Using Links to Connect Forms, Tickets, and Map Layers 

Purpose/Overview

Key Benefits/Use Cases:

• Auto-fill data: Forms can automatically pull data from linked tickets or parent forms into form fields.
• Simplify workflows: Create child forms directly from parent forms, with key data pre-filled.
• Map integration: Link form fields to map layer attributes to pull attribute data directly into the form.

Things to Know:

• Permissions: Only users with Admin-level access can configure this setting.

Navigation Path:

To access this feature, go to Utilisphere > System Management > Administration > Work Management > App Designer

How It Works:

Use the Links feature when you need to:

• Relate multiple forms or associate a form with tickets.
• Set up workflows where creating a form (child) depends on another form (parent).
• Reduce data entry by auto-filling fields with existing ticket, form, or map layer data.

Order for Form Creation

1. Create the parent form.
2. Create a child form that includes a Related Items field.
3. Link the child form to the parent form or map layer.
4. (Optional) Link form fields so data automatically pulls from parent to child form, or from map layer attributes

How to Link Forms or Map Layers

Before you start: Make sure both forms include a Related Items field. For help, see  Field Types > Related Items

Note: When creating parent-child form relationships, each side should use a different form template. The system is not designed to support scenarios where the same form is used as both the parent and the child, as this can lead to unexpected behavior and data inconsistencies.

If your workflow requires linking identical forms—such as in Watch and Protect use cases—we recommend using sibling form links instead. This approach, combined with process automation, helps maintain data integrity and supports higher form volumes reliably.

1. Go to Utilisphere > System Management > Administration > Work Management > App Designer.
   
   

2. Open the child form or create a form you want to link.
   
   

3. Click the Links tab at the top of the page.
   
   

4. Select +Add form and choose the parent form or map layer you are looking from from the dropdown list.
   
   
   

5. Click Save Revision or Save & Publish.
   
   
   

6. Optional:
   To require child forms to be created only from a parent form, go to Form Settings > General and enable Can only be created from parent. Make sure to save your preferences.
   
   
   

How to Link Form Fields or Map Layer Attributes

Once forms are linked, you can connect specific fields to auto-fill data.

1. Open the child form in App Designer.
   
   

2. Click the Links tab.
   
   

3. Find the linked parent form (or map layer) and click +Add Field.
   
   

4. Match fields by selecting:
   The child form field (left side), which will receive data.
   
   

5. The parent form field or map layer attribute (right side) which will provide the data.
   
   

6. Save & Publish your changes.
   
   
   

7. Optional Configuration:

• Calculate Patrol Coverage on Parent Item: Enables patrol coverage data to be calculated and stored on the parent form. To enable this feature, please contact your Sales Executive.
• Display Item Location on Parent Map: Automatically displays the child item’s location on the parent’s item map layer. To enable this feature, please contact your Sales Executive. 
• Is Sibling: Allows new forms to link back to the same original Parent or Ticket item—ideal for workflows requiring multiple identical forms, such as Watch and Protect.

  We recommend using Process Automation to automatically close the previous sibling form when a new one is created.

  Note: This configuration is not intended for workflows where form section visibility differs based on whether the form is a parent or child. For those cases, use a standard Parent/Child relationship with distinct form templates. 
• Maximum Count of Related Items: Limits the number of items that can be linked together. Useful for controlling form sprawl and ensuring manageable relationships. 

How to Link Ticket Fields

Linking form fields to ticket fields allows data from a ticket to automatically populate the form.

1. Open the target form in App Designer.
   
   

2. Click the Links tab.
   
   

3. Click +Add Field to open the dropdowns for both the form and ticket fields.
   
   

4. Match the form field (left) with the ticket field (right).
   
   

5. Save & Publish when you’re done.
   
   
   

6. Optional Settings:

• Copy data from ticket linked:
  

• If checked, Data will sync anytime the ticket is linked.

• If unchecked, Data pulls only when manually creating the item from the ticket’s Actions menu.

• Display Item Location on Parent Map: Shows the form’s location on the ticket’s map, with a new map layer automatically created. To enable this feature, contact your Sales Executive.

Deleting Linked Forms or Fields

To remove an existing link:

1. Navigate to the Links tab of the form.
   
   

2. Click the Delete icon next to the form or field link you want to remove.
   

Questions?  Contact us!