How to add Forms to a Report

A Form is a set of custom questions you use to gather data on a work item, like a monitoring form for site visits or a species observation form. A Report merges data into a PDF template. Reports can pull in form data alongside property, contact, and other Landscape data, and can show either an entire form or only specific questions.


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Adding an entire Form to a Report

Adding one Form when a Work Item has several

Adding only specific Form questions to a Report


Prerequisites:

  • You must be a Landscape Administrator to edit Report templates via Settings > Reports > Report templates.
  • The Form must exist and be attached to a Work Item.

Forms are also created in Settings. Read more about how to create Forms, and how to automatically attach them to specific Work Item Categories and Types, HERE.

  • Your Report must have a Work Item-related Category, like Site Visits and/or Issues, because Forms can only be added to Work Items. For a Report with the Portfolio Record category, add a repeated block with a Work Item category and turn on nested content blocks.

Read more about report content blocks HERE.



Adding an entire Form to a Report

Without additional filtering, a form block prints whatever Form is on the Work Item when the report runs. For example, an Annual Monitoring Report run from a Site Visit prints that visit's form data, whichever Form it is.


Instructions:

  1. Open your Report template in the report editor.
  2. Click the + (plus) button on the left side of the report.
  3. Choose Form.
  4. Use the style options to adjust how the form appears, like font sizes and question layout.

The editor doesn't know which Form will appear, so it shows a sample form that updates as you change the style options. To see a real Form, run a sample report from inside a record.

If you don't see Form as a content block option. make sure your report has a Work Item category assigned to it. For Portfolio record or Project reports, use a repeated block with nested content turned on.



Adding one Form when a Work Item has several

If a Work Item has more than one Form — like an Issue follow-up form AND a violation decision tree Form — you can print just one of them.


Instructions:

  1. Add a form block, as described above, and open the form block editor.
  2. Under Question Filter, select Limit questions to certain sections of a specific form.
  3. Choose the Form from the dropdown.
  4. In the sections dropdown, select all of that Form's sections.

The report prints the whole chosen form and leaves out sections from the other forms.

If the Form doesn't have any sections listed, you will need to add them first. Save any changes you've made to your Report template first, then close it and navigate to the Form template that needs editing. Add at least one Section and drag questions into it. Read more about editing Forms HERE.

In the example above, a Report run from a Work Item with more than one Form applied will only display sections from the 'Annual Monitoring Visit' Form


Adding only specific Form questions to a Report

There are three ways to print only certain questions from a form. Choose based on how you want the answer to appear:

  • Form block with a question filter: Prints a single question and its answer as a form block.
  • Form field from the field picker: Prints the answer inline, so you can place it in a sentence, a table, or next to your own wording of the question.
  • Repeated block: Prints one or more questions using merge fields like Response and Question Asked, and can filter on specific answer values.

Option 1: Form block with a question filter

  1. Add a Form block and open the form block editor.
  2. Under Question Filter, select Limit questions to a certain question of a specific form.
  3. Choose the Form, then choose the question(s).


Option 2: Form field from the field picker

  1. Click the Insert Field button at the top of the content block where you want the answer to appear.
  2. Under Forms, select the appropriate Form. Its questions appear on the right. You can also use the search box to find a question.
  3. Click the question to insert its field.

The field looks like [[@Field:(Text of Question)]]  in the editor. When the report runs, it's replaced with that question's answer.

Because the field prints only the answer, you can word the question however you like. For example, put your own question text in one table column and the field in the next, or use the answer in a sentence like "The trail surface is [[@Field]]."


Option 3: Repeated block

  1. Add a repeated block and choose Form Data as its category.
  2. Turn on Filter the list to only certain items.
  3. Set the first query to Form Name > Is > and choose your form.
  4. Click Add Query, then set the second query to Question > Is > and choose your question.
  5. Add merge fields like Response or Question Asked. They'll print data from only that question in that form.

Filtering on specific answers

To filter on specific answer values when using the Repeated block option, change the repeated block category to match the question type. For example, to print a single multiple choice response from one question in one Form, use these settings:

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