Start a Form

Starting a Form allows you to begin or continue completing a digital Form in Samurai CMMS. Forms are most commonly started and completed in the mobile app, where technicians and operators capture information in the field.

A Form can be started as a new Form or resumed if it was previously started but not yet completed.

Before you start

Generally, before starting a Form:

You must be logged into the mobile app
The Form must be published and available to you
Your role, department, and asset context must match the Form’s assignments
If starting from a Work Order, the Work Order must already exist

If a Form does not appear, contact your administrator and review its Form Assignments and settings.

Also, within the Form Assignments make sure Do you want the form to show as an Action Button in the App? is toggled to Yes if you want it available in the Mobile App.

Ways to start a Form on mobile

Forms can be started from several locations in the mobile app, depending on the context.

Start a new Form from Home

Use this option when starting a Form independently.

Steps:

Open the mobile app.
Go to Home.
Select Start a New Form.
Choose the Form from the list.

The Form opens and is ready to be completed.

Continue an existing Form from Home

Use this option to resume a Form that was started but not completed.

Steps:

Open the mobile app.
Go to Home.
Select Continue an Existing Form.
Choose the Form from the list.

The Form opens at the point it was last saved and synced.

If completing Form in offline mode [insert hyperlink here], it is important to sync your changes so that other users can continue from where you left.

Start or continue a Form from a Work Order

Use this option when the Form is linked to maintenance work.

Steps:

Open the mobile app.
Go to Work.
Open the relevant Event (advanced assets only).
Open the Work Order.
Scroll down to Forms to Complete
Select the Form you want to start or continue.

Start or continue a Form from the Forms tab

Use this option to manage Forms directly.

Steps:

Open the mobile app.
Go to Forms.
Choose an existing Form to continue or select Start a New Form and choose the Form

This view shows all Forms available to you and any Forms currently in progress.

What happens after a Form is started

Once a Form is started:

It is marked as an Existing Form
It appears in the Forms tab
Progress is saved automatically as you enter data
The Form remains editable until Complete Form is selected

A Form is not considered complete until the Complete Form button is pressed and all validation passes.

Example of starting a Form

A technician arrives on site to perform an inspection.

The technician:

Opens the mobile app
Selects Home → Start a New Form
Chooses the Daily Equipment Inspection Form
Begins entering inspection results

The Form appears as In Progress until it is completed.

Started Forms

Forms that have been started but are yet to be completed are distinctly visible on both the mobile and desktop app.

Desktop

Started forms are located:

From the side menu, select Forms → Forms Management
Go to the In Progress Tab

You can click on a Form here to continue completing it.

Mobile

Started forms are located on the Forms tab.

You can click on a Form here to continue completing it.

Important considerations and best practices

Use Continue an Existing Form to avoid duplicate submissions
Forms that are worked on in offline mode should be synced as soon as possible to ensure data integrity by maintaining a single source of truth and enabling others to have access to current information.
Forms started but not completed remain visible until finished
Start Forms as close as possible to when the activity begins
Ensure all required fields are completed before finishing
Completed Forms cannot be edited unless permissions allow

Starting a Form correctly ensures accurate data capture, traceability, and smooth handover between field and office teams.