Link an event form from AMS to Hub

If your organization uses Teamworks Hub and AMS, you can now link AMS event forms to Hub to streamline data entry. By linking a form to Hub, users can enter data through the Hub mobile app rather than the AMS mobile app. After saving a record, data is immediately available in both the Hub and AMS platforms.

Compatible fields

When choosing to link a form to Hub, be aware that only certain field types are supported. The following field types can be used:

• Single line text fields
• Option fields:
  • Single selection
  • Dropdown
  • Slider (must only have numeric options)
  • Multiple selection
  • Tick
• Number fields
• Date fields

Any other field types that are not on this list must be removed from the AMS form for it to be linked to Hub.

If you have an existing form that you want to link to Hub but contains incompatible fields, please speak to your Product Success Manager, who can advise you on the best course of action. You may need to create a new version of the event form with the incompatible fields removed.

Linking an AMS event form to Hub

To link a form from AMS to Hub, please complete the steps below. Select each step to see more detailed information:

1. Build a compatible event form in AMS.
2. Submit a request to Teamworks Support.
3. Assign the form template in Hub.
4. Provide access to the data in AMS for reporting.

Step 1: Build a compatible event form in AMS

To build and edit a form in AMS, you must have access to the builder interface.

To create a new event form, follow the steps below:

1. Log into the AMS builder interface.
2. Select Event Forms.
3. From the Options drop-down menu, select the option to create a new form.
4. Enter a name for the form that isn’t already in use on AMS or Hub.
5. Leave Start with set to Start with blank form.
6. Select the Build button. This will load the new blank form.
7. Add compatible fields to the form (refer to the list at the start of this article). Some additional comments on compatibility:
   • You can set the number of decimal places for Number fields in the advanced field properties in AMS, and it will be enforced in Hub.
   • You can set advanced properties relating to reports to customize AMS reports. 
   • Enable the Save and close button for the form. Other save properties are not supported in Hub.
   • Most other field, form and section advanced properties, particularly those related to data entry (e.g. default values and conditional visibility), are not supported in Hub. Adding them to the form in AMS won't affect the integration, but you don’t need to set them. 
   • We recommend adding all fields to the same section within AMS, as multiple sections are not supported in Hub.
8. Test the form in preview mode within the form builder to ensure it works as expected.
9. Save the form.

For more information on building an event form, check out our Builder 101 training course (Basic Form Creation) on the Teamworks AMS Learning Portal.

Step 2: Submit a request to Teamworks Support

Please email [e-mail] to request your AMS form be built and linked in Hub. In your request, please include:

• Your organization name.
• The name of the event form in AMS. 

You will be notified when the form has been linked.

Step 3: Assign the form template in Hub

Before sharing the form with other users in your organization, we recommend that you test the workflow by entering a test record for the form in Hub and then running a report in AMS to check that the data has been synced as expected. Please keep this in mind when assigning users to the form template.

Within Hub, assign the form to users according to how they need to complete it (e.g., as a recurring, perpetual, or one-time form). For more information, see our help article on assigning a form.

Any form completed using this template will automatically have the results pushed to the AMS form as well. 

Step 4: Provide access to the data in AMS for reporting

Any users who need to view the data in AMS need relevant data permissions for the form. This includes users who need to run reports on the data, view dashboards where the form is a data source or receive performance alerts.

Before sharing the form with other users in your organization, we recommend that you test the workflow by entering a test record for the form in Hub and then running a report in AMS to check that the data has been synced as expected. Please keep this in mind when assigning form permissions to users.

To provide access to the event form for reporting, follow the steps below:

1. Log into the AMS administration interface.
2. Go to Roles in the navigation menu.
3. Select the role of the user(s) who need access to the form in AMS. If you are unsure which role to select, you can look up a user’s roles in Accounts.
4. Select the Data permissions tab.
5. Select Add event form. This will reveal the permissions sidebar.
6. Search for and select the form that is linked to Hub.
7. The Permission property at the bottom of the sidebar will automatically assign the Linked, Calendar and Read permissions. Leave this as is.
8. Select the Add selected button.

The form and its data permissions will now be listed for the role. Any users who are assigned to the role will be able to view data entered for the event form for the users they have group access to.