Create and manage forms
Can I merge forms in ServiceTitan?
No, ServiceTitan does not offer a feature to merge forms directly. You can duplicate one of the forms and manually copy the content from the other form you want to merge. For more, see Copy or export a form.
Can I add images when creating a form?
Yes, you can. However, you can no longer embed images in forms using HTML.
Can I mark up drawings that I upload to ServiceTitan?
Yes, you can. Please check Use annotation tools in documents for more details.
How can I successfully upload a PDF file in ServiceTitan without receiving a wrong file error?
Go to the top toolbar and click Settings
.In the side panel click Operations > Forms.
Click Add Form.
Make sure to name the form and fill out as needed.
Scroll down to the bottom and select the Upload a PDF-form option.
Select the PDF file from your computer. It must be a PDF file.
Upload the file.
Save the form.
How do I enable the Document Management and File Migration feature for my ServiceTitan account?
Please fill out this form or reach out to your Customer Success Manager for more details.
Is project document management available in ServiceTitan Mobile?
No, it's not. It's only available in the ServiceTitan Field Mobile App.
Where can I find pre-built ServiceTitan checklist forms to upload into my account?
Please check out the Forms in the Field section for pre-built forms.
Conditional Logic in forms
Why doesn't conditional logic copy when duplicating form questions?
Conditional logic is tied to unique question IDs, so it doesn't carry over when duplicating. The solution is to pre-create the form in ST Settings with multiple copies of the question block, so each one loads with its own logic. For more on Conditional logic, see Use conditional logic in forms.
Form triggers
How can I ensure only one technician fills out the form when multiple technicians are assigned to the same job?
We recommend that only one technician edit and save the form at a time. This should be either the lead technician on the job or the first technician to arrive on-site. When the changes have synced, the next technician can review and update the form as needed. For more on form triggers, see Use Form Triggers.
Can a technician complete a job without filling out a required form if the form's tag is added after job completion?
Yes, technicians can complete jobs without required forms. Forms only become required when their trigger tags are already on the job. If you add the tag after job completion, the form won't be required. The system checks for required forms only at the time of completion.
Why aren't my forms showing on jobs even though they're created in Settings > Forms and configured to show on jobs?
Please reach out to your Customer Success Manager (CSM) to have this feature activated.
Send forms and authorizations
Can you send an authorization form to customers in a home warranty program before the work starts?
You can manually send it from the office side.
Make sure to book the job.
Find the job.
Go to the Forms section within the job record.
Select the appropriate form and send it to the customer.
The Customer Success Manager (CSR) or Dispatcher can send the form. For more, see Use form triggers.
Can I send forms to customers for them to fill out and send back?
No, it is not possible to send forms in a fillable format for customers to complete through ServiceTitan. When forms are emailed from ServiceTitan, all fillable fields are locked, providing the customer with a finalized copy only.
Why is the e-sign link missing when my office emails estimates to customers?
The e-sign feature is only available for technicians on-site. For more, see How can I send forms for e-signature from the office side in ServiceTitan?
Technician forms
When a technician receives a completed form alert and clicks the job link, should it open the job or the mobile dashboard?
When technicians click it, they're directed to the mobile dashboard showing the job, as mobile and office job links use different formats.
Is it possible to move a form from one job to another?
ServiceTitan Forms: No. Fill out the form on the correct job.
PDF Forms: Yes. Download it from the wrong job and re-upload it to the correct job in the office.
Can I delete a completed form from a job if a technician was accidentally dispatched and arrived at the wrong job?
No, you can't.
Reporting
How can I generate a report in ServiceTitan to see which technicians have completed or not completed forms?
Create a custom report using the Form Submissions report template to see which technicians have completed forms. If the template isn't visible, contact Technical Support to enable it.
Are fields that get revealed with conditional logic reportable?
Yes, they are. To view them, follow the steps below:
Complete the form on the job.
Go to Reports.
Create a custom report based on the Form Submissions template.
Select the form that includes the conditional logic.
Select the Completed status from the dropdown.
Click Run Report.
Note: Conditional logic fields appear only in reports based on the Form Submissions template.
Download and export forms
How can I download a PDF form in ServiceTitan?
To download a blank PDF form in ServiceTitan:
Go to the top toolbar and click Settings
.In the side panel, click Operations > Forms.
Click the name of the form to open the form in a new tab.
Click Download to save the form.
Note: There is no option to download a blank ServiceTitan form directly.
For a filled-out ServiceTitan form, you can download it as a PDF by using the Print option located next to the form on the Job, Customer, Location, or Project Documents sections.
Why are my custom forms erroring out and preventing mobile sync after import?
Disable all erroring forms.
Confirm mobile sync is working.
Recreate and re-import the forms.
Note:
Test form imports in a practice environment first.
Do not manually edit form files before importing.
Other
Can I set up a weekly vehicle checklist that triggers automatically outside of jobs in the Content Portal?
No, you can't. However, you can use technician forms as an alternative. For more information, see Add technician forms in ServiceTitan Mobile and Trigger technician forms.
Is there an audit trail for forms in ServiceTitan that shows who edits them?
No, currently, there is not an audit trail for forms.
Why am I not receiving Completed Form alerts for forms that are not assigned to jobs?
Completed form alerts only work for job forms. The alert will not send if the form is completed on a call without a booked job.
Why don't email template placeholders, such as ({BusinessUnitName} or {BusinessUnitPhoneNumber} work when emailing documents from projects?
Add a job to the project to preview and email business unit details.
Where do PDF files uploaded to forms appear in ServiceTitan?
You can view PDFs uploaded through forms either within the submitted form or in the related project's Documents section.
Note: PDF files do not appear in the Job Audit Trail section Files tab. Only image files uploaded through forms are displayed there.
Can I prevent photos uploaded to jobs from appearing on the Location screen?
No, you can't. Photos uploaded to jobs automatically appear on Location screens. However, in ServiceTitan Mobile, technicians can access photos and videos by going to Job > History > Photos & videos. From there, they can filter photos by job, customer, or location. If a technician can't view attachments, ensure the required permissions are enabled in ServiceTitan's Settings > Integrations > Mobile > Data Access Options.