Forms FAQ
Answers to common setup and operating questions about Forms.
For what the app is and how to set it up from scratch, see the
Forms Overview.
Setup
Who can create and manage forms?
By default, Managers or above plus anyone designated as a Forms App Admin can create, edit, and manage forms and submissions. An admin can change this in Forms Settings under “Who can create & manage forms?” — the options are Managers, App Admins only, Everyone, or Specific groups. Admin and Forms App Admin always have access regardless of this setting.
Who can change Forms settings and view analytics?
Only Admins, Super Admins, and the designated Forms App Admin. Managers cannot reach Settings, Analytics, or the Activity Log even when they can create and manage forms.
Do I need to publish a form before people can fill it in?
Yes. New forms start in Draft status. Only published forms appear in the Published Forms list and accept submissions. You can also archive a form to remove it from the list without deleting it — archiving stops new submissions but keeps existing ones.
Permissions and access
Why can’t some employees see a form I published?
Published forms default to All employees. If you set the audience to a specific department, location, or group, only employees matching that filter see the form in their Published Forms list. Check the form’s audience setting in the builder — options are All employees, Specific departments, Specific locations, or Specific groups.
Who can view someone else’s submission?
A submission can be viewed by the person who submitted it, the form’s creator, any Admin or Forms App Admin, and the submitter’s direct manager. If an approval workflow names specific users on the current step, those named approvers can also view the submission they are assigned to review.
What are the field visibility tiers?
Each field has a visibility setting that controls who can see the submitted answer:
- Everyone (default) — anyone who can view the submission sees the value.
- Managers — only the submitter, their manager, and admins/HR can see the value.
- Submitter — only the submitter plus admins/HR can see the value; managers and approvers are blocked.
The submitter who entered a value always retains access to it, regardless of the tier.
Day-to-day
How do approval workflows decide who reviews a submission?
Each approval step has a type that determines who must act:
- Specific users — you name individual people.
- Users with role(s) — anyone holding the specified role(s) in the tenant.
- Manager approval — any manager or admin in the tenant.
Steps run in order. You can also configure conditions so the workflow only applies to submissions matching specific field values. The Integrations tab lets you enable or disable workflows per form with a master switch.
Can a reviewer return individual fields instead of rejecting the whole form?
Yes. A reviewer can return specific fields for correction — the approved fields stay locked and only the returned fields become editable. The submission stays in a Changes requested status and cannot reach Approved while any field is still returned. Once the submitter corrects and resubmits, the workflow re-evaluates.
What is request-completion and how does it work?
A workflow rule can be set to Request completion, which pauses the submission and emails a magic-link URL to another person asking them to fill in a missing field. The submission enters Pending completion status. When the assignee finishes, the submission moves back to Submitted and the remaining workflow rules continue. Each rule fires only once — a rule that already ran is skipped on re-evaluation.
What happens when someone submits a form that has integrations configured?
Each integration fires independently after submission, if both the integration and its target app are enabled:
- Tasks — auto-creates a task.
- Safety Hub — auto-creates an incident report.
- Service Desk — auto-opens a ticket.
- EPMS — pushes a performance record.
Each integration can be individually enabled or disabled per form on the Integrations tab, and a master “Workflows” switch controls whether workflow rules (including email notifications) run at all.
Can I schedule a form to go out on a recurring basis?
Yes. The Scheduled Forms tab lets you create recurring assignments on a daily, weekly, or monthly cadence. Each schedule targets specific employees, and you can set an end date to stop it automatically — without an end date, the schedule runs until you pause or delete it.
Sharing and public access
How do I share a form publicly by link or QR code?
On the form’s Sharing tab, enable link sharing and set the access type to Public. A share link and a downloadable QR code (in PNG or SVG format) are generated. You can also embed the form on an external site using an iframe. The share token can be regenerated at any time, which invalidates the old link.
Can I limit how many responses a form accepts?
Yes. Under the Sharing tab’s Response Collection section, you can set a Maximum responses cap and a Stop accepting responses at date/time. The response cap applies across all channels (web, mobile, API, and public link). The start/end date availability window applies to the public link only. Once either limit is reached the form stops accepting new submissions.
Can I allow anonymous submissions?
Yes. In the Sharing settings you can enable Anonymous responses. Anonymous submissions have no linked user account. Public forms can also collect an optional respondent email address for sending a submission receipt.
Is respondent IP and browser data retained?
IP address, browser user-agent, and referrer are stored on public-link submissions and automatically redacted after 90 days.
When something looks wrong
“I can’t submit this form — it says it’s closed”
The form may have hit one of three limits: (1) the Stop accepting responses at date/time has passed, (2) the Maximum responses cap has been reached (only non-draft submissions count against the cap), or (3) the form was returned to Draft or Archived status. Check the form’s status and its Response Collection settings on the Sharing tab.
“I filled out a form but my manager says they can’t find it”
Managers see forms they created plus forms whose audience includes any of their managed locations. If the form was created by someone else and its audience doesn’t overlap with the manager’s assigned locations, it will not appear in their Manage Forms list or their Dashboard counts. Admins and Forms App Admins see all forms regardless of audience.
“The AI Builder tab is missing from the sidebar”
The AI Builder tab only appears when AI form creation is enabled in Forms Settings. If the toggle is off, the tab is hidden. Only an Admin or Forms App Admin can change this setting.
Limits and configuration
What are the file upload limits?
The default per-file upload limit is 10 MB. An admin can change this in Forms Settings to anywhere from 1 MB to 50 MB. File attachment fields can be disabled entirely via the File Attachments toggle in Settings. The AI Builder’s file extraction (PDF/image upload) has a separate 20 MB limit and accepts PDF, JPEG, PNG, GIF, and WebP files.
What are the limits for AI form creation from a text description?
The description must be between 150 and 5,000 characters. Descriptions shorter than 150 characters or longer than 5,000 are rejected with a validation message. AI auto-fill supports up to 40 fields per form.
Are there limits on exports and bulk actions?
Submission exports (CSV, JSON, PDF) are capped at 10,000 rows per export. Bulk status updates (approve/reject) can act on up to 200 submissions at a time. Analytics PDF reports are capped at 1,000 rows.
Does Forms require a licence?
Yes. Forms requires a licence and must be enabled per tenant by an admin through the Apps Marketplace. It is not auto-enabled — an admin opts in.
What features can I turn on or off in Settings?
Forms Settings exposes these per-tenant toggles, all on by default:
- Conditional Logic — show/hide and require-when rules on fields.
- Multi-Page Forms — page-break fields in the builder.
- File Attachments — file, image, video, audio, and gallery field types.
- AI Form Creation — the AI Builder tab and conversational form generation.
- AI Auto-Fill — AI-assisted answer suggestions when filling a form.
- Analytics Dashboard — the Analytics tab (visible to Admins and Forms App Admin only).
More help
- Forms Overview
- Ask AI — the assistant answers Forms questions from these articles.