Resource Documents

A Resource Document is a document file, like an equipment manual, that you upload to a specific FormSpace 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. in the Web Portal. You can reference a Resource Document in any form in that FormSpace 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. that has a Document Editor question. When you update a Resource Document, any forms that reference the document update when a field technician reconciles their device.

You can also add a Resource Document to the Resource Library for field technicians to access anytime.

This topic describes when and why you’d use Resource Documents in forms and in the Resource Library. It also describes how to create, edit, and delete a Resource Document in the Web Portal.

Available on the Enterprise tier only:

Contents

• Resource Documents
  • Resource Documents in forms
  • Resource Documents in the Resource Library
  • Resource Document file types and sizes
  • When to use a Resource Document
  • Create a Resource Document
    • Apply resource tags
    • Set up multiple languages
  • Bulk Create Resources
  • Filter Resource Documents
  • Edit a Resource Document
  • Delete a Resource Document

When to use a Resource Document

Use a Resource Document as part of a Document Editor question to provide field users with a PDF file to annotate.

Because a Resource Document is a shared resource within the FormSpace, it's easy to keep all your forms up to date with the latest version. Simply edit your Resource Document to make any changes, such as uploading a new PDF file. The document updates after a reconcile—there's no need to manually update any of your forms.

Create a Resource Document

1. Go to Forms & Integrations > Resources.

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

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

   Tip: The following table describes file types you can add as Resource Documents and where you can use them.

   File type	Can be used in forms?	Can be used in the Resource Library?	Max size
   PDF	Yes	Yes*	5 MB
   Word	No
   Excel

   *In the Resource Library, all documents open in a PDF viewer.

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

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.

   

   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.

     

   • If no, enter a description manually.

5. Do you want to make the Resource Document available in the Resource Library?

   • 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 6.

6. (Optional) Add resource tags. You can use tags to filter the resources list. Tags also help field technicians filter the Resource Library 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.

   

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

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

   

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

8. Select Create or Update.

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

9. Do you want to create another Resource Document?

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

     

   • If no, you have completed the procedure.

Apply resource tags

Set up multiple languages

Available as an add-on to the Enterprise tier:

Translated resources in forms

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

You link Resource Documents 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 Document in the Resource Library, they can easily switch between languages. If a field technician has a preferred form language set, Resource Documents display in this language by default. A field technician can also filter the library by language.

Steps to set up translated resources

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 Document you are setting up.

   

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.

     

   • 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.

     

   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 PDF, you can link Word and Excel documents. However, you cannot use Word or Excel documents in Document Editor questions in forms. If a primary resource links to one of these file types, you cannot use the primary resource in a form.

4. Select Create or Update.

Filter Resource Documents

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.

You can filter the list by:

• Type—select Document to filter for Resource Documents.

• Language—select a language, or select Unspecified to find Resource Documents with no language assigned.

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

• Group—find Resource Documents that are linked to translated resources in language groups. You can also search for Ungrouped resources.

• Tags—select one or more tags to find Resource Documents 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 Documents that are available to field technicians in the Resource Library on the Mobile App.

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 Document

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

If the Resource Document is a primary resource, you can also edit resource tags and add or remove translations.

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

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

  

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

  

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

Delete a Resource Document

1. Go to Forms & Integrations > Resources.

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

   • Hover over a Resource Document, and then select Delete

     

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

3. Is the Resource Document 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.

        

     3. Select Proceed.

   • If no, select Permanently Delete Resource Document.