View All Form Activity

The All Form Activity page shows an at-a-glance view of your team’s dispatched and submitted records. This topic describes what’s listed on this page and how to filter the list of records.

Available on all tiers:

Contents

• View All Form Activity
  • What’s the All Form Activity page?
    • What’s on this page?
    • Example of an All Form Activity page
    • What permissions do I need to access the All Form Activity page?
  • Filters
    • How to access filters
    • Filter examples
    • How date filters work
    • Save filters
    • Apply saved filters
    • Share saved filters with your team

What’s the All Form Activity page?

What’s on this page?

The All Form Activity page (Data & analytics > All Form Activity) lists your team's dispatched and submitted records. It provides an overview of your team’s ongoing and completed work. You can use it to:

• Get a map view of where submissions were sent from.

• Apply, save, and share filters.

  Info:By default, the list of filters is set to show records worked on in the last 30 days. The section View All Form Activity describes how to change the date settings.

Example of an All Form Activity page

The following image shows a TrueContext team’s All Form Activity page.

Info:Each record has a status icon that indicates its progress. The topic Form Submission Status lists and describes all status icons.

What permissions do I need to access the All Form Activity page?

The following table describes the access that different User Roles have depending on their 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. permissions.

User Role	FormSpace Permissions FormSpace permissions define what members of a user group can do within a FormSpace. For example, permissions control whether group members can submit forms on the Mobile App or manage work in the Web Portal.	Access
Mobile-only user	Not applicable	Mobile-only users can’t access the All Form Activity page
User	With Can View FormSpace permissions	All dispatched and submitted records in the FormSpace
	Without Can View FormSpace permissions	Their own submitted records
	With Can Approve FormSpace permissions	Records in an Approval Workflow status (Enterprise tier only)
Admin user	No specific permissions required	All dispatched and submitted records in any FormSpace

Filters

By default, the All Form Activity page displays dispatched and submitted records worked on within the last 30 days. You can change what the page shows by changing the Search Options.

How to access filters

Expand the Search Options, and apply as many filters as you need to narrow down the list of records.

The following image shows all the filters available.

Filter examples

If you want to…	Set the filters to…
Find dispatched records that field technicians have not submitted yet.	Workflow State The workflow state describes the current stage in a workflow as a result of the last action taken on a record. For example, a record might have the workflow state "Dispatched".—Dispatched
Find all incomplete work that’s part of a TrueContext Teamwork 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. workflow (Enterprise tier only), and that is unassigned.	Workflow State—Incomplete Assignment—Unassigned
Track records that require approval as part of an Approval Workflow (Enterprise tier only).	Workflow State—Pending Approval
Determine what has been completed by a specific user.	Submitter/Assignee - User—Select a user Workflow State—Completed
Determine a Group’s completed work.	Group—Select the name of the group Workflow State—Completed
Show the day’s completed work.	Date—Use Date Period Filter By—Date Submitted on Device Within—Today Workflow State—Completed
Troubleshoot records that have Data Destination A Data Destination specifies where to send data from a submitted form. You can use Data Destinations to automate data sharing and storage, routing data to a specific service (such as email or cloud storage) in several different formats. execution errors.	Execution State—Has Failed

Tip:You can add more filters to refine your results as needed. For example, you can filter by both Date and Group.

How date filters work

Select one of the following options to choose a date period or range to filter the results. By default, the list of filters is set to show records worked on in the last 30 days.

1. Any Date—Shows records from all dates available in the system. Remember that TrueContext stores submitted data for a minimum of 365 days (as per the Retention Policy).

2. Use Date Period—Includes preset date periods including Yesterday, Last Week, Last Month, Last 24 hours, Last 7 Days, and Last 30 Days.

3. Use Date Range—Select specific dates from a calendar picker.

   Select one of the following options as the date to filter by:

   Option	Description
   Date Dispatched	Date when the record was dispatched.
   Dispatch The term "dispatch" refers to the act of sending a form to a mobile user or customer. Typically, a dispatched record includes some information pre-filled to give the recipient context for the work to be done. Dispatch can be manual or automated (using a Dispatch Data Destination or the TrueContext REST API). Due Date	Due date specified when the record was dispatched.
   Date Submitted on Device	Date when the record was sent from the Mobile App.
   Date Created	Date when the TrueContext server: Dispatched a record to one or more users. Started uploading a submitted record. This applies to records opened from Forms and then submitted.
   Date Processed	Date when the TrueContext server finished processing the submitted data.
   Date Received on Server	Date when the record finished uploading to the TrueContext server.
   Date Last Updated	Date when the record was last worked on. The date last updated changes when the record is: Dispatched Transferred as incomplete (TrueContext Teamwork-enabled forms only) Submitted Sent for editing Edited Tip:This is the default filter option.

Save filters

If you often use the same set of filters, you can save them for future reuse. You can do this in two ways:

Method	Procedure
From Search Options	On the All Form Activity page, set your filters in the Search Options, and then select Save. Result: The Save Your Filter window opens. Enter a Filter Name, and then select Save. Tip:Once you save it, you can share your filter with your team.
From List Form Submission Filters	On the All Form Activity page, select the arrow next to Form Submissions, and then select List Form Submission Filters. Select Create a form submission filter. Enter a Filter Name, and set up your filters. To share the filter with your team, select the Shared checkbox. Create the filter.

Apply saved filters

To apply your saved filters:

1. Select the arrow next to Form Submissions, and then select List Form Submission Filters.

2. Select the filter to open it.

3. Select the arrow next to the filter name, and then select Try this Filter.

   Result: The All Form Activity page opens with your saved filters applied.

Share saved filters with your team

To share your saved filters:

1. Select the arrow next to Form Submissions, and then select List Form Submission Filters.

2. Select the filter to open it.

3. Select the arrow next to the filter name, and then select Update.

   Result: The saved filter opens in edit mode.

4. Select the Shared? checkbox.

5. Select Update to save your changes.

   Result: Other members of your TrueContext team can access the saved filter.

Note:Saved filters show different results depending on your permissions.