Forms App Overview

Forms

1. What it is

Forms lets you replace paper, PDFs, and email threads with digital forms your workforce can fill out on any device. You build a form — from scratch, from a plain-language description, or by uploading an existing PDF — publish it, and collect structured submissions that can route through approval workflows and trigger actions in other apps.

• Enablement: Requires a license. An admin enables it from Admin → Apps Marketplace. It is not turned on automatically.
• What it is not: Forms collects structured data and routes individual submissions through review. For anonymous employee-engagement surveys with trend analysis and action planning, use Surveys — it is a separate app. Use Forms when you need to review and act on each response individually.

2. Standing it up

1. Enable the app — go to Admin → Apps Marketplace, find Forms, and enable it.
2. Decide who can create forms — go to Forms → Settings → Permissions. The Who can create & manage forms? control defaults to Managers (admins, managers, and anyone designated as a Forms App Admin). You can tighten this to app-admins only, widen it to everyone, or restrict it to specific groups.
3. Build your first form — go to Forms → Manage Forms and create a new template. Add fields using the drag-and-drop builder, configure any validation or conditional logic, then Publish when ready. Forms start in Draft and are invisible to employees until published.
4. Set the audience — by default a published form is available to All employees. If the form is only for a specific department, location, or group, set the Target audience in the form’s settings before publishing. Employees outside the audience will not see it.
5. (Optional) Configure approval — if submissions need review, enable Requires approval on the form and set up an approval workflow under Integrations → Approval Workflows. Without a workflow, submissions land without review.
6. Confirm it worked — employees see the published form on the Published Forms tab and can fill it out. Submitted responses appear in Submissions for reviewers.

Silent dependency: If you enable Requires approval on a form but do not create an approval workflow for it, submissions move to Submitted and sit in the review queue — but no reviewer is notified and no one is assigned. Create the workflow first.

Permissions: Admins and super admins have full access to all Forms surfaces. Managers see the Manage Forms, Submissions, and Builder tabs by default (configurable under Settings → Permissions). The Analytics, Activity Log, and Settings tabs are restricted to admins and Forms App Admins. Regular employees see only Published Forms and My Submissions.

3. How it fits together

Templates and submissions — A form template is the definition: its name, fields, validation rules, and sharing settings. A form submission is one person’s filled-out response to that template. Templates move through three statuses: Draft → Published → Archived. A submission moves through up to seven: Draft (auto-saved while filling) → Submitted → Under review → Approved or Rejected. Two additional statuses appear in specific workflows: Pending completion (a reviewer handed a field to someone else to fill) and Changes requested (a reviewer returned specific fields to the submitter for correction rather than rejecting the entire form).

Audience targeting — Every template has a target audience that controls who sees it on the Published Forms list and who can fill it out in-app. The options are All (the default), or restricted to a specific Department, Location, or Group. Admins and managers with the manage-forms capability can always preview any form regardless of audience. Public share links bypass the audience entirely — anyone with the link can respond.

Field visibility — Each field carries a visibility level that controls who can see the submitted answer (not who fills it in — the submitter always fills every field). The three levels, from widest to narrowest: Everyone (anyone who can view the submission, the default), Managers (the submitter, their manager, and admins), and Submitter (the submitter and admins only — managers and approvers cannot see it). The submitter always retains access to their own answers.

Approval workflows — A form can have one or more approval workflows, each with ordered steps. When a submission enters review, the first matching active workflow governs it. A reviewer can approve (advancing to the next step), reject (bouncing the entire submission), or return individual fields for correction. A workflow step can also hand off to another person via a request-completion action — the assignee receives a link to fill in the missing field, after which the submission returns to the workflow. The workflow is pinned to the submission once review starts, so changing the workflow definition mid-flight does not affect in-progress submissions.

Categories and priorities — Every form template carries a category (General, Safety, HR, IT, Facilities, Operations, Quality, Compliance, Maintenance, Training, Feedback, Onboarding, Other, or Custom) and a priority (Urgent, High, Normal, or Low — defaulting to Normal). Categories appear as a filter on both the Published Forms and Manage Forms lists. Priority is visible on the admin’s Manage Forms view.

Global response sets — Reusable sets of answer options (e.g. a list of departments, yes/no/N/A) that can be shared across multiple forms. Created and managed under the Manage Forms surface; changes to a set update every form that references it.

Public and embedded forms — A form can be shared outside your organization via a public link or QR code, or embedded on an external website in an iframe. Public forms accept anonymous or authenticated submissions. Each form can carry its own brand logo (uploaded under the form’s Design settings) that replaces the default business logo on the public-facing page.

Integrations — A submission can automatically create records in other apps when it lands: a task in Tasks, an incident report in Safety Hub, a ticket in Service Desk, or a performance record in EPMS. Submitted files can also sync to the employee’s HR file. Each integration is configured per form template under Integrations and is only available when the target app is enabled for your organization.

4. Running it

Reviewing submissions

1. Go to Forms → Submissions.
2. Filter by status, date range, or search by form name.
3. Open a submission to view the answers. Fields restricted by visibility level are hidden from reviewers who do not meet the threshold.
4. Approve, Reject, or Return for correction (field-level). If field-level return is used, only the returned fields become editable for the submitter and the submission moves to Changes requested.
5. Reviewers can also bulk approve or reject from the queue.

Sharing a form publicly

1. Go to Forms → Manage Forms, open the form, and navigate to Sharing.
2. Enable public access. A shareable link and QR code are generated. The QR code can be downloaded as PNG or SVG.
3. Choose the access type: Anyone with the link (anonymous) or Logged-in users only (requires a member of your organization to sign in).
4. Optionally set an availability window (open and close dates), a maximum response cap, IP address logging, a honeypot for spam protection, and a custom anonymous-response policy.
5. Forms can also be embedded on external sites via iframe.

Scheduling recurring assignments

1. Go to Forms → Scheduled Forms and create a new schedule.
2. Select a form template, set the frequency (e.g. daily, weekly, monthly), choose assignees, and optionally set an end date.
3. At each scheduled interval, assigned employees are notified that they have a form to fill out.
4. A schedule without an end date runs indefinitely until paused or deleted.

Building a form with AI

1. Go to Forms → AI Builder (visible only when AI Form Creation is enabled in Settings).
2. Choose one of three methods:
   • Describe it — type a plain-language description and AI generates the fields, validation, and conditional logic.
   • Upload a PDF or image — upload an existing document and AI extracts the fields and layout into a digital form.
   • Paste a web page URL — point AI at a public page and it generates a form from the content.
3. Review and refine the generated form in the drag-and-drop builder before publishing.

Viewing analytics

1. Go to Forms → Analytics (visible only when Analytics Dashboard is enabled in Settings and you have admin access).
2. The dashboard shows submission volume, completion rates, and status trends.
3. When AI Analytics is enabled, AI highlights drop-off points and bottlenecks in your forms and suggests improvements.
4. Reports can be exported to PDF, Excel, CSV, and JSON.

Using PDF templates

1. Go to Forms → PDF Templates to upload a PDF you want to map to a digital form.
2. Map PDF fields to form fields. When an employee submits the form, a filled PDF is generated automatically from their answers.
3. PDF templates support version history so you can track changes.

5. Settings

All settings live under Forms → Settings. Every setting below has a real runtime effect — toggling it changes what employees or the AI can do.

Setting	Section	Default	What it changes
Forms Agent	Agent	On	Enables the Forms AI assistant that can answer employee questions about forms
Who can create & manage forms?	Permissions	Managers	Controls who sees the Manage Forms, Submissions, AI Builder, and Integrations tabs. Options: Managers, App admins only, Everyone, Specific groups
AI Form Creation	AI Features	On	Shows or hides the AI Builder tab and the ability to generate forms from text, PDF, or URL
AI Auto-Fill	AI Features	On	Smart field-completion suggestions while filling a form
AI Validation	AI Features	On	Flags likely mistakes in answers before the form is submitted
AI Analytics	AI Features	On	AI-powered drop-off and bottleneck detection on the Analytics dashboard
Voice Input	Mobile Features	On	Speech-to-text capture on form fields (uses Whisper)
Photo Capture	Mobile Features	On	Attach photos taken on the device and extract text via OCR
GPS Location	Mobile Features	On	Automatic location capture on mobile
Conditional Logic	Form Features	On	Allow show/hide and require-when rules on fields
Multi-Page Forms	Form Features	On	Allow splitting forms across pages with page breaks
File Attachments	Form Features	On	Allow file, image, video, and audio upload fields
Max File Size	Form Features	10 MB	Per-file upload limit for attachments
Analytics Dashboard	Form Features	On	Shows the Analytics tab for admins
Moderate Submission Content	Form Features	On	Checks answers against your content-moderation guidelines before accepting. Only has an effect if the tenant has configured content moderation under Admin → Content Moderation
Notification recipient group	Notifications	None	Designates a group to receive new-submission notifications instead of the default app-admin roster
Tasks Integration	Integrations	On	Auto-create tasks from form submissions (requires Tasks app enabled)
Incidents Integration	Integrations	On	Auto-create incident reports (requires Safety Hub enabled)
Service Desk Integration	Integrations	On	Auto-create support tickets (requires Service Desk enabled)
EPMS Integration	Integrations	On	Push performance records on submission (requires EPMS enabled)

Integration toggles only appear when the corresponding app is enabled for your organization.

6. More help

• Forms FAQ — specific setup and operating questions, limits, and troubleshooting.
• Ask AI — the assistant answers questions about Forms from these articles.