What exactly works without a connection?

Opening forms, filling them, taking photos, capturing signatures and location, reading reference data through lookups, and saving drafts. Records dispatched to a user arrive with their media and can be finished offline. Everything uploads when the device reconnects.

What happens if two people edit the same record?

A record checked out through dispatch is locked for everyone else — dashboard, device, and API — until it is resubmitted or the dispatch is revoked. Outside dispatch, dashboard edits are limited to data managers or explicit per-form grants, so ordinary users cannot overwrite each other.

Can a report go to more than one place?

Yes. A report template can have several destinations — email, webhook, Box, and Google Drive. Each delivery is queued and retried on its own, up to three attempts, and every delivery is listed with its status on the template's page. A failed email does not delay the webhook.

Does FieldScroll run scheduled exports?

No. There is no scheduler inside the platform. Pull records on your own schedule through the API, or subscribe to webhooks so each event reaches your system as it happens.

Offline capture to review, report, and integration

The problem is rarely the form. It is what happens around it: a crew in a basement with no signal, photos that stay on a phone until Friday, a report retyped from a notebook, and a customer who asks "was that inspection done" with no good way to check. This page follows one record through FieldScroll from the field device to the customer's inbox and the downstream system, and says what is and is not automated at each step.

The loop

flowchart LR Q["Scan or open"] --> C["Capture offline"] C --> S["Sync"] S --> R["Review on the web"] R -->|second visit needed| D["Dispatch"] D --> C R --> O["Report and route"] O --> E["Email"] O --> W["Webhook"] O --> A["API pull"]

1. Open the right form

A field user finds the form in the branded app, or scans a QR code on the asset. A FieldScroll deep link opens one specific form and can fill fields before the person starts — the site, the asset tag, the work order. You generate the codes from your own data with whatever QR tool you already use; one or ten thousand.

2. Capture offline

The mobile app is offline-first. Drafts save on the device. Photos, signatures, and location are captured locally. Lookup fields read from data sources that synced earlier, filtered by the answers already given — a parts list narrowed by the equipment type, a site list narrowed by the region. Conditional visibility and formulas run on the device. Nothing waits for a connection.

3. Sync

When the device reconnects, drafts upload with their media. Each submitted record carries the submitting user, the timestamp, the device model and app version, GPS coordinates when the form captures location, and a SHA-256 checksum of the field values computed on the device. Those are the facts a customer or an auditor asks for later; they are listed in security.

4. Review on the web

The record appears in the branded dashboard within the customer's organization. Search and filters narrow the list; the detail page shows every value and photo. Editing is limited to data managers or explicit per-form grants. Records can be exported. Records are tied to the form version they were captured with, so a form change next month does not change what this record means.

There is no approval state. Review means search, filter, detail, edit where permitted, export, and dispatch. Programs that need a formal sign-off design that step deliberately rather than assuming it exists.

5. Dispatch when a second visit is needed

A record that needs follow-up — a failed item, a missed section, a recheck — is dispatched to one field user with optional notes and a due date. On the next sync it arrives on that user's device with all of its media, ready to finish offline. While it is out, it is locked for everyone else. Resubmitting replaces the original and fires a record.updated webhook. The dashboard can revoke a dispatch at any time.

6. Report and route

On submission, the platform fires webhook events — HMAC-signed, with an optional preprocessing script to reshape the payload — and any report template wired to that event renders a branded PDF or HTML document. Each destination on the template is delivered and retried independently, and every delivery is listed with its status. A system that needs to pull instead of receive uses the REST API on its own schedule.

What is automated, and what is not

Automated by the platform	Done by you or scoped separately
Offline drafts, media capture, sync	Deciding what the form asks
Lookup sync to the device, filtered by answers	Maintaining the reference data (dashboard, CSV, API, or managed sync)
Record metadata and integrity checksum	Interpreting the evidence
Dispatch lock, delivery, and resubmit	Deciding who gets the follow-up
Report rendering, delivery to email, webhook, Box, and Google Drive, retries, history	Report template design (HTML/CSS, with an assistant)
Webhook events and signatures	The receiving endpoint, and any destination beyond email, webhook, Box, or Google Drive

Limits worth knowing before you plan around them

Report output is PDF or HTML. Word and Excel templates do not exist.
Report destinations are email, webhook, Box, and Google Drive. OneDrive and Dropbox delivery is not built; a webhook destination is the way to hand the file to whatever else stores it.
FieldScroll does not schedule exports. Pull through the API on your schedule or subscribe to webhooks.
Records cannot be deleted from the dashboard; deletion goes through the API. This is deliberate for evidence workflows.