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:

Essentials
Advanced
Enterprise

Contents

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 FormSpaceClosed permissions.

User Role FormSpace PermissionsClosed 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.

Search Options filters expanded. Set as many filters as needed to narrow down the list of records.

Filter examples

If you want to… Set the filters to…

Find dispatched records that field technicians have not submitted yet.

  • Workflow StateDispatched

Find all incomplete work that’s part of a TrueContext TeamworkClosed workflow (Enterprise tier only), and that is unassigned.
  • Workflow StateIncomplete

  • AssignmentUnassigned

Track records that require approval as part of an Approval Workflow (Enterprise tier only).

Workflow StatePending Approval

Determine what has been completed by a specific user.
  • Submitter/Assignee - User—Select a user
  • Workflow StateCompleted

Determine a Group’s completed work.
  • Group—Select the name of the group

  • Workflow StateCompleted

Show the day’s completed work.
  • DateUse Date Period

    • Filter ByDate Submitted on Device

    • WithinToday

  • Workflow StateCompleted

Troubleshoot records that have Data DestinationClosed execution errors. Execution StateHas 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.
    DispatchClosed 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
  1. On the All Form Activity page, set your filters in the Search Options, and then select Save.

    Result: The Save Your Filter window opens.

  2. 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
  1. On the All Form Activity page, select the arrow next to Form Submissions, and then select List Form Submission Filters.
  2. Select Create a form submission filter.
  3. Enter a Filter Name, and set up your filters.
  4. To share the filter with your team, select the Shared checkbox.
  5. 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.