Ningbo Xincheng Construction Project Department | Custom PDF for Data Export and Archiving

Original: https://cli.im/article/detail/2176

We have been using CaoLiao's forms feature to convert some offline paper-based registrations into online forms that can be filled out by scanning a QR code, which is indeed very fast and convenient. However, when exporting all form data to PDF, the system's default format did not meet our company's archiving requirements, so we had to perform secondary processing. Scanning to fill out forms only proved that we had done these tasks but could not export them for archiving.

Now, with the new custom PDF export feature, we can collect information through forms. In the forms settings, we only need to insert the field codes corresponding to this information into the company's existing Word document and upload it. After that, we can export according to our company's specified format. This feature is very powerful.

Here are some use cases from my own experience:

Personnel Safety Management File Archiving

Our project department needs to collect and archive the basic information of all on-site employees. Considering work safety, it is necessary to sign safety risk notifications and participate in safety education and training. The results of these records also need to be collected and archived. Finally, a personnel safety management file must be created for each individual, with one file per person.

Hazardous Work Permit Approval Process

Previously, hazardous work permit approvals were completed on paper. Taking a hot work permit as an example: we had to take the filled-out application form and go through each level of approval for signatures and confirmations. Now, this can be entirely done online. We scan a QR code to fill out the application form, and the approval signatures are also completed online. Once all approvals are finished, the hot work permit is printed out, and the work begins. After completion, it is archived.

Hazard Reporting - Rectification Records

When potential hazards are discovered during daily operations on the construction site, the reporter promptly scans a QR code to fill out and submit a report. Maintenance personnel receive the information and proceed with repairs and rectifications. These hazard rectification records also need to be archived, as they will be used for summary reports and public announcements later.