Template Creator - Main Page Navigation

• Template creator is where you can create, edit, and manage all your Form Templates. These templates are the Forms that your users will have access to complete on their apps.

• Template creator is only available on the web and is only accessible by admins and managers. Managers cannot edit or share templates; they can create new ones that an admin can review and approve. Admins have full access.

• From the homepage, click “Forms” from the sidebar, then click “Template Creator”.

• This will bring you to your main Template Creator page, you will find your full list of templates here. 

Tabs located at the top of the Template Creator Main Page:

• My Company Templates: These are all your templates that have been created by you. 

• External Templates: These are all the templates that have been shared to you via another account, you cannot edit these external templates as they belong to another account. You can Bookmark, Follow, View, Share, Schedule, and Unpublish. 

• Bookmarked Templates: You can bookmark any internal or external templates, once bookmarked they will appear listed within this tab.

• Followed Templates: Any templates you follow, you will receive an email on anyone’s start of the form and completion. 

• Archived: Archived templates will be listed here, you can go in and restore them at any time.

• Template Types: Here you can create template types and assign them to your templates, you can filter by these templates in Completed Forms. 

• Much like everywhere else in SafetyLoop, you will find action dots to the right of each of your templates. Let’s walk through each of these actions! 

• Simply bookmark a template to add it to your bookmarked list, found in the “Bookmarked templates” tab above the template list. 

• Any templates you have bookmarked, you can remove from your bookmarked list by clicking the action dots and selecting “UnBookmark”. 

• By following a template, you will receive a notification and email (to the email on file, if provided) for the starting of a form and the completion of the form by anyone in your account. 

• Once followed, you can unfollow at any time by using the action dots then clicking “UnFollow”.

• Emails will appear as:

• This is simply another route to starting the form. This can also be done through "Start New Form".

• Viewing a template gives you a general view of the form, it will show the questions and answer types. It will not show details within dropdowns but will show multiple choice. 

• This is where you go to edit any existing templates, a change in the template will change it for everybody with access. Editing will not impact any previously completed forms or forms in-progress, only those started after the edits will reflect the changes.

• Share is a manual way to share forms to groups and users, it is strongly recommended that you use Job Profiles to handle sharing as the manual way can be burdensome and leaves room for error. 

• If sharing users to an external template, you will need to share manually.

• The Share and Schedule button both open in the same window, you can schedule forms and assign them in the same place.

1. To share manually, click the “Share” from the action menu next to the form you would like to share.

2. This will open the Share/Schedule window for the form. 

• First, click the check box to the far-right of the group, then click into the assign members box and assign users to the form in the group. You can also assign other companies you have connected with in the “Assign Companies” column.

• Typically, you will not want to check the “Can Edit” box, this gives editing privileges to any of the companies you may have assigned the form. 

3. Once you’ve shared to a group and assigned users, you can click close in the bottom right-hand corner.

**We highly recommend using Job Profiles to handle all form sharing**

• You can schedule forms from “Share” or “Schedule”, the same window will open for both. 

1. Next to the applicable form, click the action dots then click “Schedule”.

2. The form will need to be assigned to a group/project and users. 

3. Next, click the “unscheduled” box in the “Frequency of Inspection” column. 

4. You will then select your schedule frequency, you can choose from Daily, Weekly, Monthly, Quarterly, or Annually. 

5. The schedule will be applied to ALL USERS that are assigned the form.

You can also enable the following:

• One form completion satisfies the form requirement for the group. Ie. One member above can complete the form, and the other members will not be marked as missed. 

• One form completion across groups satisfies schedule. Ie. A member from any group can satisfy the schedule for all by completing the form.

To enable these, check the boxes in the upper right-hand corner of the window.

6. Once complete, click the “CLOSE” button in the bottom left-hand corner.

• Duplicating a template will create an exact copy
  of the original template, it will have a “-Duplicate” added to the title.

• This new template will NOT duplicate sharing/scheduling structure and assignments.

• Template types are a great way to improve searchability and filtering in your template list AND completed forms list. 

1. Before assigning a template type, you will need to create template types. First, click the “Template Types” tab.

2. Next, click the “+NEW TEMPLATE TYPE” button.

3. This will open your Create Template Type window, type your name for the template type then click “CREATE”.

4. On the main template type page, you can edit and delete template types using the action dots to the right of each type.

5. Once you have created template types, you can go back to your template creator page and click the action dots next to the applicable form. 

6. This will bring up your “Assign Template Types” window, click into the template type box, then select you type from the dropdown, then click submit.

7. Your assigned template type will now be displayed in the corresponding column in your template list. You can filter your list using these types.

8. You can also filter your completed forms list by template type, this is a great way to help you when reviewing certain collections of forms! 

• From the action menu to the right of your template, click the “Un-publish” button.

• Un-publish allows you to pull a template from viewing/accessing by all users, it will only appear in your templates list, once published all previous sharing will remain. 

• You can create QR Codes for any template, this will allow external users to scan the code with their smart phone and complete the form. They will be prompted to input their name at the beginning of the form.

1. From the action dots to the right of the template, click “Generate QR Code”.

2. Next, you will select the group the QR Code will complete forms for, this is necessary as it ensures external users direct the forms to the proper places.

You will also need to set a maximum number of forms to be created from the QR Code, this stops any potential spamming and things from getting out of control. Typically, you would want to set a limit you won’t reach for the project.

Once this info has been inputted, click the “GENERATE QR CODE” button.

3. You will then be directed to your View QR Code window, here you can view the QR Code’s info. You can also print the QR Code here. 

4. If printing or saving as a PDF, click the “PRINT QR” button. This will bring up the print preview window, you can print from here or save as a PDF.

5. To access these QR Codes after creation, click “QR Codes” from the side bar or click “QR Codes” from the action menu on a template. This will direct you to the same page.

6. Here you can view, print, or copy the QR code
link for any QR codes created for a group or templates. 

Group QR Codes allow users to scan into a project and be able to create forms for that project via the mobile app, Template QR Codes allow external users to complete forms outside of the SafetyLoop app. 

7. In group QR Codes, click the view icon.

Here you can print or copy the QR code link.

8. In Template QR Codes, you can view all your template QR codes, how man y created forms are allowed, how many have been created, and other information. You can edit these details with the edit icon, to view the code click the view icon. 

• You can archive templates at any time. Once archived, users will no longer be able to complete the template, and it will be moved to the archived list. This will not archive previously completed forms, it will only remove it from the new form list moving forward. 

1. From the template list, click the action dots menu then scroll down and click “Archive”.

2. The template has now been archived! It will be moved to your archived list, found in the “Archived” Tab.

3. Here you will find your full list of archived templates, to unarchive something, click the action dots next to your desired template, then click “Restore”. 

• You can send a form via SMS to an external user, this is someone who does not have access to SafetyLoop. Forms can be sent from Start New Form, Template Creator, and the mobile Forms list. 

1. From your template list, click the action dots next to your desired template, then click “Send SMS”.

2. This will open the Send SMS window, you will then add a phone number, edit the allowed limit, and select the group the form can be directed towards. Once complete, click “SEND”. 

• You can set up email notifications for each template. This way when that template is completed for any group, that email address will receive an email with a brief form description as well as a link to the PDF!

1. From your template list, click the action dots to the right of the desired template, then click "Notification List".

2. Next, type in the email address you would like to send the completed forms to, then click "ADD EMAIL". 

NOTE: This will add the email to a pending list, you must click "ADD NEW EMAILS" to finalize the notification.

3. After clicking the "ADD EMAIL" button, you'll notice the email gets added below. Once you've added all the emails you'd like, click the "ADD NEW EMAILS' button to finalize. 

The email(s) will then be added to the current email list. You can remove emails at any time using the "Remove" button in the Notification List window.

4. Once added to the Current Emails list, you can exit the window. That address will then receive email notification when the form is completed!