What is a Public Form in Caction?

In Caction, a Public Form is a secure, shareable digital form that allows your customers (end customers) to submit requests and information directly into your operational system. All categories share one running number.

Public Forms are commonly used for:

Service requests
Issue or breakdown reporting
Warranty registration
Service enquiries or expressions of interest
Collecting feedback

Instead of receiving requests through scattered channels like email, WhatsApp, or phone calls, Public Forms ensures all incoming information is structured, traceable, and immediately actionable inside Caction.

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Why is the Public Form Data Level Important?
What Makes Public Forms Different?
Status Updates & Notifications
How Public Form Data Is Used in Caction
How Teams Use Public Forms Day-to-Day
Public Forms vs Traditional Contact Channels

Why is the Public Form Data Level Important?

Many operational delays and misunderstandings start here:

“Requests come in, but they’re incomplete, inconsistent, or buried in chats.”

Public Forms solve this by:

1. Replacing Unstructured Channels

Instead of relying on:

WhatsApp messages
Emails
Phone notes

All requests follow a clear, consistent structure, making them easier to understand and act on.

2. Improving Response Speed

Because data arrives structured, teams spend less time clarifying details and more time resolving issues.

3. Creating a Better End-Customer Experience

End customers know:

Their request has been received.
What status it is in
When progress is made

This reduces follow-up calls and “just checking” messages.

What Makes Public Forms Different?

Public Forms are built on the same flexible Digital Form engine in Caction, but are designed specifically for external use.

Key Characteristics	Description
Publicly accessible via a link	No login required for end customers
Customisable form structure	Built using structured fields such as: Dropdowns Checklists Single or multiple checkboxes Text fields Date fields File and photo uploads
Secure and controlled	Only the form is public Submitted data flows safely into your system

This allows businesses to standardise how external requests are captured without exposing internal systems.

Status Updates & Notifications

Public Forms in Caction don’t stop at submission.

Once a form is submitted:

Internal teams can review and update the request
Status changes (e.g. Received, In Progress, Completed) can be reflected
End customers can be notified of updates and progress

This creates transparency without manual communication and keeps everyone aligned.

How Public Form Data Is Used in Caction

Data captured through Public Forms is not isolated. It can be:

Converted into Jobs	Service requests or issue reports can automatically create jobs for execution
Linked to Customers	Requests can update or enrich customer records
Linked to Assets	Issues can be tied to specific equipment or locations
Stored as structured records	All submissions remain searchable and traceable

This ensures inbound requests flow directly into your operational workflows.

How Teams Use Public Forms Day-to-Day

Roles	Usage
Operations & Service Teams	Receive complete, standardised requests Prioritise and assign work faster Reduce back-and-forth with customers
Customer Support & Admin	Track all incoming requests in one place Update statuses without manual messaging Reduce missed or forgotten requests
Business Owners & Management	Gain visibility into request volumes and response times Identify recurring issues or demand patterns Improve service reliability and customer satisfaction

Public Forms vs Traditional Contact Channels

Traditional Channels	Caction Public Forms
Unstructured	Structured
Hard to track	Traceable
Easy to miss	Workflow-ready

In simple terms:

Messages tell you something happened.
Public Forms tell you exactly what happened and what to do next.

Summary

Public Forms in Caction allow businesses to collect structured service requests, issue reports, warranty registrations, and enquiries directly from end customers. By replacing unstructured channels like email and WhatsApp with standardised forms, Public Forms improve response speed, enable status visibility, and seamlessly convert incoming data into jobs, customer records, and operational workflows.

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