Set Up Work History

This topic describes how to set up a form to capture and display Work History.

Available on the Elite tier:

—Digital

—Intelligent

Elite

Contents

Set Up Work History

Work History features

Feature	Historical content displayed
Record History	Complete records from submissions that share matching mapped entity A form question mapped to an entity type, used to match other submissions that share the same answer. values.
Data History	Data from submissions of the same form that share matching mapped entity values.

Prerequisites

To enable this feature, you must be a TrueContext Admin or a User with Can Create 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.
To view Work History, your mobile users must belong to a FormSpace Group with Can View permissions. To open and submit a Work History-enabled form, your mobile users must belong to a FormSpace Group with Can Submit permissions. To set up these permissions, follow the steps here.
Mobile devices must have version 26 or later of the TrueContext Mobile App installed.

Considerations

Data History Data from submissions of the same form that share matching mapped entity values. only includes submissions from form versions where the question labels and type match the current form version.
If you archive a form, its captured Work History remains available to authorized users.

Video Demo

In this video, we'll go through how to set up Work History in your form. We'll cover the steps needed to enable record history and data history so that your mobile users can access past work while completing forms. Before we begin, make sure that you are a TrueContext admin user or a user with Can Create FormSpace permissions. Your mobile users must have the TrueContext app version twenty six or later. We also recommend that you have a form set up with questions that capture entity data, like an entity ID. Keep in mind that the supported question types for work history are text field, barcode scanner, dropdown, radio button, and string concatenation. The questions must not be in a repeatable section A Repeatable Section is a subform that contains a set of related questions. The data captured is “repeating”, because the field user can complete the same subform more than once, which creates multiple entries.. Take note of the questions that capture that data. Ready? Let's begin. On the TrueContext web portal, navigate to the form in which you want to enable work history. Select edit form. Go to Settings, Work History. Next, map your entity or entities An entity is a category in a form, an asset, site, project, customer, person, or product, that identifies who or what a form is about. to the appropriate form question. Under Map entities to form questions, select the entity type. Then choose the question where users enter the entity value. You may map one or two entities. If you map at least one entity, the form can contribute submission data to record history, even if it does not display record history itself. To display a list of past submissions to users, enable record history. This enables your form to show past submissions from any form that shares the mapped entities. To show answer level history, enable Data History. Data History presents past answers at the page, section, or question level from earlier submissions of the same form. Data History applies to one entity only. Select the entity for which you want to show data history. Keep in mind that data history only includes submissions from form versions where the question labels and types match your current version. When you're done setting up work history, make sure to save and deploy your form. This makes work history available to mobile users. Your form is now set up to display work history, and the system will process past records. Once this is complete, users can see all the work history in the field. In the web portal, the Form Properties Form Properties is a tab that an admin can access on a form's overview page in the Web Portal. The form properties include various settings and configuration, including Mobile App behavior and how the user interacts with the form. tab shows your work history setup. By setting up entity mappings, record history, and data history, you ensure your mobile teams have the context they need to work more efficiently.

Set up FormSpace permissions for Work History access

FormSpace Group-level Can View and Can Submit permissions control which Work History-enabled forms mobile users can view, open, and submit. Use the following table to determine what permissions your users require per FormSpace.

FormSpace Group Permissions options for Work History

FormSpace	Can View	Can Submit	Group Permission
FormSpace A	Yes	Yes	Can view Work History from forms in this FormSpace. Can open and submit forms from this FormSpace.
FormSpace B	Yes	No	Can view Work History from forms in this FormSpace. Can't open and submit form from this FormSpace.
FormSpace C	No	Yes	Can't view Work History from forms submitted by other users in this FormSpace. Can open and submit forms from this FormSpace. Note:Users can still view Work History from forms they submitted themselves but can't view submissions by other users.

FormSpace

Can View

Can Submit

Group Permission

FormSpace A

Yes

Can view Work History from forms in this FormSpace.
Can open and submit forms from this FormSpace.

FormSpace B

Yes

Can view Work History from forms in this FormSpace.
Can't open and submit form from this FormSpace.

FormSpace C

Yes

Can't view Work History from forms submitted by other users in this FormSpace.
Can open and submit forms from this FormSpace.

Note:Users can still view Work History from forms they submitted themselves but can't view submissions by other users.

Enable Can View and/or Can Submit permissions for a FormSpace group

Go to Users & Groups > Groups... > List Groups, and then select a group from the list.
Hover over the arrow next to the group name to show a list of actions.
Select Edit 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..
Select Can View and/or Can Submit.
Select Update to save your changes.

Info:Access Manage Groups and Formspace Permissions in our documentation portal for full details.

Set up your form to capture Work History

Supported question types

You can map the following question and data types if they’re not in a repeatable section:

Text Field (Free Text or Integer data types)
Barcode Scanner
Dropdown/Radio Button (Free Text or Integer data types; supports Data Source Data sources, also known as "Lookups", are external sources of data that you upload or connect to TrueContext. You can reference this data in a form to populate answers or answer options. Data sources save typing, reduce errors, and make it easy to provide mobile users with only the relevant, most current data. lookup and inline lists)
String Concatenation

Map entities to questions

Form Settings Mappings

Open your form in the Form Builder The Form Builder is the tool that form designers use to create forms. In the Form Builder, accessed from the TrueContext Web Portal, form designers can add and edit pages, sections, and questions, as well as attach data destinations and configure the form's settings..
Go to Settings > Work History.
In the Map Entities to Form Questions section:
- Select an Entity represented by a question in your form.
- Select the Form Question where users enter the entity value. You can only map one question per entity.
- If the entity value is an ID field from Salesforce or ServiceMax, set ID Normalization to Salesforce.
Optionally, repeat step 3 to map a second Entity.

Note:If you map at least one entity to a question, the form can capture Record History Complete records from submissions across forms that share matching mapped entity values. to display in other forms, even if it does not display it itself

Set up your form to display Work History

Enable Record History
Enable Data History

Note: Make sure to Save and Deploy to update Work History and make it available to mobile users.

Advanced set up video demo

This video covers entity types, best practices, permissions, and troubleshooting.

This video is designed for administrators who set up and manage work history. We'll cover entities, permissions, best practices, and troubleshooting. First, let's have a look at entities. Entities tie submissions together. When submissions share matching entity values, work history can surface related records and answers. The entity types are asset, site, project, customer, person, and product. Here are some best practices when setting up your entities. Choose entity types that reflect what the work is centered around and map them to questions that capture unique and stable values. For example, if you have an asset entity, map it to a serial number. A person could be mapped to an employee ID, and a project could be mapped to a work order number. To reduce user error, entity values should come from controlled sources whenever possible. They could come from a data source, a barcode scanner, or an app to app call. Avoid text fields where users need to manually input values. We recommend keeping entity questions visible so that mobile users can verify and troubleshoot values. If entity questions are read only, include guidance in the question text or help text. Avoid placing entity questions in pages or sections that could be ignored. Groups have separate FormSpace permissions to submit forms and to access work history. To access work history, mobile users must have the CanView permission in a form space. Usually, groups need both CanSubmit to send forms and CanView to open and submit work history enabled forms. But if you want a group to access work history without submitting forms, just enable Can View for that form space. When work history doesn't appear, the issue is usually related to entity mismatches or missing permissions. Differences in formatting, serial numbers, or IDs can prevent submissions from being linked. Always confirm users have can view access to the form spaces containing historical submissions. By configuring entities carefully and assigning permissions correctly, administrators ensure work history remains accurate, visible, and useful.