Result: Sections display to enter resource details, add tags, and set up additional language resources (Multi-Language add-on only).

    Note:A Resource Image must be in JPEG, JPG, or PNG format. The maximum file size for a Resource Image is 2 MB.

  4. Enter a name and description. A description explains how a field technician should use the resource. It also improves search results in the Resource Library on the Mobile App (Enterprise tier only).

    The Create Resource Image page in the TrueContext Web Portal. A user is adding an Air Conditioning Diagram as a Resource Image. The user has written a brief description and selected the image size in documents.

    Do you want to add an AI generated summary to your description?

    • If yes, select View AI generated summary or select the arrow next to Suggested Summary. Select Add to Description. Edit the description as necessary.

      An AI generated description of an HVAC system diagram. The system has generated a bulleted list that describes the diagram. The user can select Add to Description to use the description in their resource image.

    • If no, enter a description manually.

  5. Select the size the image will display in output documents. By default, images display at the Small setting—two inches wide.

    Note:The size of an image affects the size of generated output documents that include them. Output documents with multiple large images take longer to download than documents with small images.

    Changing the display size does not change the image resolution. A smaller image might not render correctly if you select a larger size. Test your image in documents and adjust the image size as needed.

  6. Do you want to make the Resource Image available in the Resource Library (Enterprise tier only)?

    • If yes, select Visible in Resource Library.

      Result: Once you save the resource, a field technician can access the resource in the Resource Library as soon as they reconcile their device.

      Note:An Admin user must enable the Resource Library tab so that field technicians can see the Resource Library on their devices.

    • If no, go to step 7.

  7. (Optional) Add resource tags. You can use tags to filter the resources list. Tags also help field technicians filter the Resource Library (Enterprise tier only) to find what they need. To add a resource tag, select Add Tags to this resource, and then type to select or create a tag.

    The tags section on the Create Resource Image page in the TrueContext Web Portal. Add Tags to this resource is selected, and the user has applied two tags: diagram and hvac.

    Info:The section Resource Images: Apply resource tags describes the benefits of tagging resources in more detail.

  8. (Optional) Link translated resources. This option is only available if your company has the Multi-Language add-on for the Enterprise tier.

    The Additional Language Resources section in a Create Resource page on the TrueContext Web Portal. The parent resource's languge is French. Linked resources have been added in Spanish, German, and English.

    Info:The section Resource Images: Set up multiple languages describes this process in more detail.

  9. Select Create or Update.

    Result: The Resource Image is available for Form Designers to reference in forms.

  10. Do you want to create another Resource Image?

    • If yes, select Create Resource Image. This will be a new resource, not a linked resource.

      An AC Diagram added as a Resource Image. Buttons allow the user to edit the Resource Image or create a new Resource Image.

    • If no, you have completed the procedure.

Info:You can use the Resource Image in a Sketch Pad, Card List, or Resource Image question in any form in the same FormSpace. You can also use Resource Images in Help options.

Apply resource tags

Resource tags in the Web Portal

Tags help you filter the list of resources by relevant criteria. Select one or more tags from the Filter section on the Resources page to find resources that have those tags.

The Filter section on the Resources page. The user has selected the hvac and inspection tags.

Resource tags in the Resource Library

Tags also help organize resources in the Resource Library (Enterprise tier only). A field technician can use tags to filter the Resource Library on their device and quickly find relevant documents and images.

The filters menu in the Resource Library on the Mobile App. Language filters available are German, English, Spanish, and French. Tags available include construction, diagram, excavator, hvac, and inspection. The hvac tag is selected.

Tagging guidelines

You might tag a Resource Image by:

  • Equipment types, like motors or air conditioning units.

  • Equipment brands or makes.

  • Resource types, like schematics or manuals.

Info:Tags applied to a Resource Image also apply to any linked translations (Multi-Language add-on only). The section Resource Images: Set up multiple languages describes translated resources in more detail.

Steps to apply resource tags

To apply tags to a Resource Image:

  1. Select Add Tags to this resource.

    Result: The Tags section expands to display a field to enter tags.

  2. Enter a tag. As you type, existing tags display as suggestions. Select an existing tag, or press Enter or Return to create a new tag. Repeat this process for each tag you want to add.

    The tags section on the Create Resource Image page in the TrueContext Web Portal. Add Tags to this resource is selected, and the user has applied two tags: diagram and hvac.

Note:Resource tags are different from form tags. The topic Set Up Form Properties: Form Information describes how to add tags to a form.

Set up multiple languages

Available as an add-on to the Enterprise tier:

Essentials
Advanced
Enterprise +Add-on

Translated resources in forms

If your company has the Multi-Language add-on, you can link translated files to a Resource Image. When a field technician opens a Multi-Language form and selects a language, the Resource Image displays the translated file.

You link Resource Images in a primary-secondary or parent-child relationship. A resource in one language acts as the primary to any translated resources. If a field technician’s preferred language is unavailable, the primary resource language displays by default.

Translated resources in the Resource Library

The Resource Library also supports translated resources. When a field technician opens a Resource Image in the Resource Library, they can easily switch between languages. If a field technician has a preferred form language set, Resource Images display in this language by default. A field technician can also filter the library by language.

The Additional Language Resources section in a Create Resource page on the TrueContext Web Portal. The primary resource's languge is French. Linked resources have been added in Spanish, German, and English.

Steps to set up translated resources

Info:The Resource Image you are currently setting up is the primary resource by default. Translated resources inherit resource tags from their primary.

Once your translated resources are set up, you can delete the primary resource and select a new primary. The section Delete a Resource Image describes this process in more detail.

  1. Select Set up multiple languages.

    Result: The Additional Language Resources section expands to display the Language menu and Linked Resources table.

  2. Select the language of the primary Resource Image you are setting up.

    A resource document with Set up multiple languages selected. This resource is in English.

  3. Add or link to at least one translated resource.

    • To add a new resource, select Add New Resource. Enter a Name and Description, and then select Choose File. Select a file, select a Language, and then select Add.

      The Add new Resource window. The user is adding a new resource in German.

    • To select an existing resource, select Link Existing Resource. Select one or more resources to link to the new resource, select a language for each translated resource, and then select Link.

      Note:You can only link resources that are not already linked to other resources.

      The Link Existing Resource window. A user has selected a resource to link and set the resource language to German.

    Result: The primary resource is linked to versions in different languages.

    Note:A translated resource can be in a different format than its primary. For example, if the primary resource is a PNG, you can link JPG images.

  4. Select Create or Update.

Bulk Create Resources

Available on the Advanced and Enterprise tiers:

Essentials
Advanced
Enterprise

Rather than adding Resource Images one by one, you can bulk create up to 10 resources at once. A bulk batch can include both Resource Images and Resource Documents.

Tip:When you bulk create resources, the system adds each resource individually. You can’t bulk create a group of translated resources that are already linked. However, you can bulk create the same resource in multiple languages, and then link the files after. The section Set up multiple languages describes how to link existing resources in more detail.

  1. Go to Forms & Integrations > Resources > Bulk Create Resources.

    The Bulk Create Resources page.

  2. Select Choose Files.

    Result: A window opens to select documents and images from your local files.

  3. Select up to 10 files, and then select Create.

    Result: A summary of the newly created resources displays. Select a resource to preview or edit it. If any files fail to upload, a second table lists the errors.

    A page of results after creating resources in bulk. The user has created four documents and two images. Also, two documents and one image could not be uploaded because the file names are already in use.

    Note:A file will fail to upload if:

    • The file is too big. Resource Documents have a maximum file size of 5 MB. Resource Images have a maximum file size of 2 MB.
    • The file type is not supported. A Resource Document must be a PDF, Word, or Excel file. A Resource Image must be in JPEG, JPG, or PNG format.
    • The file name is already in use.

  4. Do you want to bulk create more resources?

    • If yes, select Bulk Create Resources. Return to step 2.

    • If no, you have completed the procedure.

Filter Resource Images

By default, the resources table lists resources alphabetically. Use the Search bar to search for matching text in resource names.

You can also filter the list of resources according to a number of criteria to quickly find what you need.

The menu of filters on the Resources page. A user has applied filters to find Documents in Spanish that are not in use in any forms and are linked to other resources.

You can filter the list by:

  • Type—select Image to filter for Resource Images.

  • Language—select a language, or select Unspecified to find Resource Images with no language assigned (Enterprise tier only).

  • In Use—find Resource Images that are used in questions in forms. For example some forms use Resource Image questions that reference Resource Images. You can also filter for resources that aren’t used in any forms.

  • Group—find Resource Images that are linked to translated resources in language groups. You can also search for Ungrouped resources (Enterprise tier only).

  • Tags—select one or more tags to find Resource Images with those tags. If you select multiple tags, you can find resources with All or Any of the tags you selected.

  • Visible in Device Resource Library—find Resource Images that are available to field technicians in the Resource Library on the Mobile App (Enterprise tier only).

Select filters as necessary, and then select Apply.

Tip:Filtering matches all criteria. The more filters you apply, the fewer results you will receive. You can also combine filters with search terms to narrow the list further.

Edit a Resource Image

Edit a Resource Image to change the name and description or to select a different file. This is useful if you want to update a Resource Image without creating a new resource.

If the Resource Image is a primary resource, you can also edit resource tags and add or remove translations (Multi-Language add-on only).

You can edit a Resource Image in one of the following ways:

  • Go to Forms & Integrations > Resources. Hover over a Resource Image, and then select Edit.

    The Resources list in the TrueContext Web Portal. The cursor hovers over a resource to reveal the Edit and Delete options.

  • Go to Forms & Integrations > Resources. Select a Resource Image to open it. Then, select Edit Resource Image.

    A resource image for an AC Diagram. A callout points to the option to Edit Resource Image.

Tip:After you save, all forms that reference the Resource Image automatically update with the new file when a user reconciles their device.

Delete a Resource Image

Note:Deleting a Resource Image is permanent and can’t be undone.

You can't delete a resource if any forms use it. Open a resource and check the Referencing Forms section to find a list of forms that use the resource.

  1. Go to Forms & Integrations > Resources.

  2. Select a Resource Image to delete. You can do this in two ways:

    • Hover over a Resource Image, and then select Delete

      The Resources page in the TrueContext Web Portal. The cursor hovers over a resource to reveal the Edit and Delete options.

    • Select a Resource Image to open it. Then, hover over the arrow and select Delete.

  3. Is the Resource Image a primary resource?

    • If yes, and you want to delete the resource and all linked resources:

      1. Select Delete this resource and all linked resources, and then select Proceed.

    • If yes, and you want to select a new primary:

      1. Select Delete this resource and select an alternative....

      2. Select a new primary.

        The modal to delete a parent resource. You can delete the resource and all linked resources or select a linked resource to be the new parent.

      3. Select Proceed.

    • If no, select Permanently Delete Resource Image.

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