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Records & Forms: keep the information your business needs, with your own fields
CloudotNet Records & Forms is a tool that lets you set up, without code, the record types your business needs, the fields on those records, their entry forms and your screens. A record type is the template for something you want to keep track of, such as equipment, customers or contracts. When you define a record type, its entry form and list are prepared for you; you link records together and design your screens with drag and drop.
Higher planRecords & Forms is part of a higher plan. With your free account you can start using Task & Field Management and Process Design right away; when you need your own record types, we'll work out the right plan with you.
Problems it solves
Information is scattered across spreadsheets
The equipment list is in one file, contracts in another folder. Keep them all in one place with your own fields and link them together.
Off-the-shelf fields don't fit
Ready-made tools give everyone the same form. Here you decide what information is kept and what is required.
The same information is typed again and again
You link records together: every maintenance record knows its equipment, every contract its customer. Information is entered once.
Statuses depend on who you ask
You define a status flow such as “Draft → In approval → Closed”. Invalid moves are blocked, so everyone follows the same order.
What's inside
- Your own record typesEquipment, customers, contracts, suppliers, vehicles or any other record type your business needs
- Your own fieldsText, number, date, choice list, file, currency, phone and more; required or unique
- Link records togetherEvery contract belongs to a customer, every maintenance job to a piece of equipment
- Status flowStages such as “Open → In progress → Done”; invalid moves are blocked
- FormsForms for entering records; add them to screens and reuse them
- Your own screensBuild screens from list, form and detail parts; prepare them as drafts and publish
- PermissionsYou choose who can view and who can edit
- Ready-made record type setsPick a ready-made set of record types from the catalog and apply it to your organization
Example processes
These processes are examples of what you can build with Process Design. You set up your own process by choosing the steps, and we're happy to help with the setup.
- When
When an equipment record's status is set to “Faulty”The field team updates the record on their phone
- If
If the equipment is flagged “critical”Otherwise it is only noted on the record
- Create record
Create a fault record linked to the equipmentWith the equipment and date
- Notify
Notify the maintenance leadEmail and in-app notification
- When
When a new contract record is createdLinked to the customer record
- If
If the contract value exceeds 100,000 TRYOtherwise accounting is notified straight away
- Who approves
The general manager approvesIf rejected, the person who opened it is notified
- Notify
Notify accountingEmail and in-app notification
- When
When a new complaint record is createdLinked to the customer record
- If
If the complaint type is “Warranty”Otherwise it goes to the account manager
- Who approves
The service manager approves warranty coverThe approval or rejection is recorded
- Notify
Tell the account manager the outcomeEmail and in-app notification
Related use cases
- Track scheduled maintenance without a spreadsheet
- Set up multi-level approval for spending and purchasing without code
- Keep equipment and vehicle records, with their service history, in one place
Related industries
- Facility Management
- Maintenance & Repair
- Construction
- Energy & Solar
- Telecom Field Ops
- Hospital Operations
- Health & Safety
- Quality Management
Other solutions: Task & Field Management, Process Design · All solutions →
Frequently asked questions
Can I set up my own record types without coding?
Yes. You name the record type, add its fields and choose a type for each field. The entry form, list screen and field checks are prepared for you.
What kind of information can I keep?
You can use text, long text, number, decimal, date, date-time, yes / no, email, phone, link, single and multiple choice, file and currency fields. A field can also point to another record, for example linking every contract to a customer.
Which plan includes Records & Forms?
Records & Forms is part of a higher plan. With your free account you can start using Task & Field Management and Process Design right away; when you need your own record types, get in touch and we'll work out the right plan with you.
Do I need this solution for the checklists my field team fills in?
No. Checklists and surveys linked to tasks are part of Task & Field Management and are included in the free account. You link a survey to a task so it's filled in before the job starts or before it's completed.
Can I design my own screens too?
Yes. You build screens from ready-made parts such as lists, forms, details, filters and buttons. A screen is prepared as a draft and goes into use once you publish it; users see only the information they're allowed to.
Got a question? Let's talk directly.
Tell us about your work and we'll walk you through the right setup on screen. Or just give us a call.
Prefer to try it yourself? Create a free account →
