Overview
Capture groups let you email a report to someone outside your organization and ask them to fill in part of it — a signature, a date, a comment. Each recipient can be sent a different capture group, or the report on its own.
This article covers doing that from the mobile app. The same workflow exists on the web.
Before you begin
The report must have reached Ready to Email. The status strip on a report shows three steps: Saved to Device, Published to Web, then the email step.
You must be online. The email step is disabled while the device is offline.
The report's form must have at least one capture group configured on it. Capture groups are set up in the form builder, not in the mobile app.
Your device needs the current version of the mobile app.
Send a report with capture groups
Open the report and tap the email step in the status strip, or use the email action on the report itself. The Send Email screen opens.
Under Recipients, search for and select the people you want to email. You can also tap ADD CONTACT to add someone who isn't in the list yet.
Tap RECIPIENT SETTINGS. This button appears only once you have selected at least one recipient and the report's form has capture groups on it. If either is missing, the button is not shown.
In the Recipients Settings window, each selected recipient is listed alphabetically with a dropdown beside their name. Choose the capture group to send that person. Every dropdown includes Report Only as the first option. That sends the report with no capture group attached, and it is what each recipient starts on.
Tap Save Settings. Back on the Send Email screen, each recipient now reads as their name followed by their selection — for example,
Jane Doe: Report Only.Add attachments and fill in the subject and message if you need to.
Tap Send Email.
To have the same recipients pre-selected next time, turn on Save Selected Recipients before sending.
What happens next
An Email Sent window opens showing the entry log for the message. Tap Close to dismiss it.
Each recipient receives an email. Anyone assigned a capture group gets a link that opens just their part of the form for them to complete and submit; anyone left on Report Only receives the report alone. Completed responses are written back to the report, so they appear on the report on both mobile and web.
If the message can't be sent, an Error alert appears saying the email could not be sent at this time. Tapping Send Email with no recipients selected shows Select at least 1 email.
FAQ
Why don't I see the RECIPIENT SETTINGS button?
It is hidden until you have selected at least one recipient, and it does not appear at all unless the report's form has capture groups configured on it. Selecting a recipient first is the quickest way to tell the two apart.
What does Report Only mean?
It sends the report without attaching a capture group. It is the first option in every dropdown and the value each recipient starts on, so a recipient you don't explicitly change receives the report only.
Can I send different capture groups to different people in one email?
Yes. Recipients Settings sets the capture group per recipient, so each person can receive a different one.
Can I send capture groups on a deficiency, investigation, or structure report?
Not from the mobile app. RECIPIENT SETTINGS appears only when emailing a site report; the deficiency, investigation, and structure report email screens send without a capture group.
Will responses show up on the web too?
Yes. Responses are saved against the report itself, so they appear wherever the report is viewed.
I tapped the email step and got "Download site to send report".
The report's site isn't downloaded to your device. Download the site, then try again.
Can I set up a capture group from my phone?
No. Capture groups are configured on the form in the form builder. In the field group's settings that is Enable capture group, with a Capture Group Name — the name that then appears in the mobile dropdown.
Related articles
Navigating the Form Builder Homepage and Creating Forms
Building Forms with the Input Builder
Creating and Filling Out an Inspection Report
Setting Up Notifications and Email Templates