When an answer is completed from an assigned task, some of the task's information can appear in the form's PDF, Excel, and Google Sheets.
When assigning a task, you can define this data:
Users: who receives the task.
Forms: the form they need to complete.
Location: where it needs to be done.
Asset: the linked asset, if applicable.
Description: instructions about the work.
Tasks to perform: additional activities, independent of the form.
Start date and Task duration in hours: when it starts and how much time there is to complete it.
📌 The Task Assignments module is available on the Professional and Enterprise plans.
💡 Where do I see the task's information?
If you need to... | Do this |
See it in the answer's PDF | Use the Standard PDF: it shows it automatically |
See it in the answers' Excel file | Export the answer and check the columns that start with Assign |
Receive it in a Google spreadsheet | Integrate the form with Google Sheets |
Show it in a Custom PDF | Add it in the PDF Editor, with the task assigner variables |
Export the list of tasks, not the answers |
📄 1. Standard PDF
If you use the Standard PDF, the task's information appears automatically at the top of the document, in the Assigned task information block:
Location: the location assigned to the task.
Address: that location's address.
Responsible: the user the task was assigned to.
Description: the description added when assigning the task.
Tasks: the list of tasks to perform.
What is the detected location information?
Above the task block, the PDF can show Detected location information. It's different from the task's information:
Detected location information: the location detected by GPS where the answer was submitted. It indicates the location's name, which version of locations it belongs to, and how far away it is.
Assigned task information: the location that was assigned in the task.
Both may or may not match.
📊 2. Excel
When you export the answers of a completed task, the Excel file includes these columns:
Column | What it indicates |
Assign Start | The date and time the task was assigned. |
Assign Location | The location the task was assigned to. |
Assign Description | Details added in the Description field when assigning the task. |
To learn how to export answers, see: How do I export answers to Excel?
📑 3. Google Sheets
When you integrate your form with Google Sheets, you receive each answer's data, including the task assignment's data:
Column | What it indicates |
Assigned date | The date assigned in the task. |
Assigned time | The time assigned in the task. |
Assigned location | The assigned location. |
Assigned location code | The assigned location's code. |
First answer | The date and time of the first response. |
Last answer | The date and time of the last response. |
Minutes to perform | How long the user took to complete the form. |
To learn how to integrate a form, see: How do I integrate my form with a Google Sheet?
To connect the list of assigned tasks, which is different, see: How do I integrate my assigned tasks with Google Sheets?
🎨 4. Custom PDF
The Custom PDF doesn't show the task's information automatically. To include it, add it in the PDF Editor.
When assigning tasks, the editor makes variables available to you such as the company's address, legal code, and legal name, the location's unique code, and the location's description.
To learn how to use them, see: Guide to Using the PDF Editor in DataScope
❓ Frequently asked questions
Why doesn't my PDF show the task's information? Check that the answer was completed from a task, and not directly from the form. Also check that you're using the Standard PDF: in the Custom PDF, you need to add the information in the editor.
What's the difference between "Detected location information" and "Assigned task information"? The first is the location detected by GPS when the answer was submitted. The second is the location that was assigned in the task.
Where do I see the description and the tasks to perform in the PDF? In the Assigned task information block, at the top of the Standard PDF.
Where do I see the task's description in the Excel file? In the Assign Description column.
How do I export the list of tasks instead of the answers? With the Export button in Task Assignments. See: How do I export the list of assigned tasks?