Morning Folks
I am building out a vehicle daily check form, kms, tyres, lights, etc, all the fun daily checks.
We have about 1,200 bits of equipment, so i’m not keen to have a new row created each check. I’m trying to get the spreadsheet (data form) updated with each entry.
I don’t want to use the edit function, because it would confuse the staff (they drive trucks, and not office work – they tell me). So the system has to be a little bit bulletproof.
There will be a couple of different forms for daily checks, vehicle status, kms, RUCs, location, etc. They forms will need to update the spreadsheet upon submission.
Thoughts and guidance, all help is greatly appreciated.
Cheers
Marcus
I am trying to understand your problem statement. Please correct me if I am wrong.
From What you Describe:
- Large Dataset: There are about 1,200 pieces of equipment, each requiring daily checks.
- Efficient Data Management: You don’t want a new row for each check, preferring to update existing rows.
- User-Friendly System: A bulletproof, easy-to-use system is needed as staff primarily drive trucks.
Suggested Solution
- Create a sheet/table to hold the properties of each equipment. For ex:
- ID - An unique ID for each equipment. If you are using Glide Tables, then you can create a column of type “Row ID”.
- Name - Display Name of the equipment.
- Description - You can this to provide review instructions or clarifications.
- Create two columns for each piece of data you want to show/edit. First column will hold that actual data, the second column will be Boolean that says whether this previous column is relevant for this equipment. For example:
| ID | Name | Description | Tire Pressure (PSI) | Show Tire Pressure | Jaw Capacity (Inches) | Show Jaw Capacity |
|---|---|---|---|---|---|---|
| 1 | Truck 1 | Delivery Truck | 35 | Yes | No | |
| 2 | Pipe Wrench | An essential tool | No | 2.5 | Yes |
- Create Screen on Glide for this source showing only the name and description. Disable Add/Delete options. Allow only editing. If you want to keep it even more simple, then you enable advanced actions, then delete the edit option and replace the show detail form on click to show edit form.
- The tap the edit option, which will show a form with all fields. Remove the fields for “Show Tire Pressure” and “Show Jaw Capacity”. Instead use that to set the visibility for the related field. Now your form will only show the related fields in that form. You can optionally set additional rules for these fields such as default value, min/max or required.
Additional Suggestions
- Optimized Form Layout: Consider organizing the edit form layout to group related fields, making it easier for staff to complete checks.
- Provide dropdowns/Chips: For fields that can accept only certain responses, consider providing dropdowns or chips to reduce data entry errors and make the form more user-friendly.
- Automated Workflows: Add automation or workflows that trigger alerts or notifications based on equipment conditions, making it easier to keep track of equipment status.
- Consider Using roles: If not all forms should be visible all users, then consider using User roles to filter the equipment list. For ex: Add a roles column to the table above and a comma separated role name such as Manager, Driver. Then you can filter the list on the main screen to show items that either do not have role set or if the current user role is one of the roles mentioned.
- Provide a Dashboard View: Consider adding a dashboard view and make it visible to certain users such as those with a “Manager” role. Here you can show a summary of vehicles that need attention by filtering on a condition column. You can also group the list by condition and/or provide a filter to see only rows based on condition.
Hope this is what you are looking for.
Here are sample screenshots:
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