In this article: 

1. Benefits of digital forms
2. Creating your own forms
3. Using digital forms in vPlan
4. How do our customers use forms in vPlan?

Benefits of digital forms in vPlan 

Being able to add, edit, save and share forms in vPlan is a godsend for many companies that work on site or those that work a lot with quality controls or certain procedures, for example. Throw pen and paper in the bin, because the addition of digital forms allows you to work offline & online with the right documents.  

Besides no longer having to work with papers, which can be cluttered, you always have the latest version of your documents with you. Also handy for your other colleagues, customers and any other parties. 

But digital forms have even more advantages:  

1. Prevent input errors;
2. Easy to share, even outside your organisation;
3. Maintain overview with main and sub-forms;
4. Simple document and file management;
5. Always & everywhere accessible;
6. Simply and quickly bundle information, sign off work, upload attachments and more! 

And by setting fixed input fields, you'll never forget to fill in important information while you're on site, no matter how hectic the day. The forms in vPlan are completely customisable and you can even add your own house style to the document. More on that below. 

Create your own forms 

A digital file in your own house style looks professional and works flexibly. Moreover, it makes your work a lot more efficient. Tablet Forms allows you to have templates made in your own house style.  

In addition to a professional representation of your company, you can arrange the form however you want. For example, choose fields for: 

1. Adding attachments, such as photos or videos;
2. Recording your GPS location;  
3. Making calculations;  
4. Adding signatures;  
5. Adding option lists and much more.

Using digital forms in vPlan 

You can use digital forms in vPlan if you have purchased the basic package or higher. So the starter package does not include digital forms. 

We already mentioned that a form can be set up according to your wishes. It is possible to add different fields to a form and make them mandatory. If you need a specific form, we will look at your wishes and requirements together with our partner Tablet Forms. Within 5 working days, you will have a customised form for your company, complete with logo. You can use this form directly in vPlan. 

Add form to plan card

You can link certain labels to certain forms. If you (or your planner) give the label 'inspection' to a planning ticket, you can for example choose to automatically add an inspection form to the ticket.  

You can associate certain labels with certain forms. For example, if you (or your planner) give the label 'inspection' to a plan card, you can choose that an inspection form is then automatically added to the card.  

This way, your employees on site will immediately see which jobs require an inspection. And when they open the relevant card, they always have the most recent form to hand. Super convenient! 

Add form to ticket using automation

You can also use automation. For example, a certain form is automatically added to a ticket when you change the status of an order, for example. Again, a label is then added to the ticket. This label is then again linked to a form. 

Is this all a bit overwhelming? No worries, we set up the forms together so they are ready to use for you. 

How do our clients use forms in vPlan? 

We've now explained what digital forms are, how to set them up and how to use them in vPlan. Time for some fun real-life examples! In fact, many of our clients are already working very successfully with forms in vPlan. We take BigAirbag, Bouwdeck and BHS Nutricion as examples.  

BigAirbag has developed two forms: a 'visit report' and a product checklist. The 'visit report' form assesses the installation on site. This is how BigAirbag ensures the safety of their products. With the 'product checklist' form, they check whether the product meets all requirements when it is received. They do this because production is mainly outsourced.  

A lot of mandatory input fields are used here. These must be completed before a workflow can be started. This is mainly to ensure the completeness of the inspection. Another additional advantage is that all information, including photos, is immediately available. This allows someone remotely to easily assess whether the situation is safe or not.  

Bouwdeck

Another real-life example is Bouwdeck. If you are in the construction industry yourself, you are undoubtedly aware of the Quality Assurance Act. Bouwdeck has had a form developed for the Wkb. This allows them to easily record important information regarding the Wkb.  

For example: Each roof element must be assembled and checked according to a set procedure. A Wkb form is automatically added to each construction number. In this way, Bouwdeck always complies with the requirements of this law and internal quality assurance. 

BHS Nutricion

Just one more then to conclude! BHS Nutricion specialises in producing and packaging tablets, capsules, softgels and liquidcaps. Companies operating in the pharma and food sector must set up their production process according to FSSC (Food Safety System Certification) guidelines. The FSSC 22000 is a food safety standard for the entire food industry. Pursuing these guidelines is meticulous work. 

Often, these types of companies face inspections and audits from their customers. Traceability within the production process is key here. One must be able to prove that all steps in the production process have gone as they should. For example: before starting production, the production line must be completely cleaned and nothing from a previous order must remain. This 'lineclearance' must be signed off, possibly even photographs are taken for verification.  

Thus, every step in the production process must be accounted for, including recording which batches of raw materials were used, how many finished products were made and how much raw material was used for them (quantity checks). 

BHS uses forms to record certain batches for supplement production. By doing so, they guarantee the traceability of batches. Every step in the production process is recorded. Only when a step is completed correctly can one proceed to the next step. When the order status is changed in vPlan, a form is automatically added with information belonging to the next step.  

The information already known in their ERP, Exact, is immediately added to the form. This includes batch numbers and customer information. This gives BHS control over their process, quality and documentation. 

Conclusion: forms make your work easier 

We can safely say that working with forms in vPlan makes your work much easier. The chance of incorrect entries is much smaller, it saves you time and it looks more professional than paper forms. Moreover, everyone always has the latest version to hand. And frankly, it is also just more fun to be able to work with forms so easily.  

So, what are you waiting for? Optimise your workflow and keep a grip on your projects!