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[Music] hello all this is nori from my service depot and today we're gonna take a look at how to integrate or create your own PDF forms to use frightfully to route to a fillable PDF form is just a digital copy of the piece of paper your company uses currently they can be loaded into a fleet or route sea and they can also pull information from the app onto the digital form they're easy to make and even easier for the technicians to use the other benefit you'll receive when using forms is that any form filled out by the field is automatically stored forever in smart service so you can always retrieve a copy whether it's a checklist inspection form or a customized invoice forms are a great way for customizing your process as a reminder I fleet does have a default work order built in which may be something that your company would like to use to generate a copy of this form you'll need to finalize a job in I flee once the form is signed you'll be prompted to either open the form or email it from there you can determine whether or not your company needs a customized document first there are a few prerequisites that need to be taken care of you'll need to obtain a copy of Adobe Acrobat DC pro or similar which is available from the link on your screen and in the video's description once you have either downloaded the trial or purchased this software it's time to move on to the other required item you'll need the forms list from the online manual a link is available on-screen and in the video description this article is what's called the form fields which will be useful when creating your PDF document you'll want to click on the button corresponding to the products you plan on developing a form for once you've done so you can download the form using the normal functions in your browser before we get started in Adobe let's take a look at how a PDF form works I have a copy of a PDF form loaded onto my devices once I've added the form to I fleet I can use it on any job wherever I'd like you'll notice that this job has some information such as the customers name address my notes on the job and some line items are purchasing all of these can be imported from the job to our form automatically by tapping this plus symbol I flee gives me the option to select which form I'd like to use this time once I tap on the desired form I fleet will load the PDF which will capture information add it to the job when building the forum I get to choose what information should be captured and where it should be displayed this works because each textbox is named after one of the codes we found from the form field list when I fleet loads the form it checks these codes and adds the corresponding information afterwards all have options to do extras like radio buttons checkboxes signatures photos and more now that we see how forums can be used by the field we can take a look at how the forum is created how we start will depend on what you already have for a forum you can start from scratch and Acrobat or you can export a copy of your forum as a PDF from programs like Microsoft Word or Adobe Illustrator if you only have a paper copy I suggest making a digital copy instead of using a scan for the best quality since most offices have a copy of Microsoft Word I'll start my first draft there let's open up a new word document and start structuring our form first let's set aside some space for things like a company logo and the address at the top you can load these images in now or later on in Acrobat secondly I'll want some customer information to appear in our form I'll add some space for things like the customers name address and anything else I'd like you might also construct a table for displaying line items added to the job make sure to give yourself enough room for the desired fields things such as the items name description quantity and amount we can add some extra space for a tax in total as well if this is a form you expect the I flee user to fill out while in the field leave some space for things like interactive check boxes dropdowns or radio buttons that we can add later on in Acrobat I'll add some terms and conditions at the bottom and leave a space for a signature once our form is complete save a copy of your word document as a PDF in a convenient location this can be done when you're saving the document by switching the save as type box to a PDF format move a copy of the PDF form to the PC that has Adobe installed for this video i'll be using Acrobat 11 Pro if you've downloaded a different version of Adobe you may have different options if you're having trouble locating any of the features used in this video the link on the screen will take you to the user guide for your version of Adobe as a general note not all Adobe features are supported with the knife Li you may contact our support team if you would like to use a feature that was not shown in this video open the form using Adobe Acrobat Pro and open the Tools menu at the top right before we get started further into our form let's take a look at the features we have in adobe the content editing tab will allow you to add new text or modify the existing text that we've added in word earlier these options can become especially helpful when you're trying to label things like text boxes or update furbish that was added to the form in the future when I fleet uses this form they will not be able to edit the text placed with these tools the forms tab lets you add editable fields that could be used by a fleet any field that needs to pull data from my fleet or needs to be filled out by the AI fleet user will be created using these options first let's sell Adobe that we need our flattened PDF to become a fillable form from the forms tab use the create option an Adobe will ask you if you'd like to create a form from scratch or use an existing document choose to create your form from an existing document and click Next to continue by default Adobe's should select the current document otherwise you may navigate to your document from this window once you have located your document click continue Adobe will display the add new field options on the right by clicking this option we have several choices depending on what kind of field we need I'll choose to add a new text field for some customer information in this case and then I'll drop that text field where I'd like this information to appear you can use the handles at each corner of the box to resize it and the arrow keys on your keyboard to adjust its position on the form once the box has been placed double-click on it to open the text field properties window to make ie auto fill this box with the customers name when we used the form we'll need to name this box according to the form field list from the online manual by opening the form filled list you'll see that each of the field codes on the Left corresponds with the text field on the right when naming your text fields it is important to use the exact casing from the form field list if you're unsure of which field codes to use we recommend loading the form test field into I fleet first using it as a form and letting it populate with customer information this way you can see what information each of the field codes will pull if your form will include dropdowns once you've placed that drop-down box you want to double click to open up the drop down properties and go to the options tab here you can add as many items as you need to the drop-down but make sure to add an item that is a blank space or something like n/a at the top at the list the reason for doing this is that when I fleet loads this form it will automatically select the first option in the list to display in the drop-down by default if you need to copy and paste a drop-down elsewhere on your form make sure that the new drop-down name is unique as with the items and everything else for these form fields if the names of the boxes are the same filling out one will automatically fill out the other at the same time when it comes to forms line items equipment and assets are handled differently for example each time you add a line item to a job an eye fleet they are numbered accordingly if you look at the form fields the codes for certain fields have a number in brackets at the end the number in the brackets is what indicates to I fleet what item you would like and where because of this you'll want to be careful when copying and pasting these fields within your form if you do not rename the fields to the appropriate number for that item the original items will be duplicated on the form if you would like a signature on your form use the digital signature field to create places to collect signatures you may wish to create a secondary box next to your signature field for capturing the current date of the signature to add a space for a photo on your form create a new large signature box you will name this box something like a fleet picture 0:01 as I have done on the screen that way I fleet will know you would like to insert a photo from the job once all the necessary fields are added to your customized form save a copy for testing and I fleet [Music] it's easy to upload a copy of your form into I fleet whether it's an Android or iOS device you will need to repeat these steps for any device that will require the PDF form to get started create an email and attach your PDF then email it to an account that is accessible on that device if you are using an iOS phone or a tablet open the email and long press on the form attachment this should bring up a list of options asking what do I do with this attachment choose copy to I fleet 4 which should launch the I fleet app once inside choose to import the PDF as a fillable form if you're using an Android device you will need to download the Adobe Acrobat Reader application from the Google Play Store before you start using your PDF you will still email the form as an attachment to the device but instead choose to download the PDF to a convenient location on your device once you have a copy locate the PDF and long press until the device ask you which app you'd like to open the PDF with from there you can choose the I fleet for PDF import option once you have uploaded your PDF form to the device you can use it as many times as you'd like from as many jobs as you'd like by pressing the plus symbol within the job next to the new forms header from there you may select which form you would like to use this time if you're using an iOS device the form will open and the operating systems default app if you're finished filling out the form at least for now you can close the form by tapping the done button at the top right if you're using an Android device this is where the Adobe Reader application comes in once you add your form using the plus symbol mentioned earlier it will appear on the job below the forms header and by pressing the form name your device should open the Adobe Reader app this will allow you to make edits to the fields and make annotations on the form once you have finished with your form at least for the moment you can press the back button to return to a fleet if your company has a work order or invoice form you'd like to integrate with AI fleet you may replace the default work order form built into the system with a few quick steps back in the office we need to enter the smart service setup to make a change now all users will have access to this section so if you are not able to locate it please contact your system administrator to make the change for you click on the I fleet tab on the far right and if you've already sent your customized form to all of your devices click the use a custom work order option afterwards all I fleet devices will start requesting that you designate a form or forms as your custom work order to set a default form as your custom work order let's return to our devices on each device open the I fleet dashboard and tap on the settings menu at the bottom from here search for the custom work order section once inside you will see a list of all forms loaded onto your device you may tap to select which forms should be listed as the default work order if you have more than one work order you may select multiple forms to be the default this will cause I flee to ask you which form you would like to use for that job whenever you finish a job now that our default work order is selected we can open up a job and finalize it to see the results upon tapping finalize you should see that your default work order will appear in place of the usual terms conditions built into the system if you notice that your form is populating incorrectly any time that you use it you may need to take it back into Adobe and change some of the fields that you were using to remove the current version of the form from your device enter the I fleet dashboard choose the settings option again and one of your options in here will save the forms list where you can view any forms that you have uploaded to that device and remove any undesired copies of the form with that we come to the end of our forms tutorial if you have any questions comments or concerns please contact your support team at eight eight eight five one eight zero eight one eight as a reminder we do offer custom form development and if you would like one of our representatives to quote you on form development please send us an email containing a current copy of your form and your logo to support at my service depot dot-com as always for more tips and tricks please visit us at smart service.com slash wiki [Music]