Having previously used AWS forms and Word documents, Cooper Oates Air Conditioning needed a digital solution that would allow them to digitize their existing forms, as well as forms supplied by their clients.
Cooper Oates Air Conditioning leveraged GoFormz to digitize both their business’ existing forms and their customers’ forms into identical, digital versions. Utilizing features like Image fields, Data Sources, and Drop Down menus, the Cooper Oates team improved their data collection in the field and eliminated the need for redundant data entries into Word documents.
Service Forms
Customer Specific Forms
Service Quotes
Operating for over 50 years, Cooper Oates is an experienced, full-service mechanical contractor providing high-quality air conditioning, heating, environmental air quality, and plumbing solutions to commercial clients and industrial properties throughout the Sacramento Valley and surrounding areas, with a focus on delivering high-quality products and services.
Prior to GoFormz, Cooper Oates used AWS forms. “It was really nice, but it required us to create our own forms rather than take someone else’s form,” explained Ruzwa Cooper, President of Cooper Oates Air Conditioning. Utilizing their own and customer forms was a clear necessity for the Cooper Oates team. “When our service techs go to the job site, some customers will require certain kinds of information to be collected, while other customers might want something else. Meanwhile, we might have our own form for something similar. So it became difficult to rationalize all of that.” Cooper quickly identified the need for a solution that would allow them and their customers to utilize their existing forms to capture data in the field.
After learning about GoFormz through an industry colleague, Cooper sought out GoFormz. “Using your existing forms is GoFormz’s claim to fame. That’s certainly why we chose it to digitize our forms,” explained Cooper. “Over the years we’ve been able to take different forms and enhance them in the platform, create fillable fields, and more,” he continued. Although the ability to use their existing forms was the primary reason for choosing GoFormz, Cooper also highlighted the advantage of being able to continue using their existing devices. “Our techs have Samsung Galaxies and some of our senior techs have iPads, so we use them both and it’s nice to be able to be platform independent.”
“Our techs have Samsung Galaxies and some of our senior techs have iPads, so we use them both and it’s nice to be able to be platform independent.”
– Ruzwa Cooper, President, Cooper Oates Air Conditioning
Cooper Oates utilizes digital service forms to demonstrate to customers that work has been conducted. “We capture the name of the technician, the date, time, location, suite number we’re in, and what work was done,” explained Cooper. By utilizing basic form fields like the Date and Time field, Location field, and Text fields, Cooper Oates technicians can seamlessly enter information into their newly digitized forms. This collected data is then routed back to the office through Automated Workflows, where it’s used to generate quotes.
Additionally, the Cooper Oates team takes advantage of having the ability to collect new types of data. “We have an ERP system, but it does have its shortcomings. So we’re using the forms to supplement that and gather more information that we can’t add into our ERP system,” Cooper continued. Utilizing the Image field, Cooper Oates technicians can take pictures of the work conducted on equipment and submit that information to the client. “For example, if you have some equipment on the roof, we go out, service it, and we might want to tell them what the serial number is, the condition of the unit, etc.,” detailed Cooper. “With GoFormz, it’s a nice way for us to gather that information and then not have to repurpose it into a Word document. We can just send it out as a PDF.”
“With GoFormz, it’s a nice way for us to gather that information and then not have to repurpose it into a Word document. We can just send it out as a PDF.”
– Ruzwa Cooper, President, Cooper Oates Air Conditioning
Prior to GoFormz, any pictures taken on-site would have to get added to Word documents. “We’d cut and paste the photos into Word. So this is a lot nicer,” explained Cooper. “The technician's time is pretty valuable, so we don't want them cutting, pasting, or formatting photos. We just want to take a picture, attach it, and send it.”
Since technicians are out in the field completing this paperwork, Cooper also pointed out the added benefit of List View functionality. “The list view is the easiest and it’s very nice! That’s one of the nice things that GoFormz offers. You can create a form and it automatically creates a list view and then you can move things around as you see fit,” he continued. “I don’t know much about forms but the fact that I can use it is a testament to how easy you guys made it.”
“The list view is the easiest and it’s very nice! That’s one of the nice things that GoFormz offers. You can create a form and it automatically creates a list view and then you can move things around as you see fit.”
– Ruzwa Cooper, President, Cooper Oates Air Conditioning
The Cooper Oates team also uses Data Sources to simplify the form completion process for field technicians. Cooper noted that this feature in conjunction with Drop Down menus will serve as a powerful tool for an upcoming project. “We have to gather information on a hotel in Petaluma that we’re starting up that has around a hundred pieces of equipment. So we created a database that includes the room numbers, the models, and what equipment is in each room,” explained Cooper. “So it was nice to be able to take a CSV file and match it up, so if the technician says room number 213, it will automatically populate all of the other information.”
Since implementing GoFormz, the Cooper Oates team has experienced many benefits throughout their digital transformation journey. The most noteworthy benefit has been consistent data collection. “In terms of benefits, the consistency of information that we receive and that it’s intuitive is really nice and extremely helpful for our business,” pointed out Cooper.
Additionally, being able to use customer forms has been extremely beneficial for their business. “GoFormz has been helpful because we receive PDF forms that our customers need us to follow and fill out. So we can use GoFormz to create templates and then have our technicians complete those without having to redo an entire form.”
“We wouldn’t be using GoFormz if we didn’t see the value in it.”