How to create a new Form

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The Forms feature within Repsly allows management to create documents that can be filled out by the representatives in the field, allowing for real-time data collection.

Some of the key features of the forms are:

  • An unlimited number of forms can be created
  • Forms can have an unlimited number of questions.
  • Forms can contain photos and/or electronic signatures
  • Forms offer six different types of answer possibilities: text, long text, numeric, yes/no, photo, and selection
  • You can set up visibility, alerts and rules for each form

 To Create a Form

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1. Click on the New Form button. 

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2. Fill out all the required data: title and at least one question.

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If the Auto-Fill box is checked, then when the representatives fill out this form for any given client, the next time the rep opens that same form for the same client, all the fields in the form will be pre-populated with the originally entered data. To give the reps a blank form every time they open it, simply un-check the box.

3. Add questions to your form and define whether the answer will be mandatory and which type of data the answers will contain.

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Question Types include:

Short Text - This brings up your rep's keyboard and allows them to type in an answer.
Long Text  - This allows them to enter in a longer answer rather than a simple one-liner.
Numeric - This brings up the number pad for your reps, allowing them to add a numeric value.  
Yes/No - This gives them the option to only answer yes or no to the question

Selection - This allows managers to create answers from which the reps will select when answering this particular question type from the field.
Single Photo - This allows reps to take a picture using their camera through the Repsly Mobile App.

Multiple photos- This allows reps to take multiple photos in one Question using their camera

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Date, Section Header, Barcode and Product can also be used to help form a question

Based on the answer that a rep provides you can do a logic setup and jump them to another set of questions so they can answer them accordingly. 

 

4. When you make a question, you can also choose "conditional action" so that a response to that question leads to another set of follow-up questions. For example, If a rep responds with "Yes" to a question that you posted, another series of questions may pop up to further evaluate their response. 

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This means that in a form that branches, additional questions/form fields appear only if they apply to a given situation.  

If the questions don't apply, a Rep can answer a different set of questions (option: Add Group for this answer/Go to Group X) or skip that set of questions altogether (option: Do Nothing).

Example 1:

Question 1: Are new competitors present since your last visit?

Answer: a) Yes

Answer: b) No

If the answer is a) Yes, a conditional group of questions will appear for the representative to fill out, as pictured below.

 

 

5. Check the Mandatory Box if you want to make the question required (the user will not be able to submit the form without answering the question).

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6. At the end of a form, as you can see from the picture below you can also Create an alert for your form based on certain answers to form questions. Once the answer is set up in the alert and matches the desired criteria, you will receive an alert via email.

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7. In the end, make sure that the form is marked as active and then click Save.

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Set up Rules (Beta)

If you wish, you can set up a Rule to limit form submission by date. Use it to define a start and end date during which a form will be visible and available for submission, ensure that data collection happens only within the relevant time, and reduce manual work for admins.

  1. Click on the tab Rules and choose a rule “Limit for submission by date”

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2. Set up dates when this form should be visible for field reps on mobile.

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Validation ensures that:

  • End date must be after the start date.
  • Dates can be the same to allow single-day activation.
  • Admins can add up to 10 time ranges
  • Date restrictions: admin’s current time is used to limit visibility. For example, if an admin in the CET time zone sets up the form to be available on Nov 15th, it becomes active for all users on Nov 15th 00:01 CET regardless of whether the mobile user is in CET or any other time zone.

Form Behavior:

  • During the active period → form is visible and can be submitted normally.
  • Outside the active period → form is automatically hidden on mobile and cannot be added to new visits.
  • If already attached to a visit during the hidden time window → form remains accessible within that visit.

Rule Management:

  • The Rule counter displays active rules in the Rule tab.
  • Admins can edit or delete the rule as needed.

Ability for Reps to Edit Historic Records of Submitted Forms

Admins need to give permission for Reps to edit submitted forms from the past. This way, Admins can control who can make changes to older entries. By enabling edits without locking previous records, Admins gain the flexibility to optimize their templates without compromise.
Once permissions are set, Reps can easily update past submissions, making it simple to keep records clear and workflows running smoothly.

1. Click the Settings icon and choose Application Settings from the menu.
2. Navigate to the Representatives section.
3. Check the box for Allow Reps to Edit Forms to enable this feature.

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Results

After completing all of the steps above, the form that was just created should appear for you in the Forms tab.

 

 

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