How to Create a New Reporting Form

Who is this article for?

  Administrators building forms.

  Report admin permissions are required.

The Coruson reporting module allows the administrator to design and build forms. These forms can then be filled in by the end user, with the submitted report then being routed to the correct personnel for investigation and response.

These forms are smart forms, meaning that the fields on display will change based on the selections made by the end user. 

For Example: If you are building an Air Safety Report form you may have a question on what phase of the flight the incident took place. If you select "On Approach" then only the relevant fields will be displayed.

These forms are built in the Administration module. This article outlines how to create a brand-new reporting form. 

Important Note: This article does not include details on adding rules to your report. For more information on working with rules please visit How to Configure Form Rules. This article is broken into 7 sections:

1. Create the New Form
2. Add Fields to the Field Bank
3. Add Fields to the Form
4. Assign a Route to a Form
5. Configure the Form
6. Activate a Form
7. Further Reading

1. Create the New Form

To add a new form to Coruson:

1. Browse to Administration, then Reporting, then Forms.
2. Click the   button to add a new form.
3. Enter the required information:

• • • Title: A clear and concise name of the form.
    • Description: A brief description of the form and intended use.
    • Prefix: The number prefix to be used when creating reports (e.g. ASR-).
    • Suffix: The number suffix to be used when creating reports.
    • Padding: The leading number of zeroes on the number (e.g. ASR-0001).

4. Click Add Form to create a draft form.

2. Add Fields to the Field Bank

The field bank is a collection of fields that can be used to build your form. All fields must exist in the field bank before they can be added to your form design.

The following field types can be added:

To add a field to the field bank:

1. Expand the field bank.
2. Click on the add   button.
3. Select your Field Type.
4. Enter a label.
5. Update the properties of the field.
6. Click Add.

Looking for more details on the field properties? Visit How to Create, Modify or Delete a Field for details.

3. Add Fields to the Form

To add fields to the form:

1. Add a section to the Form by clicking the Add Section button.

2. Click on the section action menu and select Edit.

3. Edit the name of the section and click Save.

4. Expand the Field Bank.
5. Search for the field you need to add.

6. Drag and drop the field into the section.
7. Repeat this process for all fields you need.
8. Identify the field that provides you with the key piece of information.

Note: A key field is usually the field that provides a distinguishing piece of information for the submitted report that will show up in the list view. This could be the name of the subject, a location or other piece of information.

9. Click on the action menu and select Set as Key Field.

Need to add additional rows or spacing to the section? Click on Formatting and drag the design elements you need.

Looking to configure rules? Visit How to Configure Form Rules for details?

4. Assign a Route to a Form

Once your form has been designed you're ready to configure the owner, assign a workflow and associate interested parties. These are collectively known as the route.

To create a new route:

1. Open the Configuration tab.
2. Click on the route action button and select Edit.

3. Enter the required information.

4. Click Close.

Consider your routing! More than one route can be assigned to a form. Think of these routes as conditions to make sure the filled in reports are routed to the right people. For example: if a safety incident occurs at Head Office then it can be routed to the Head Office Safety Manager to investigate. But if the report is for a satellite office then the Safety Manager responsible for that location can investigate.

5. Configure the Form

The form also includes additional configurations:

• Associated Workflow Templates: Additional workflow templates can be assigned to the form.
• Additional Information: These fields act like a "For office use only" section allowing those processing the report to add additional details.
• Report Classifications: Classifications can be selected so that the reports can be grouped for analysis. This section allows you to essentially make classifications available to the form, thereby giving the person responsible for closing the report a selection of classifications to assign.
• Numbering: This controls how the numbers will be generated when submitting reports of this type.
• Mandatory Reporting: This activates a toggle allowing the raiser of the report to flag the record as something that should be shared with a regulator or authority.
• Standard Event Templates: Here you can assign any templates that can be used to quickly close the record. Please see How to Apply a Standard Event for more details.
• Image: An image can be assigned for the report. This is essentially a title card that will show on the Coruson home page for users to quickly raise a report. The image is also displayed in the Coruson mobile app.
• Report Raiser View Report: This toggle allows the Raiser the ability to view the report after submission.

Example: If you are creating a safety incident form you may want to consider a risk assessment as part of the classification. This would allow the risk of the event to be identified during the completion phase.

6. Activate a Form

With the form built and configured you are ready to activate and distribute the form to users.

To activate the form:

1. Click on the action menu and select Activate.

2. Click Activate to confirm.

Important Note: If the form cannot be activated then the reason will be explained. Some common issues include missing workflows, owners or even a field not being designated as the key field.

To distribute the form to users:

1. Browse to the Distribution tab.
2. Type the name of the person or group you would like to share access to the form.

3. Select the user and click Add.

Tip! Reports can easily be shared via groups so as users join and leave groups they will automatically gain access to the form.

7. Further Reading

• How to Create, Modify or Delete a Field
• How to Configure Field Rules
• How to Apply a Standard Event