Build a custom form
You will have a form of your own questions that staff or drivers can fill in, with every submission stored as data you can report on in the custom report builder.
A custom form is a set of questions you define: a pre-trip check, a post-trip inspection, a loading checklist, a damage note or extra booking data your customer asks for. Each submitted form is stored as a record, and every form appears in the custom report builder as its own data source with one column per question.
The inventory confirms that forms exist and show up as report sources. The design screen itself was not part of the 9 November walk, so the steps below describe the usual shape of the feature; treat the button names as guidance and check them on your tenant.
Before You Start
- Your plan includes custom forms; if you do not see a forms option, ask your administrator or support.
- You have the question list written down, with the answer type for each (yes/no, number, text, date, photo, choice from a list).
- You know what the form attaches to: a booking, a vehicle, a driver, or nothing in particular.
Steps
- Open the forms area, where available on your tenant, and start a new form.
- Give the form a name that will make sense as a report source. The name is what you will pick in the builder, so "Driver pre-trip check" is better than "Form 1".
- Add one question at a time, with its answer type. Keep questions short and factual; a question becomes a column, so "Brake lights working" with yes/no reports better than a free text box.
- Mark the questions that must be answered. Required questions give you complete columns to filter on.
- Choose what the form attaches to, where the option exists. Attaching to a booking or vehicle lets the report show the LR or the vehicle next to the answers.
- Save the form and fill it in once yourself. Then open the custom report builder, pick the form as the data source and confirm the test submission appears with one column per question.
- Tell the people who will fill it in where to find it. Where the driver app offers forms, drivers submit from the trip; otherwise office staff fill it from the web.
Parts of a form
Part | What to set | Notes |
|---|---|---|
Form name | Short, specific name | Shown as the data source in the builder |
Questions | One per line, factual wording | Each becomes a report column |
Answer type | Yes/no, number, text, date, photo, choice | Yes/no and choice filter best |
Required | Tick for answers you always need | Gives complete columns |
Attached to | Booking, vehicle, driver or none | Links the answers to the record |
What This Changes
- A new data source in the custom report builder named after the form, with one column per question plus who submitted it and when.
- Each submission is stored as a record; nothing posts to the ledgers or changes a booking.
Tips
- Design for the report, not the form: if you will filter on an answer, make it a yes/no or a choice.
- Add a photo question for inspections so the evidence travels with the row.
- Keep one form per job. A pre-trip check and a damage report are two forms, two sources, two clean reports.
Frequently asked questions
Need Help?
Chat with the NShine ERP support team on WhatsApp at +91 79950 87755, or ask from inside the app. Last checked 9 November 2026 against app.nshineerp.com.