Managing Forms

Managing forms

Form owners build the questions, control access, and organize reviewers. Creating forms requires an administrator, internal evaluator, or external evaluator account. A regular respondent account cannot create forms.

Create your first form

1. Sign in with a verified account and open My Forms.
2. Choose Create Form. Enter a clear title and explain who should respond and what information they need.
3. Choose the visibility and add categories. A category is simply a section, such as “Contact details” or “Supporting documents.”
4. Save the new form. It starts as a draft.
5. In Form Fields, add and arrange the questions within each category.
6. Use Preview Form to check the questions and conditional rules.
7. In Settings, set any availability dates, change the status to Published, and select Save Settings.

Use the preview while designing. Saving even a draft response creates a response record and locks the question structure. Test actual submissions on a disposable copy when you still expect to revise the questions.

Choose the right question type

Type	Use it for
Text	A short answer, such as a name or reference number
Textarea	A longer explanation
Select or radio	One answer from a list
Checkbox	One or more choices
File	A supporting attachment
Header or description	Instructions or context; these do not collect answers

Mark questions as required only when the answer is necessary. Text questions can have character limits. Conditional rules can show a follow-up question when a particular earlier answer is selected.

Descriptions support Markdown, so you can use paragraphs, lists, emphasis, and links. An optional form banner accepts JPG, PNG, or WebP up to 4 MB; its position and accent colour can be adjusted after saving. Banners are public assets, so use an image suitable for public display.

Decide who can respond

Visibility	Who can open the published form to respond?
Public	Anyone, including guests
Authenticated Users Only	People who sign in
Private	The owner, administrators, assigned users, or people using a valid access link

Visibility and publication are separate settings. A private form still needs to be published before it accepts responses. Opening and closing dates apply as well.

Create private links under Access Links in the form's access settings. You can give a link an expiry date and delete it when access should end. These links grant form access, not reviewer permissions. Email-address verification by a one-time invitation code is not implemented.

Work with reviewers

Use Assigned Users to add eligible colleagues to a form. Reviewers must have their own accounts. Assign view access when they need to read submitted responses; grant edit access when they also need to edit the form. Assigned internal and external evaluators can also export responses through the browser, even without edit permission.

The owner and administrators manage sharing. In the browser, an assigned internal evaluator with edit access can also assign or remove users. API collaborator management is restricted to the owner and administrators. See API and integrations for the API's viewer/editor rules.

Change or close a form

Once any response exists, the questions and sections are locked to preserve the meaning of saved answers. Duplicate the form to change its structure. The copy starts as a draft and has its own questions; responses, access links, collaborators, and availability dates are not carried over. Review its access settings before publishing it.

Set the status to Archived to stop accepting responses while keeping existing records. Deleting a form removes its records and schedules attachment cleanup; use archiving when you need to retain responses.

If an owner leaves, an operator can transfer their forms to another verified evaluator or administrator account. See Running the platform.

Next: Reviewing submissions · Project overview