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 → All Apps. 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 → All Apps, 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 it under Form Settings → Audience & Access in the builder before publishing. Employees outside the audience will not see it.
5. (Optional) Configure approval — if submissions need review, turn on Requires approval for the form (on the publish card, or in the builder’s form settings). Its reviewers — the form’s creator (while they can create and manage forms), owner and co-owners, and the recipients set under Settings → Notifications — are asked about each submission, and any one of them decides it; if none of them can, the Forms app admins, then the business admins, are asked. For sign-offs in a fixed order, add an approval workflow from the form’s page (Approval Workflow in its menu).
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.

Without a workflow: a form that requires approval still has reviewers. Each submission is sent to the form’s creator, owner and co-owners and the Settings → Notifications recipients (falling back to the Forms app admins, then the business admins) as “New submission to review”, and any one of them can approve, reject or return fields. Only people who can open the submission are asked.

Permissions: Admins and super admins have full access to all Forms surfaces. Managers see the Manage Forms, Submissions and Scheduled Forms tabs and the form builder by default (configurable under Settings → Permissions). The Analytics, Activity Log, and Settings tabs are restricted to admins and Forms App Admins. The Integrations and Activity Log tabs are admin and Forms App Admin only too. Regular employees see the Dashboard (their own forms and submissions), Published Forms and My Submissions; a person a form names as owner, owning team or co-owner also gets Manage Forms and Submissions, limited to those forms, and anyone with direct reports gets Submissions, limited to their reports’ 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 Workflows rule on the Integrations tab emailed someone else a link to fill in a missing field) 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. It is set under Form Settings → Audience & Access: the default is All employees; otherwise it is the union of the groups, departments, job titles, locations, roles and people you add. Admins and the people who manage the form can always open it. An Anyone with the link share link bypasses the audience (whoever holds the link can respond); an Only logged-in users link requires sign-in and applies it.

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 four levels, from widest to narrowest: Everyone (anyone who can view the submission, the default), Reviewers (the submitter, their manager, admins, and the people who review it — its workflow approvers, and onboarding HR for an onboarding form), 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 rejected submission that is corrected and resubmitted — from the submission page, the form, the phone, the API or a shared link — starts the workflow again at the first step, so every approver signs the corrected answers; a submission returned for correction continues at the step that returned it. Separately, a Workflows rule on the Integrations tab can use a Request completion action to email someone a link to fill in a missing field; the submission sits in Pending completion until they finish, then returns to Submitted. 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 or Other — admins can hide any of these or add their own under Settings → Form Categories) 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 set in the builder’s Form Settings and is used as a Priority filter on the Published Forms list.

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 note on the employee’s record in Performance Management. 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 selected rows (up to 200 at a time). Bulk approve skips submissions that follow an approval workflow (approve those one at a time on their own page) and submissions that still have returned fields open (those wait for the employee’s corrections).

Sharing a form publicly

1. Go to Forms → Manage Forms, open the form, and choose Sharing Settings from its ⋮ menu.
2. Turn on Enable Form Sharing and click Save Sharing Settings: that creates the form’s link. For Anyone with the link, a QR code (opened as a PNG) and an Embed Code are offered too.
3. Choose the access type: Anyone with the link (people without an account can respond if Allow anonymous responses is ticked) or Only logged-in users (must be signed in to your organization and inside the form’s audience).
4. Optionally set a start and end date for the link, a Stop accepting responses at time and a Maximum responses cap, whether people may respond more than once, saving progress, a confirmation message or redirect, GDPR consent, and Log IP addresses. Spam protection (a hidden honeypot field and a minimum-time check) is always on for public links.
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 → Manage Forms → Create → Build with AI (offered only when AI Form Creation is on 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, the Analytics page also shows what share of submissions had answers filled in by AI (for example by the Forms assistant from a document).
4. Reports can be exported to PDF, Excel, CSV, and JSON.

Using PDF templates

1. Go to Forms → Manage Forms → Create → Import from PDF to upload a PDF you want to map to a digital form.
2. Map PDF fields to form fields. Download PDF on a submission then produces your original PDF filled in with the answers — generated when someone downloads it, not when the form is submitted.
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 and Scheduled Forms tabs and the form builder (a form’s owner, owning team and co-owners still reach Manage Forms, Submissions and the builder for that form; Scheduled Forms stays with the Manage tier); Integrations, Analytics, Activity Log and Settings stay with admins and Forms App Admins. Options: Managers and above, App admins only, Everyone with access to the app, Specific people
AI Form Creation	AI Features	On	Shows or hides Build with AI under Manage Forms → Create, 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	Shows what share of submissions had answers filled in by AI, on the Analytics page
Voice Input	Mobile Features	On	Microphone on text fields on the web form (tablets) and in the iOS app; phone web pages use the keyboard’s dictation
Photo Capture	Mobile Features	On	Photo to Text (reads the text in a photo into a field on the web form) and the camera on photo and file questions in the iOS app; attaching files in the browser follows File Attachments
GPS Location	Mobile Features	On	Location fields offer Get current location on the web, the phone and the iOS app; when off, people type the address
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
Send submission review alerts to this group	Notifications	None	Adds a group to those told about each new submission on a form that requires approval (after the form’s creator, owner and co-owners; only people who can open and decide it are asked). The awaiting-review reminder goes to the group instead of the Forms app admins. With no group, the reminder and any submission with nobody to tell go to the Forms app admins, then the business admins
Tasks App Integration	Integrations	On	Auto-create tasks from form submissions (requires Tasks app enabled)
Safety Hub Integration	Integrations	On	Auto-create incident reports (requires Safety Hub enabled)
Service Desk Integration	Integrations	On	Auto-create support tickets (requires Service Desk enabled)
Performance Management Integration	Integrations	On	Add a note to the employee’s record on submission (requires Performance Management 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.