Building a form with the form builder

The form builder lets you make your own checklists, consents, audits and intake forms, with logic, validation, scoring and signatures, then publish them for staff, participants or your website. This tutorial covers starting a form, adding fields and logic, and publishing.

Before you begin

• Your plan includes the form builder (Professional plan).
• Permissions to create (forms.templates.create), edit (forms.templates.update) and publish (forms.templates.publish) templates.

Start a form

1. Go to Quality → Forms.
2. To start from a ready-made template, select Templates, pick a group, then Use template on a card. The copy opens in the builder.
3. To start blank, select New form, enter a Name, choose a Category (for example Consent, Checklist, Audit or Intake) and select Open the builder.

The hint under Category tells you whether the form can be published to your website or is an internal form completed by staff.

Add pages, sections and fields

1. In Pages, select Add a page if you need more than one page.
2. Select Add a section and type the Section heading.
3. In Add a field, choose a field type. Groups are Basic (Short text, Long text, Number, Date, Time), Choice (Single choice, Dropdown, Multiple choice, Yes or no, Rating scale), Risk, Structure (Repeatable group, Table), Records (Lookup, Calculated, Info or guide) and Sign-off (Signature, Photo or file).
4. Select a field to edit it in the Field tab: question text, help text, options (one per line) and Always required.
5. Add Validation rules where needed, for example Not in the future for a date, with the Message shown when it fails.
6. Drag fields to reorder them, also across sections.

Add logic and outcomes

1. Open the Logic tab to show a question only when another answer matches (Show this question when), or to make it required only in some cases (Make it required when).
2. Open the Outcomes tab to set a score or risk level, an Expiry, and Actions on submit such as Notify someone, Create tasks, Schedule the next review or Add risks to the risk register.
3. Use Only when on an action so it runs only for some answers.

Set the form’s settings

1. Open the Settings tab.
2. Check the Form name and Category.
3. Tick Needs a signature if the form must be signed. See Collecting e-signatures on consent and other forms.
4. Choose a Review cycle (No review, or every 3, 6, 12 or 24 months).
5. For a public form, open the Website tab for the hosted link and embed codes.

Preview, save and publish

1. Use Preview in Desktop or Phone view to fill the form as a user would. Select Reset answers to start again.
2. Select Save draft to keep your work.
3. Select Publish v1 (the number goes up with each version). Publishing creates a new version; earlier responses keep the version they used.
4. Back on Quality → Forms, staff can now use Fill, and you can Send the form.

Tips

• To record who a form is about, add a Lookup field (Participant, Staff, House, Vehicle or Organisation). For a non-staff lookup, tick This is who or what the form is about.
• Assessment templates are linked to an assessment type in Quality → Assessments, on the Types tab.

If something goes wrong

Fix the checks before publishing

A field is incomplete, for example a choice with no options or a rule with no value. The builder highlights what to fix.

You can look at this form but not change it.

You don’t have permission to edit templates. Ask an administrator, or select the copy icon to duplicate it if you can create forms.

A template card says Needs the form builder (Professional)

Your plan doesn’t include the form builder. An administrator can change the plan in Settings → Plan and billing.