Williams Services Group (WSG) includes Williams Electrical Services and Williams Fuel Systems, both of which previously completed their six-page service sheets using pen and paper. They needed a digital form solution to minimize redundant data entry, eliminate calculation errors, and streamline the overall form-filling process.
Leveraging Conditional Logic, Williams Services Group transformed their original six-page document into a dynamic seventy-page form, displaying only the relevant pages for each project based on form field selections. Combined with Automatic Calculations and Automated Workflows, this streamlined, seamless form-filling experience automatically routes completed forms to the appropriate personnel and destinations in real time.
Service Sheets
Compliance Forms
Calibration Forms
Established in 1954 and based in Perth, Western Australia, Williams Services Group specializes in commercial and industrial electrical work, offering maintenance and reactive services to large-scale companies and infrastructure sites.
Williams Services Group (WSG) relied entirely on paper to complete forms in the field. “The motivation to move to GoFormz was to replace our paper-based processes, but once we saw what GoFormz could really do, we realized there was a lot more we could do with our data collection,” explained Mike Scott, ICT Manager for Williams Services Group. “There were about six pages of paper that were being filled out at a time, with repeated data being entered on each of them.” This repeated data made the form-filling process tedious and inefficient.
When selecting a digital form solution, WSG chose GoFormz due to the platform’s superior customer support. “GoFormz played a crucial role in helping us get up and running. The team was incredibly helpful in guiding us through the platform’s full range of capabilities,” explained Scott. “I’d say the service we have received has been first-class.”
“GoFormz played a crucial role in helping us get up and running. The team was incredibly helpful in guiding us through the platform’s full range of capabilities. I’d say the service we have received has been first-class."
– Mike Scott, ICT Manager, Williams Services Group
80% of the jobs WSG personnel complete in the field require a digital service sheet. “We’ve been using GoFormz now for four years, and this digital form has really grown into a monster, but in a good way,” explained Scott. What was once a six-page form has now grown to seventy pages. “There may be seventy pages in this whole packet, but the technicians are only going to see the pages that are relevant to them, depending on the checkboxes they select,” explained Scott. “For example, if they are doing a maintenance job, then they’ll see different forms than a repair or calibration job.” Using Conditional Logic, Williams Services Group hides pages based on the scope of the project, streamlining communication and only showing relevant information to the team members who need it—reducing confusion, improving efficiency, and eliminating issues with illegible handwriting.
“There may be seventy pages in this whole packet, but the technicians are only going to see the pages that are relevant to them, depending on the checkboxes they select.”
– Mike Scott, ICT Manager, Williams Services Group
“The first part of the form collects details like the job number, job description, and job address,” explained Scott. “What makes this so powerful for us is that the job number would typically need to be entered 15 or 16 times in different sections. Now, once it's entered the first time, it automatically populates throughout the entire form, so we only have to input it once.” With Replicated Fields, data entry is streamlined, and redundant data is eliminated. “We also have a number of pages that are replicated throughout the form. For example, if we visit a service/gas station with eight pumps, you might only be able to fit information on a page for two of those pumps. So the pages are replicated to cater for any size of station our crew rolls up to.”
Williams Services Group previously used Excel spreadsheets for the calculations conducted within their calibration forms. “Previously, especially with pump meter calibrations, we relied on Excel spreadsheets, which came with all the usual headaches. Guys would save over files, delete things by accident, or struggle with using spreadsheets out in the field on laptops or tablets,” explained Scott. “Now, probably 50% of our data is automatically calculated based on what’s entered. It’s made everything way more manageable and far easier to control, rather than dealing with old-school spreadsheets.” Automatic Calculations reduce opportunities for human error and streamline the form-filling process.
“Now, probably 50% of our data is automatically calculated based on what’s entered. It’s made everything way more manageable and far easier to control, rather than dealing with old-school spreadsheets.”
– Mike Scott, ICT Manager, Williams Services Group
Once the digital service sheet is completed, Automated Workflows are used to streamline communication. “Once the form is submitted, it gets emailed to the relevant supervisor and our coordination team in the office so the document can be reviewed,” explained Scott. “Since we can configure the subject line of our auto-email workflow to include the job number, that gets emailed to our ERP system, which looks for the job number, and dumps the whole GoFormz completed form into the appropriate job. So we don’t have to do anything else with it.” This has created a seamless, streamlined process for the Williams Services Group team. “There is always a record of the work being completed. We aren’t reliant on waiting for anything to be sent to somebody or one person, the workflow handles everything automatically.”
Scott emphasizes that Replicated Fields are a key factor in their efficiency when entering new data. “It sounds simple, but it makes a massive difference in efficiency for us. A form that might take a minute to fill in would take double that time without Replicated fields,” explained Scott. “Sure, we may be talking about one or two minutes, but if you do that twenty times a day, fifty times a week, that time adds up. There are efficiencies you gain from just using GoFormz alone.”
“There are efficiencies you gain from just using GoFormz alone.”
– Mike Scott, ICT Manager, Williams Services Group
Williams Services Group is considering adding Audio fields to their digital forms. “I think that’ll make a big difference,” Scott noted. “A lot of the guys are texting with dirty hands, wearing gloves, or just don’t have the best typing skills. Being able to use voice recordings is the next feature we’re looking at to make our employees’ lives easier.”