Start with the record people need

List the decisions a field record should support. A site visit, delivery check and inspection each need different information, so give each task a clear form rather than asking teams to fill one long general template. Identify who will complete it, who reviews it and what evidence is needed before the record can be accepted.

Keep required fields focused. Site name, date, responsible person and status may be essential, while optional context can remain optional. Use examples and consistent terms so that people entering records in the field understand what each field means.

Make offline work predictable

Confirm which devices and applications teams actually use. Test the form in airplane mode: save a record, close the screen, reopen it and check that its information remains available. Explain how the application indicates a saved record, a pending upload and an upload that needs attention.

Decide what happens when two people update related information before their devices reconnect. A reviewer should be able to recognise a duplicate or conflicting record and resolve it without losing the original entry. Protect devices and avoid storing sensitive details that the assignment does not require.

Plan the handover and review

When a connection returns, define who checks that records arrived and what to do with an incomplete upload. Agree on a correction process that keeps an audit trail and tells the field team when a change is needed. Include training, support contacts and a realistic test at the intended location before relying on the process.

The main Sovereign Forge library has a fuller guide to offline field data and a separate guide to shaping a software brief. Use those references to build a testable scope for your project.

Sources & further reading

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