Checklists, forms and evidence

Who this is for: managers, supervisors and office administrators who design field records.

What you will learn: when to use a checklist rather than a form, how to build both, and how to review what comes back.

Checklist or form?

Many jobs use both: a checklist for the procedure, and a form for the certificate.

Build a checklist template

1. Go to Checklist templates → New template.
2. Name it after the task, not the customer.
3. Add instructions and capture guidance.
4. Set evidence requirements:
   • photos before work
   • photos after work
   • gallery upload allowed
5. Add items. Each item has a type:

6. For number items, set the acceptable range and whether an out-of-range reading needs an action.
7. Add conditional items if one answer unlocks another.
8. Save.

When a template is added to a job, FieldElite stores a snapshot. Later edits to the template do not change the job's historical record.

Build a form

1. Go to Forms → New form.
2. Add fields with a key, label, type and required flag.
3. Supported field types include text, textarea, number, checkbox, date and select.
4. Attach the form to a job.
5. The worker or office user submits it.

A public form can be shared by link with a customer. It is rate-limited and does not expose the rest of the workspace.

Review submissions

1. Open Job checklists or Form submissions.
2. Filter by job, status or date.
3. Click the submission row to open it. The answers are rendered using the form's own field template and labels, so you can read the completed form rather than raw JSON.
4. Check:
   • required items answered
   • readings within range
   • evidence present
   • defects raised where needed
5. Approve, or return the job with a review note.

Tip: Use the job's Review state, not a note, when work must be corrected. The worker sees the rejection and can resubmit without losing the first submission.

Evidence rules that work

• Require a before photo for condition-based work.
• Require an after photo for installation and repair.
• Require a photo on fail for safety checks.
• Do not require 20 photos "just in case" — workers will take poor ones.
• Tell the worker what the photo must show, not just that a photo is required.

Lifecycle checks

Job checklists cover the task. Lifecycle checklists cover the worker's day and the visit:

• start and end of shift
• start and end of visit
• vehicle, PPE, site conditions, permits, handover and departure

They are separate records with their own scopes, gates, alerts and reports. See Lifecycle checklists, alerts and reports.

Safety checklists, RAMS and SPA

The safety suite is a third layer: start/end of day, vehicle walk-arounds, RAMS and SPA. These records control whether a worker or job may start and carry a 5 × 5 risk matrix, role-based signatures, worker briefings and vehicle-defect resolution. See Safety checklists, RAMS and SPA.

Check your understanding

1. What is stored on a job when a checklist is attached?
2. When would you choose a form over a checklist?
3. What should happen when a required reading is out of range?

Related: Field: checklists and evidence · Jobs and the job lifecycle