What are Field Reports?
Our Field Reports offer your team a way to securely complete, submit, and review any report from within PlanGrid. It is a flexible report management system that allows your team to use your existing forms while streamlining the report completion process to be more convenient, efficient, and manageable.
To start working with Field Reports, you will first need to upload your template PDF form to our website or create a custom form within PlanGrid. Don't have a PDF template? Learn how to convert your files to PDF.
To upload your report template:
1. Click on the clipboard icon in the navigation bar to go to 'Field Reports.'
2. Click on "Templates" followed by "Add New" Note: Only Admins and power collaborators have permission to create new report types. Project collaborators cannot create new report Templates.
3. Choose "Create a New Template" - You also have the option to create a new folder here, if need be. For New Templates, you have the option to build a new form, or upload an existing template of your own. *Note* to utilize the co-editing reports feature, you must build a new form; this feature is not compatible with PDF forms
Note: If you would like to use one of our prior sample PDF templates, you can download them from our help article, add a company logo, etc. if desired, then upload as an existing PDF form.
4. Once you've created a new form or uploaded an existing template, you can preview your template, edit the report name and customize additional components (notes, automatic weather reporting, crew).
5. Next, you will assign and give your team members the access they need for that report. You may add individuals or quickly add a group of team members by project role (ie: Admins, Power Collaborators and/or Collaborators) and you may choose to allow reviewers to view drafts and choose to allow assignees to edit the same draft. *Note* Once the co-editing feature is enabled on a template, you cannot change the setting; if you choose not to enable at the time of creation you cannot turn it on later Learn More about Field Report Permissions
6. When you're finished, click "Create" to complete setup.
Filling out your reports is easiest in our iOS app. Don't have an iPad or iPhone? Learn how to fill out reports on the web.
1. In Grid View, tap on the filing cabinet icon and select "Field Reports".
2. To start a new draft, tap on the thumbnail of the report template you want to use. If another assignee has already started a draft of that report, you will see any recent updates listed and be able to choose to co-edit the existing report or begin a new one of your own. If you want to continue to edit a draft you have already started, tap the title of the report in the list to view your drafts, then select the draft you would like to modify. You can also create a new report from the list.
3. Fill out the form. You can tap on a field to interact with it. If you do not have fillable fields in your form, you can tap the pencil icon in the lower right-hand corner to access the annotation toolbar. You can add text, mark up your form with the pen or highlighter tools, etc. Tap "Save" when you are finished. If you are co-editing a report with other assignees, only the most recent changes that are saved and synced will be visible unless you are adding line items to a table; in that case all rows will appear separately and will keep adding to the list. (example: several people are adding items to the Materials section of a report). As long as you are connected to an internet connection, the report should sync answers every 30 seconds so you can see what has been added. Newly added photos or references will need to be updated with a full project sync but any photos or references that already exist in the project will be visible.
4. On the report details screen you can edit the report date, add a brief description (or title) and attach photos to your report. Tap the "Edit" button to re-open the PDF form at any time. Photos and references added when co-editing a report will not show up with each refresh and you will have to sync the project to see new photos that were added while editing the report. Photos already in the project (added to the report from the gallery) will show up without syncing. If you have completed work for a draft offline that you were co-editing with other assignees, all updates will start to sync as soon as you connect to the internet again and only the last update to sync will be visible (overriding any existing responses).
5. Tap "Submit" when you are ready to submit your report. Be sure to confirm that others have finished editing the report as well before submitting if you are co-editing a report with other assignees.
Note: If you need to make any changes after your report is submitted, please check out our help article for editing a submitted report.
Reviewers can see field reports in Draft status when the “allow reviewers to view drafts” box has been checked in the field report template. This can be updated in 2 places: when the template is being created and by editing the template.
When viewing the report in draft:
Currently you are able to receive a Daily Field Report Summary, a Daily Field Report Submission Reminder, and a Submission Email of when a report that you are a reviewer of is submitted. You can set notifications for your team if you are a field report manager by going into the Field Reports tab of the project on a web browser > Templates > Choose the template > Edit > Check the box for Daily Reminders. Individuals in the report can set their own notifications following the steps listed below:
1. To set notifications for your Field Reports, please click on your name at the top right, followed by Account Settings.
2. Scroll down to the Field Reports to select your choice for notifications. Currently you are able to receive a Daily Field Report Summary, a Daily Field Report Submission Reminder, and a Submission Email of when a report that you are a reviewer of is submitted.