Formitize User Guide

A new job can be created automatically once a form is submitted, however there are Job fields that must have matching form fields where information related to the client or job will be entered so that it will populate the required Job information.

• How can I get a form to automatically create a new job for a new client when it's submitted?

Job Title: This is just the title of the Job, and can be set up as a multiple choice dropdown field in the form, so that the customer can select the job title that the newly created job is related to.

Billing Name: If the form is for a new customer and the Create CRM Client action, then there will be an option in the dropdown called 'Result of CRM Client action'. (You will also need to make sure that the Create Job action's priority is set after the create CRM Client action). If the form is for existing customers, then you will need a CRM Client field in the form, which you can then select from the action dropdown.

Location: Like above, you can select the Result of CRM Client action from the dropdown for a new client, or the form field associated with the Location for an existing customer.

Zone: Same as the above two fields.

Order Number: If you have a form field for entering a specific Order Number, then you can select the field in this dropdown. (Note: this will not be the Job number, as that will be automatically assigned, but this number will be displayed in the job and invoice, and can still be used to search for both).

Assigned to: In this dropdown, you can either select a Formitize User that exists in your Formitize account, or select Unassigned or Queue if you want to assign the job to a user after it has been created (this can be added in a section that only office users can see, so that customers that might be filling out a webform are not confused).

Job Type: This dropdown contains a list of the Job Types that exist in your Formitise account. You can only select one job type for the form action - but the job type can also be edited once the job's been created.

Due Date & Due Time: These fields are essential for creating a job, so that the system knows when to schedule it. The job won't create if there is no defined date and time. If you want this to be something that is filled out in the office rather than scheduled by a client, you can make these fields in the form invisible, with an option to make them visible with a form event when the forms are being reviewed by office personnel. The information can then be entered and the form submitted again in order to create the job.

Job Description: Not a necessary field, but can add a description to the job when it's created.

You can also set up Conditions, so that the Create Job action will not trigger until chosen Conditions have been met within the form. An example would be having a field that requires certain information to be filled out in the form before it will trigger the action.

• How do I edit a job?
• How do Form events work?