How to Create a Digital Form ?

What are Digital Forms?

Digital Forms are electronic versions of traditional paper forms and reports used during jobs. They allow your team to quickly fill out job checklists, inspection reports, and capture customer signatures—directly from a phone or tablet.

This eliminates the need for printed paperwork, saving time and reducing errors. For example, when a technician services a machine, they can complete the checklist, attach photos, and get the customer’s digital signature—all in one place.

The data is instantly available to be viewed and edited directly improving efficiency, ensuring standardised reporting, and making records easy to retrieve for future reference.

Benefits :

Eliminate the need for printed paperwork, reducing paper waste and storage requirements.
Reduce transcription errors and illegible handwriting issues common with paper forms.
Collect digital signatures and provide professional-looking documentation.
Ensure consistent data collection across your team with templated forms.

This guide will show you the step-by-step guide on how you can create Digital Forms inside Caction.

Using Desktop
Using Mobile

Navigate to the section by clicking it.

From Job
From Project
From Digital Form

Desktop Version

From Job

At the desktop site’s navigation bar, go to Business Management > Schedule > Job Schedule.
Create Digital Form Here: https://system.caction.com/activity/scheduler
Click on the Job that you would like to create the Digital Form in.
Click on the “Create Digital Form” icon.

*Note: Digital Form Templates available are based on the access given by your admin. If you do not find your template, please request permission or help from your admin.
Select the type of digital form that you would like to create. For this example, we will select “Quotation”.

Fill out the details of the new quotation. Available fields may differ depending on your company’s system setup.

Field Name	Description
Category	Classifies the type of quotation.
Status	Indicates the current status of the quotation.
Customer	Select the address of the customer or attach the customer.
Project	The project associated with this quotation.
Start Date	The date when the quotation is created.
Assigned User	The user responsible for this quotation.
Reminder	Set a reminder for follow-ups or important dates.
Product/Services List	The list of products or services included in the quotation.
Description	Additional details or description of the quotation.

Create Digital Form Step 5

Click “+ Product/Service” if needed.

*Note: Product/Service section may not be available in your selected digital form.
Select the Product/Services that needed in this form.
Click on the “SAVE” button.
Enter the details of the product/services.
Click on the “Save” icon.
Click “OK” to confirm the save change.
Your form is successfully saved when the “Successfully Saved” prompt appears.

From Project

At the desktop site’s navigation bar, go to Business Reports > Project Report.
Create Digital Form Here: https://system.caction.com/reports/deal
Click on the expand button beside the project that you would like to create the digital form in.

Create Digital Form2 Step 2

Click on the “+” button.
Click on the “Create Digital Form” icon.

*Note: Digital Form Templates available are based on the access given by your admin. If you do not find your template, please request permission or help from your admin.
Select the type of digital form that you would like to create. For this example, we will select “Quotation”.

Fill out the details of the new quotation. Available fields may differ depending on your company’s system setup.

Field Name	Description
Category	Classifies the type of quotation.
Status	Indicates the current status of the quotation.
Customer	Select the address of the customer or attach the customer.
Project	The project associated with this quotation.
Start Date	The date when the quotation is created.
Assigned User	The user responsible for this quotation.
Reminder	Set a reminder for follow-ups or important dates.
Product/Services List	The list of products or services included in the quotation.
Description	Additional details or description of the quotation.

Create Digital Form2 Step 6

Click “+ Product/Service” if needed.

*Note: Product/Service section may not be available in your selected digital form.
Select the Product/Services that needed in this form.
Click on the “SAVE” button.
Enter the details of the product/services.
Click on the “Save” icon.
Click “OK” to confirm the save change.
Your form is successfully saved when the “Successfully Saved” prompt appears.

From Digital Form

At the desktop site’s navigation bar, go to Business Reports > Digital Form Report.
Create Digital Form Here: https://system.caction.com/reports/digitalform?code=DR01
Click on the dropdown button to select the digital form template to use.
Select the type of digital form.
Click on the expand button beside the digital form that you would like to create the new digital form in.
Click on the “+” button.

*Note: Digital Form Templates available are based on the access given by your admin. If you do not find your template, please request permission or help from your admin.
Select the type of digital form that you would like to create. For this example, we will select “Sales Order”.

Fill out the details of the new sales order. Available fields may differ depending on your company’s system setup.

Field Name	Description
Category	Classifies the type of sales order.
Status	Indicates the current status of the sales order.
Customer	Select the address of the customer or attach the customer.
Project	The project associated with this sales order.
Start Date	The date when the sales order is created.
Assigned User	The user responsible for this sales order.
Reminder	Set a reminder for follow-ups or important dates.
Product/Services List	The list of products or services included in the sales order.

Create Digital Form3 Step 7

Click “+ Product/Service” if needed.

*Note: Product/Service section may not be available in your selected digital form.
Select the Product/Services that needed in this form.
Click on the “SAVE” button.
Enter the details of the product/services.
Click on the “Save” icon.
Click “OK” to confirm the save change.
Your form is successfully saved when the “Successfully Saved” prompt appears.

Mobile Version

Scenario 1 : Create Digital Form from To-Do List.

1) Select Job

2) Scroll down to find To-Do List and click the button for ‘Create Service Sheet’.

3) Fill in the details and click ‘Save’.

4) The Digital Form is created in the system.

Scenario 2 : Create Digital Form from “+” icon.

1) Select Job

2) Click on the “+” icon.

3) Click the “Add Digital Form” icon to choose digital form.

4) Select the Digital Form require.

5) Fill in the form with the required details, then click ‘Save’.

6) You may choose to open or skip ‘Acknowledge and Feedback’. If you decide to open it later, you can access it via the three-dot icon.

7) The Digital Form is created in the system.