Move Signatory Template with airSlate SignNow

Move signatory template

Hi everyone, it's Sam from Sitemate. In this video we're going to show you how to set up a template, so you can think of templates as any type of form that you would normally fill out on paper so for example: site diary, pre-start, a permit, a hold point, an inspection test plan, anything like that and what Dashpivot allows you to do is set up a digital version which can then be standardised across your workforce and then easily searched or processed using our analytics tools up here, so today we're going to be setting up a simple site diary template to show you what's possible. When you get started you probably won't have a lot setup within your organisation so I'm going to be setting one up from scratch so if I click on add new template you see that we've got two options, we've got a public library of free templates which straight out of the box are ready to use, you can click on that option to see we've got hundreds of templates set up now, or you can create your own from scratch which is what we'll be doing today so if I click create your own template it'll give me a dialog box and ask me for a few things so in this case we're setting up a site diary we'll give it a template ID which is usually just a unique document code or document identifier so in this case I'll just go SM - maybe commercial - 0, 1 and then we'll just give it a form name in this case it's a diary usually you'll just set this up as like form, diary, permit checklist something like that basically the shortened version of the template name, the template tags is how you can later down the track organise your templates so in this case it's probably you know a diary it's a commercial template to give you an idea of what this looks like is you know once you've got all of these templates set up you see that we've got these different colours, this is these different tags that we've got set up, if you've set up your entire information management system in here this is the basically the fast way to refine your results if you've got stacks of templates in here I can click on commercial and just shows me the commercial templates so it's just the fastest way to find things and we usually recommend setting these up for your different functions so safety, quality, enviro just like what you see here, so you'll have those options there you set that up and then you'll see this option here to select between timeline and workflow and this is really a decision that you have to make and you can't change it afterward where you're deciding how you want to process the information and consume the information that you'll be recording so if your forms are things like Diaries, you probably want to set a timeline, things that you fill out on a routine basis and it will look like this so you know this is another diary template that I've got here everything stored in chronological order similar to photos, day by day or week by week as an example the alternative is this workflow option which is usually what we'll set up if a form needs to move between different stages in a process and requires sign-off by multiple people or at multiple steps so that's usually really handy for things like permits or in this case change events, and you'll see that the information is just displayed slightly different so we've got multiple columns set up and if I opened up one of these and I was to go through and sign it off it would move it from this first column to this second column that's basically the only difference so you make a decision in this case because it's a routine form that we'll be filling out on a daily basis we probably want to store it as a timeline so I'll click that option and click Next so this is the template builder inside of Dashpivot, this is where the magic happens you'll see on the left hand side you've got a series of fields which you can choose from in the template builder, all you're doing is selecting from this list and dragging those into the template so this is the template and I'm just dragging some of these fields in and you'll see that we've got several sort of options set up you know we're doing a site so probably have a single date you'll notice that you've got a couple of options within each field type so I'll go single date, we'll go daily summary and we'll make that a multi-line text box which just gives you more space so you can add bullet points and things like that, category field we might change that to the type of shift and we want to set it up as day shift or night shift so we've got some options you can apply different colours and things like that, site diary we'll probably put in a section for photos so I'll drag in a photos section photos of maybe it's progress photos so we'll have a section for those and then in a site diary we'll probably have a couple of sections for recording things like plant, materials and subcontractors we might just type in sub-contractor, labor, and we'll go sub-contractor, we'll go start time, and we'll go finish time, we'll add a few extra columns here so that we can put in total hours and comments if required and you'll see that within each of these columns you'll have the option to choose how the data is input so for time you know I would suggest setting it up as a number and total hours definitely needs to be a number this column we'll look at this in another video but this is how we sort of feed this information from our templates into our analytics section and that will definitely need to be set up as a number, you might also have another column for photos so you might have photo reference and we'll just call that photos so you know if there was something specific that happened on this day that was related to this subcontractor then what we'll do is we will have a photo section for that so I'll put all of that in, the only other item that we might we might set up a list for subcontractor so if we know who the subcontractors are on the job we might set up a list it, might be ABC contractors, XYZ Engineering, you get the idea so we can add some options here all this means is that instead of having to type it out every day you can just choose from a drop-down menu so it makes it much faster to fill these out now I think that we'll probably keep this format here that we have for this table we'll set that up a few more times for internal labor so because we've got this field already set up what we can do is we can just click this plus button and it will just clone that field for us so we'll change this one to internal labor so you've got your external labor you've got your internal labor and we might might create another table for plant, plant and equipment, equipment so we've got all of that there and I'll just change this to equipment, plant and equipment, so yeah we we would remove these and we would put in 10 tonne excavator, 20 tonne crane as an example, and you can populate as many of these as you'd like or you can set it up as a list which we have covered in another video so check that out, so once we've got sort of all of these fields set up, we've got a signature field at the bottom that might be supervisor sign off so we'll just put that here at the bottom once you're happy with all of your fields maybe you want to rearrange some of them, maybe I want to put internal labor first so I'll just click and drag that up here, maybe I want to put this daily summary underneath this shift so I'll just drag that down there maybe I want to have a section for delays so I'll just I'll come down to the bottom maybe I'll add another text fields in here I'll call it delays maybe we have a checkbox maybe we would say we called the check delays and we say were there any delays on site today and we'll change that to yes, no, or n/a so we can have that there and then delay description something like this, this is all flexible and customisable so you can always come back and change it so don't worry too much when you're first getting started it's just to see sort of what works for you once you're happy with the way that it's been set up all you have to do is click Save and you'll see that now if I go back to my templates section we've got a site diary template. If I click on it no forms have been created yet so we can go ahead and click the add diary button and you'll see that we've got all of the fields which we set up just before and our tables as well so I'll be able to say okay today you know we'll go 26th it's a day shift, daily summary we did clearing and grubbing today, put that in there we'll add some progress photos, we don't have any just yet because this team is empty we're just getting started but if you are out on site on your mobile device you could take some photos from directly inside of this form as you're filling it out you can select a subcontractor at the start time, the finish time, the hours and you could add as many subcontractors as required or as many line items as required you could add in your photos put some comments etc. you get the idea you can do that for all of these tables you know we've got the check boxes here, maybe there was a delay, maybe there was a traffic traffic incident on King Street as an example and we can sign it off so we can plot our signature onto the document and when we're done we'll hit save so you have a single record here obviously over time as you start to fill out multiple forms you'll end up with something that looks more like this so this is another site diary you can see all of our records stored in order like this and you know if you've got a workflow it'll be set up slightly differently but within both you can set up or you can toggle rather you can toggle to a register view so it just takes all of the information that's stored within your forms and displays it like you would normally see in something like Excel and you've got the photos there you've got your checkboxes, your category fields and you can start to filter by this, so maybe I want to look at all of the safety incidents as an example, I can go apply filter and then it just shows me all right these are all the safety incidents that have been recorded and then we can select that and we can export it to excel, or export it to PDF, or download the form we've got all of those options are stored in there. One of the more advanced sort of features is you might have noticed that on each of these form thumbnails these ones look a little bit different to these ones here the reason is what we've done is inside of the template builder we've gone to a special settings section so you've got fields, and then we've got settings and we've gone to change what we display on the thumbnail and the thumbnail is what you see here so what I can do is I can decide okay I want to display the date of the event so that's what's going to appear on here something like this or I can choose a category field or a text field so I've got some options there you can read about it just click on this article here and you know you've got some some examples set up, have a read but basically yeah you can decide what information you want to decide on these makes it clearer when you're going to process your information what to click on the other item that we have here is how we sort the forms so you know when you're filling out something like a site diary some supervisors prefer to do their diary every single day in which case sorting the by creation date is fine, other times you might have a date field inside of your template so here we've got date of the event maybe we want to sort all of our records in chronological order based on this date so what we can do is we can just click date of the event which is the name of this date field so you'll see that there so you've got some options there if your supervisor or your engineer or your Foreman likes to do all of their Diaries on a Friday instead of all of the diary records showing up on the same date they'll be spread out across multiple days based on the date that he puts in the diary not the date that he created it. So that just about summarises the templates section, using the template section, it's possible to set up your entire information management system your 'IMS' across multiple functions so across quality, safety, environment, commercial if you have any questions the best place to start is always our help articles which we've got here if you can't find anything or you can't find what you're looking for feel free to send us a message using our live chat we do our best to get back to you as soon as possible. Thanks for watching.