OnStation makes it easy to share completed forms—whether you're out in the field or working from the office. You can send forms directly from the OnStation app or through the web portal, depending on how you work. Here’s how it works and what licenses you need.
Emailing a Form from the OnStation App
When you complete a form inside a flag, OnStation gives you a quick way to send it out for documentation, record‑keeping, or team communication.
Where to Find the Email Option
1. Select the Flag
Open the flag that contains the form you want to share.
2. Tap the Envelope Icon
Under the Forms tab, look for the envelope icon next to the completed form.
3. Choose Your Format: PDF or CSV
You’ll be prompted to choose how you want to export:
- PDF for clean, easy‑to‑read documentation
- CSV for spreadsheet or data‑analysis use
4. Add Recipients
You can send the form directly from the export window by:
- Typing in email addresses in the Recipients text box, and/or
- Searching your Project Users, My Groups, or Organization Groups by tapping "+ Add/Manage recipients"
Once you’ve sent your first form, your Recent Recipients will appear automatically to save time on future sends.
This is perfect for crews who need to send updates from the field, inspectors tracking work progress, or supervisors requesting immediate documentation.
Emailing a Form from the OnStation Portal
If you're working from the office or reviewing multiple flags, emailing forms from the Portal is just as simple.
How to Email a Form in the Portal
1. Open the Project and Select the Flag
Navigate to the OnStation Portal. Select "Projects" from the menu on the left. Locate the project you want to work in and view the flag that contains the completed form.
2. Select the Form and Tap “Email Form”
You’ll see an envelope similar to the mobile app.
3. Export as PDF or CSV
Choose the format that fits your reporting or documentation needs.
4. Add Recipients
Just like in the app, you can:
- Enter email addresses
- Search Project Users, My Groups, or Org Groups
- Use your Recent Recipients after your first send
This workflow is ideal for project managers, DOT reviewers, or office staff organizing documentation or exporting records.
License and Permission Requirements
To keep project data secure and ensure proper access control, OnStation uses licenses and permissions:
Capture License
A Capture License is required to:
- Create forms
- Complete forms
- Share a flag
Data License
A Data License, plus activated permissions, is required to:
- Email forms from the Portal
- Move, export, or share any project data outside the app or Portal
- Access higher‑level data management tools
Without a Data License, the form will still be visible, but sharing/export options will be restricted.
Assigned Permissions
The ability to email a form requires the following permissions. The user must be a member of the groups:
- Legacy User and/or a group with "Form Reader" permissions assigned
- AND group permission "Form Email User"
Admins and User Managers can create groups and assign permissions. To assign "Form Email User" to a group:
- Navigate to the Groups tab in the OnStation Portal.
- Select a group to edit or create a new group.
- Tap User permissions.
- Ensure Form Reader and Form Email User are selected.
- Tap Assign Permissions
- Assign users to the group
- Finally, tap Save Group
Why This Matters
Whether you're a field worker, inspector, contractor, or DOT staff member, having the ability to send completed forms directly from the location where they're captured helps you:
- Improve communication
- Speed up approvals
- Maintain accurate records
- Keep teams aligned in real time
And with the Portal options, office staff can manage documentation without interrupting field productivity.