Check the Answers in Different Versions of a TrueContext Teamwork-enabled Form Submission

The TrueContext TeamworkClosed TrueContext Teamwork is an Enterprise tier feature that enables mobile users to transfer incomplete forms for other users to complete as part of a multi-user workflow. This can be useful for jobs that require someone else's expertise or that span multiple shifts. feature enables multiple users to work on a form at different times. Mobile users can submit forms as incomplete as many times as needed until a user submits the completed form. This topic describes how to track which users worked on the form, the answers each user submitted, and all the changes in the answers to each question. These steps can be helpful for auditing purposes and to identify all the users involved in a completed form submission.

Available on the Enterprise tier only:

Essentials
Advanced
Enterprise

The system creates a new form submission versionClosed A form submission version is a record of the changes a user made to a single Form Submission. The system creates a new form submission version when a form is dispatched, transferred as incomplete (TrueContext Teamwork only), edited, or submitted. each time form data changes. Form submissionClosed A form submission is a dispatched or submitted form. versions provide a way for you to review the data that changed and identify the user who changed it.

  1. Go to

    Data & Analytics > Submissions (by Form) > FormName > Continue

    or

    Manage Forms > FormName > Go to submissions

    Result: The Web Portal displays the Form Submissions page for the selected form. By default, The Form Submissions page displays form submissions from the last 30 days.

  2. Select a Form Submission from the Reference # column.

  3. Select the reference number, and then select Version History.

    Form submission details for a complete form, showing the option to select the Version History

    Result: The Form Submission Versions page displays

    • a row for each version

    • the state of each version

    • the user who last submitted (sent or transferred) data for each version, and

    • the user assigned to work on the form.

    The following example shows the version history of a completed form.

    The form submission version is located in the first column.

    Tip:Sometimes a Form Submission Version has both a Submitter and an Owner. The Submitter initially works on the form and then transfers or completes it. The Owner takes over the work and modifies the form.

  4. To see the answers provided for a specific form version, select the version number.

    Result: The Form Submission Version Details page displays the answers and indicates whether the submitter edited any previous answers.

  5. When you check the answer to an image question in a completed form, you might see data “stamped” on the image.

    The data stamp shows System Properties collected when the user submitted the form, and Image Properties collected when the user took the picture.

    The system collects information at different times, as explained in the topic Configure Image Stamps in a TrueContext Teamwork-enabled Form.

    Note:For audit purposes, the Image Properties time stamp (Date) always shows the date and time when a user actually took a photo. This ensures that you always know when the photo in the completed form was actually taken. This time stamp shows the time zone configured in the mobile app, and the System Properties time stamp shows the time zone configured for the team.

    Example of original photo unchanged:

    • User1 takes a photo and transfers an incomplete form.

    • User2 completes and submits the form without taking a new photo.

    • The Image Properties date stamped on the image shows when User1 took the photo.

    • The System Properties date stamped on the image shows when User2 submitted the form.

    Example of original photo replaced:

    • User1 takes a photo and transfers an incomplete form.

    • User2 replaces the photo from User1 with a new photo, and then submits the completed form.

    • The Image Properties date stamped on the image shows when User2 took the new, replacement photo.

    • The System Properties date stamped on the image shows when User2 submitted the form.

    Note:You can only see the data stamped on an image when you view the details of a completed form, even if that data was captured earlier.