Skip to main content

Help us improve the Digital Marketplace - send your feedback

IDEAGEN TECHNOLOGY LIMITED

Ideagen Smartforms Essentials

Ideagen Smartforms is a Low-code web-based intuitive data capture platform used to create mobile data capture forms, with logic, routing, and approval functionality available to users online and offline. You can capture data in real-time at the point of need, using the Smartforms app with or without an internet connection.

Features

  • Intuitive drag and drop form builder and custom checklists
  • Capture and annotate photographic evidence for field operations, mobile inspections.
  • Workflow management for the for the paperless, remote workforce.
  • Issue management, corrective actions and audit trails.
  • Real time reporting, analytic insights and staff communications.
  • Scheduling, live communications and staff engagement, operation workflows.
  • Incident reporting, staff engagement and staff communications, mobile working.
  • Offline mobile inspections, offline mobile checks and operations templates.
  • Asset management for mobile working and mobile operations.
  • Paperless inspections and mobile operations for the remote workforce.

Benefits

  • Create inspections that match your business practices and processes.
  • Create valuable inspections reducing re-work and eliminate keying errors.
  • Actions completed by the correct personnel at the right time.
  • Get the details required through recorded conversational issue investigation.
  • Reduce operational errors, mobile check app and web platform.
  • Increase operational efficiency , standardise operations, improve task management.
  • Reduce incidents and near misses, raise safety and quality standards.
  • Perform inspections at the correct location improving data accuracy.
  • Schedule inspections and electronically record asset inspections for asset management.
  • Issues registration and action registration with conversation history and outcomes.

Pricing

£2,750 an instance

  • Education pricing available
  • Free trial available

Service documents

Request an accessible format
If you use assistive technology (such as a screen reader) and need versions of these documents in a more accessible format, email the supplier at g-cloud@ideagen.com. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 14

Service ID

9 7 6 0 8 7 0 6 0 8 9 3 7 7 5

Contact

IDEAGEN TECHNOLOGY LIMITED Sales Support
Telephone: 01629699100
Email: g-cloud@ideagen.com

Service scope

Software add-on or extension
Yes, but can also be used as a standalone service
What software services is the service an extension to
Ideagen Quality Management Professional
Cloud deployment model
Public cloud
Service constraints
No
System requirements
  • Firefox - The two latest, released versions
  • Chrome - The two latest, released versions
  • Safari on Mac - The two latest, released versions
  • Microsoft Edge - The two latest, released versions
  • IOS - The latest three major released versions
  • Android - The latest three major released versions

User support

Email or online ticketing support
Email or online ticketing
Support response times
Ideagen operate based on 4 Priority Levels

Urgent – P1
Example: System Outage
We aim to respond within 1 hour
We aim to provide a resolution plan within 4 hours

High – P2
Example: Critical Component Failure
We aim to respond within 2 hours
We aim to provide a resolution plan within 8 hours

Normal – P3
Example: Problematic Behaviour
We aim to respond within 8 hours
We aim to provide a resolution plan within 24 hours

Low – P4
Example: Non-Critical Failure/Query
We aim to respond within 12 hours
We aim to provide a resolution plan within 48 hours
User can manage status and priority of support tickets
No
Phone support
Yes
Phone support availability
9 to 5 (UK time), Monday to Friday
Web chat support
Web chat
Web chat support availability
9 to 5 (UK time), Monday to Friday
Web chat support accessibility standard
WCAG 2.1 AA or EN 301 549
Web chat accessibility testing
We haven’t done any testing.
Onsite support
No
Support levels
We have a dedicated Ideagen Support Team that operates a risk-based triage process in order to prioritise all support requests. This is based on the impact to end users and also the severity of the issue as defined by the customer reporting the issue. This risk assessment will produce a priority level. Software issues (e.g. bugs, defects) are reviewed and verified by Ideagen’s Test and QA Teams. Once reviewed, the issue is given a severity which controls the time of a fix. Support is provided as part of annual maintenance cost.
Support available to third parties
Yes

Onboarding and offboarding

Getting started
In-app onboarding wizard, help files & knowledge base articles (containing training videos).
Service documentation
Yes
Documentation formats
  • HTML
  • PDF
  • Other
Other documentation formats
CSV
End-of-contract data extraction
Download reports and records from the online service.
End-of-contract process
Online access will be maintained until the end of the billing period.

Using the service

Web browser interface
Yes
Supported browsers
  • Microsoft Edge
  • Chrome
Application to install
Yes
Compatible operating systems
  • Android
  • IOS
Designed for use on mobile devices
Yes
Differences between the mobile and desktop service
The mobile service works allows offline working. The primary use case for the mobile application is conducting inspections and raising issues. The web app also allows for site administration and analytical reporting.
Service interface
No
User support accessibility
WCAG 2.1 AA or EN 301 549
API
Yes
What users can and can't do using the API
Ideagen Smartforms Essentials core API is its GraphQL API. also offers a basic Rest API for accessing data records e.g., Assets, Issues, Ops, Places, Positions, Staff, and Teams.
API documentation
Yes
API documentation formats
HTML
API sandbox or test environment
Yes
Customisation available
Yes
Description of customisation
Smartforms Essential allows for operations to be customised based on your business needs. Workflows are entirely customisable per operation & issue type. Admins are also able to customise the logo and colour used on reports.

Scaling

Independence of resources
Using a virtual scalable infrastructure, we control and monitor resources to ensure that performance is maintained across the system.

Analytics

Service usage metrics
Yes
Metrics types
Full reporting interface, including views of:
Inspection status / completion
Task & Issue status / completion
User activity
Activity history
Summary reports by email
Reporting types
  • Real-time dashboards
  • Regular reports

Resellers

Supplier type
Not a reseller

Staff security

Staff security clearance
Other security clearance
Government security clearance
None

Asset protection

Knowledge of data storage and processing locations
Yes
Data storage and processing locations
European Economic Area (EEA)
User control over data storage and processing locations
Yes
Datacentre security standards
Complies with a recognised standard (for example CSA CCM version 3.0)
Penetration testing frequency
At least once a year
Penetration testing approach
‘IT Health Check’ performed by a Tigerscheme qualified provider or a CREST-approved service provider
Protecting data at rest
Other
Other data at rest protection approach
The virtual hard disks (VHD) are encrypted to AES256 bit encryption.
Data sanitisation process
Yes
Data sanitisation type
Deleted data can’t be directly accessed
Equipment disposal approach
Complying with a recognised standard, for example CSA CCM v.30, CAS (Sanitisation) or ISO/IEC 27001

Data importing and exporting

Data export approach
Analytics data can be exported via the analytic tool. Other system data export would be via the API or be a support request.
Data export formats
  • CSV
  • Other
Other data export formats
  • PDF
  • XML
  • JSON
Data import formats
CSV

Data-in-transit protection

Data protection between buyer and supplier networks
TLS (version 1.2 or above)
Data protection within supplier network
TLS (version 1.2 or above)

Availability and resilience

Guaranteed availability
The SLA provides a 99. 7% uptime guarantee.
If the Monthly Uptime Percentage falls below 99.7% for any given month, you may be eligible for the following Service Credit:

Monthly Uptime Percentage Service Credit
< 99.7% 10%
< 99.5% 20%

If Ideagen fails to meet the minimum Monthly Uptime Percentage described above for a Service, you may submit a claim for a Service Credit;

Client must submit a claim to customer support at Ideagen that includes: (i) a detailed description of the Incident; (ii) information regarding the duration of the Downtime; (iii) the number and location(s) of affected Users (if applicable); and (iv) descriptions of your attempts to resolve the Incident at the time of occurrence.
Approach to resilience
Extensive fault tolerance technologies used, no single point of failure. Detailed information is available on request.
Outage reporting
Automated active monitoring system and alerts are in place. If an outage is detected, clients will be informed via email or telephone depending on the severity.

Identity and authentication

User authentication needed
Yes
User authentication
2-factor authentication
Access restrictions in management interfaces and support channels
Ideagen have product specific as well as corporate access control policies that are assessed as part of our ISO accreditations. Ideagen operate on a least privilege basis. Access to servers containing client data are subject to individuals demonstrating an appropriate need via an access request form that only when approved grants access via a token sent to the requesters email address and only they can authenticate for a predefined amount of time. Even Ideagen "privileged" users in our cloud operations team are subject to the access control process described in the above statement
Access restriction testing frequency
Less than once a year
Management access authentication
2-factor authentication

Audit information for users

Access to user activity audit information
Users have access to real-time audit information
How long user audit data is stored for
At least 12 months
Access to supplier activity audit information
Users contact the support team to get audit information
How long supplier audit data is stored for
At least 12 months
How long system logs are stored for
At least 12 months

Standards and certifications

ISO/IEC 27001 certification
Yes
Who accredited the ISO/IEC 27001
United Registrar of Systems
ISO/IEC 27001 accreditation date
12/12/2023
What the ISO/IEC 27001 doesn’t cover
All Applied.
ISO 28000:2007 certification
No
CSA STAR certification
No
PCI certification
Yes
Who accredited the PCI DSS certification
Self validated by Blue Snap
PCI DSS accreditation date
10/04/2024
What the PCI DSS doesn’t cover
Ideagen use a system called Blue Snap to process all credit card payments.
Cyber essentials
Yes
Cyber essentials plus
Yes
Other security certifications
No

Security governance

Named board-level person responsible for service security
Yes
Security governance certified
Yes
Security governance standards
ISO/IEC 27001
Information security policies and processes
Ideagen are a security and governance focused organisation with dedicated departments responsible for the oversight and implementation of our governance and risk programmes, data protection, policy reviews, cyber security, and cloud operations. These departments work closely with other functions within Ideagen to ensure that we place security at the centre of all solutions design, change management and staff training.
Ideagen’s information security programme has been validated and certified by an independent auditor to confirm alignment with ISO27001 and Ideagen also follow ISO27002 best practice.

Operational security

Configuration and change management standard
Supplier-defined controls
Configuration and change management approach
All changes are subject to Ideagen's change management policies and procedures that are audited as part of our ISO certifications. Risk is measured and appropriate mitigations defined as part of the change approval process. Each change is properly assessed to ensure that operational risk is reduced and measures are in place for back-out plans should an issue occur. Any high-risk change must be authorised by a senior manager.
Development adheres to a documented SDLC. From Design to Code to Test through to Release . Development and Test strategies consider security aspects in both application and deployment activities.
Vulnerability management type
Supplier-defined controls
Vulnerability management approach
Ideagen undertake ‘at least’ monthly internally managed vulnerability scans using industry standard tools, in addition to internal vulnerability and penetration tests on the application from a development perspective as per Ideagen's SDLC. Ideagen commission an annual externally managed penetration test, which includes the infrastructure and application. Findings from each assessment are reviewed, risk ranked, and assigned to the responsible team for remediation in accordance with their classification. A penetration test is carried out by an external provider, results can be shared upon receipt of a signed NDA. Policies on penetration testing, vulnerability and patch management are on available request.
Protective monitoring type
Supplier-defined controls
Protective monitoring approach
Ldeagen have a managed SIEM that collates events from a large number of sources (E.g. next gen end point EDR, Network OS etc). There are UEBA tools in use that also feed into the SIEM and raise alerts. Alerts are raised with the Cloud Operations Team. There is 24 hour , 365 days a year monitoring in place. Time to respond is based on severity of issue, issues go through a risk-based triage process and are classified as a Priority 1 to Priority 4 based on the impact to end users and also the severity/urgency of the issue.
Incident management type
Supplier-defined controls
Incident management approach
Ideagen have in place a Cyber Security Operations Centre consisting of dedicated team members, responsible for managing, investigating and resolving all areas relating to information security, and report to the Chief Technical Officer. We also have a Cyber Emergency Response Team made up from domain experts across the Ideagen business, the members of the CERT would change dynamically to respond to different incidents. The CERT is responsible for working alongside the SOC, extending the technical triage, investigation, resolution and communications, reporting to the Chief Operating Officer. Ideagen staff are required and encouraged to report identified information security events and weaknesses.

Secure development

Approach to secure software development best practice
Independent review of processes (for example CESG CPA Build Standard, ISO/IEC 27034, ISO/IEC 27001 or CSA CCM v3.0)

Public sector networks

Connection to public sector networks
No

Social Value

Social Value

Social Value

  • Fighting climate change
  • Covid-19 recovery
  • Equal opportunity
  • Wellbeing

Fighting climate change

Ideagen prioritises environmental responsibility, holding ISO14001:2015 accreditation since 2015 in the UK, monitoring energy usage, and complying with ESOS regulations. We report our carbon footprint annually through the Directors' Report in accordance with Streamline Energy and Carbon Reporting (SERC) mandates.
In our software strategy, we emphasize social responsibility by transitioning products to sustainable operations like Amazon and Microsoft Cloud, aligning with their commitment to carbon footprint reduction and Corporate Social Responsibility.
We're actively pursuing our Net Zero Commitment Project, focusing on three main areas: sourcing renewable electricity, reducing travel, and engaging suppliers to lower emissions through stringent criteria and preference for those with carbon reduction targets. Ideagen pledges to reduce absolute scope 1 and 2 GHG emissions by 90% by FY2030 and scope 3 GHG emissions by 51.6% per million GBP value added from an FY2022 base year.
All Ideagen employees currently have remote work options, contributing to reduced carbon footprint. Our community efforts include educating local schools on responsible business and engaging students in environmental initiatives.
Moreover, we're guided by ISO 26000 to enhance socially responsible behavior, recognizing the importance and benefits of such practices in today's evolving landscape.

Covid-19 recovery

Early and decisive actions were taken by senior management to focused on protecting team members, supporting our customers and positioning for the future.
As a software development company most of staff were already set up to work from home, and the remaining measures were quickly put in place to also work from home. Daily communication by line managers and between team members was encouraged and support and relevant measures put in place for those not able to work from home.
Social dialogue was maintained through online language, Yoga and Dance classes. Healthcare sessions e.g., Health Heart by British Heart Foundation are offered. Online meet up with other departments encouraged not just for work but through ‘coffee and chat’ sessions and book clubs.

Equal opportunity

The company upholds equal opportunities for all, irrespective of age, disability, gender, marital status, pregnancy, race, religion, sex, or sexual orientation, in all aspects including recruitment, pay, and training. A Diversity, Equity, and Inclusion (DE&I) advisor was appointed in 2024, with a new strategy set for launch. A dedicated learning & development function exists within the people team, with a substantial budget allocated for talent development, offering apprenticeships from various levels to degrees for all age groups.
Ideagen collaborates with Nottingham Forest Community Trust for the Think Big Community program, targeting disadvantaged youth, promoting tech industry careers, with provisions for SEND and mainstream learning. Fifty Think Big Ambassadors, including those with disabilities, share career experiences. Partnerships with Autism East Midlands and Nethergate Academy aim to enhance employment prospects for neurodiverse individuals.
As a Cornerstone Employer, Ideagen is part of a national network supporting local skills strategies, emphasizing inclusivity and support for individuals with special needs. The Ideagen Women in Tech program at Nottingham Girls Academy has been ongoing since 2019, contributing to gender diversity in the tech industry.

Wellbeing

Ideagen offers a global wellbeing engagement plan of activity available for all employees to access either virtually or in person. This ranges from social clubs and exercise groups to health and wellbeing workshops, covering the four pillars of Financial, emotional, social and physical wellbeing.

Ideagen has a number of trained Mental Health Champions in our larger locations globally to support employees. Ideagen have enhanced their AXA Health policy to include Mental Health and Counselling support.
There is a wellbeing room available for employee usage at the head office in UK and in the Kuala Lumper office.
Ideagen have a Wellbeing hub on their Intranet that offers education, advice support and resource in line with the Be Well strategy and communication plan.

Ideagen offer flexible working and working from home / hybrid working patterns.
Community is important, and all regions have a charity partner. Employees are encouraged to get involved with fundraising activities, and Ideagen also offer 5 days paid volunteering leave per year for all employees, so they can support the causes that matter in their local communities.

Employees are regularly surveyed to find out how they feel about every aspect of their life at Ideagen from office to line manager and career prospects, and engagement is measured using the nationally recognized eNPS system. There is a robust recognition scheme in place to encourage employees to recognize the great work and behaviours their peer's display. This scheme offers monetary and non-monetary forms of recognition.

Pricing

Price
£2,750 an instance
Discount for educational organisations
Yes
Free trial available
Yes
Description of free trial
A two-week trial is available on request, providing full access to the system. Please contact g-cloud@ideagen.com to arrange access. You will be put in touch with a pre-sales representative who will discuss your needs in more detail.

Service documents

Request an accessible format
If you use assistive technology (such as a screen reader) and need versions of these documents in a more accessible format, email the supplier at g-cloud@ideagen.com. Tell them what format you need. It will help if you say what assistive technology you use.