Building a form

A form is the set of questions people fill in during a performance review, a one-to-one, 360 feedback or a CPD entry. You build it once and workflows use it. Who can see and answer each question is decided on the form itself, so the same form can hold one part for an employee and another for their manager.

Building a form

1. Choose Admin at the top of the page, then Process in the left-hand menu and Forms.
   1. The list opens on Published. Your drafts are under Draft, and Form type on the left filters the list by what the form is for.
2. Choose New form at the top right, and under Choose a form type pick what the form is for, such as Performance reviews. Only the types your account uses are listed.
3. The editor opens with the name Untitled form at the top. Select that text and type a name for the form.
4. The form starts with one section that has no title. Click Section title and type one. The form cannot be saved until every section has a title, and if you try you will see Give this section a name - the default title cannot be saved under the section.
5. Choose Add field in the section. The Add a field window groups the field types under Answers, Show on the form, Skills and courses and Special. Choose the one you want, such as Short text.
6. The Field settings panel opens on the right.
   1. Type the Label people will see, and Help text if they need guidance.
   2. Switch on Required if it must be answered before the form is submitted.
   3. Under Permissions, each role starts as Not set - no one has access unless they are the step’s assignee. Choose Set here instead on a role and tick View, Edit or both. Use Add role for a role that is not listed.
   4. Choose Add field. On a field you are changing, the button reads Update field.
7. To change how a section is laid out or who can see it, choose the settings icon on the section’s header. In Section settings, choose One column or Two columns under Layout, set Who can see this section, and choose Apply. Fields follow the section’s access unless you set their own.
8. To add another section, choose Add section below the last one and pick Ordinary section or Repeating section (see the table below).
9. Choose Save as draft. You will see Form created successfully.
10. When the form is ready, choose the arrow beside Save as draft and then Publish. You will see Form published successfully, and from then on the main button reads Publish.

Screenshot missingform-field-settings

The form editor with a named section containing one Short text field, and the Field settings panel open on the right showing Label, Help text, the Required switch and the Permissions grid with the Employee row set to View and the Reports to row still reading "Not set - no one has access unless they are the step's assignee".

Expected at src/assets/screenshots/guides/build-a-form/form-field-settings.png

Section	What it is
Ordinary section	A single block of fields, not a repeating list
Repeating section	Starts empty or from existing records, and people can add rows

A field saves even when no role has been given access. It then shows No visibility set under its name, and nobody except the person the workflow step is assigned to can use it. Check every field for No visibility set before you publish.

Starting from an existing form

1. In Forms, choose the three-dot menu on a form’s card and then Duplicate.
2. You will see Form created successfully. The copy is under Draft, with “copy” added to its name.
3. Open it and change what you need.

Changing a form that is in use

When a workflow uses a form, the editor shows which workflows. Your changes apply everywhere the form is used, including forms people have already started filling in. If some are part-way through, you are told how many when you save.

Once people have answered a list field, its existing options and scores cannot be changed or removed, so earlier answers keep their meaning. You can still rename the labels people see and add new options.

If you close Field settings with changes you have not applied, you are asked You are about to leave this page. Choose Close without saving to throw them away or Save changes to keep them.

What happens after you publish

Workflows can only be launched with published forms.

To take a published form out of use, choose the arrow beside Publish and then Save as draft. You are asked Save as draft? first. If you go ahead, workflows that use it cannot be launched until you publish the form again.

Required only applies to people who can edit a field at their step. For everything that is checked when people save and submit, see How form validation works.