The IndyForms Documents (Library) is your all-in-one space for secure document storage, real-time collaboration, and seamless integration with forms. Upload files once and access them from any device. With built-in version control and a powerful in-app editor, you can make changes without leaving IndyForms—no third-party tools required. It’s the simplest way to keep your documents and forms in sync.
Uploading Documents into the Documents (Library)
The Document Library is an essential tool for managing and organising your documents in one central location. With version control, you can rest assured that your documents are always up-to-date and easily accessible. To get started with the Document Library, follow these simple steps:
Go to the Documents from the side menu.
Click the +Add New button.
Upload your file (e.g., branding images, PDFs, Word docs, videos, etc.).
Remember to give your upload a Document Title.
Click to Add Document.
Once uploaded, you can easily reference the document in your Form Builder designs by using the Library Document field type.
💡 Tip: Word documents are ideal, as you can edit them directly within the system using the word processor you’re already familiar with. Everything stays in one place—no need to download, edit, or re-upload. Simple and seamless.
Editing in the IndyForms Documents Editor
Word documents work beautifully in IndyForms—you can edit them directly in the built-in Documents Editor. No need for separate software or extra downloads. Here’s how to get started:
Open the Document - Click on the document title or the eye icon to view it.
⚠️ If you click the document link itself, it will download the file to your device instead.
Launch the Editor - Click the Open Editor button to begin editing within IndyForms.
Make Your Changes - Edit the document just like you would in any word processor. Your changes are automatically tracked.
Save Your Work
Click Save to keep a draft of your changes.
To finalise and update the live version:
First, click Save as Draft
Then select Commit Draft from the drop-down menu (•••).
Want to Come Back Later? Just click Close—your Draft will be saved, and you can return to it anytime.
Not Happy with a Draft? You can choose Discard Draft from the drop-down menu (•••) to remove it and start fresh.
💡 Tip: Remember to Commit Draft after saving your changes. This ensures that your edits are live and reflected across all forms that use the document. If you only save or close, your edits will remain in Draft and won’t be visible to others.
Linking Documents to Forms with the Library Document Field
You can easily connect your forms to the latest version of a document from your Document Library. Here’s how:
Open the Form Builder - This is the design mode of your form, where you’ll see the canvas and available field types.
Add a Library Document Field
Drag the Library Document field from the Form Fields panel into your form, or
Click Add Item, then select Library Document from the menu.
Label Your Field - Add a name and description to guide your form users.
Select a Document - Use the drop-down to search for and select the document you want to link.
Finish and Publish - Continue building your form. When you’re ready, click Publish Form.
Note: When you link a document to a form using the Library Document field, the form will always reference the latest version of that document.
Any changes made to the document in the Document Library will automatically apply to new form records created after the updated document is published. Previously submitted records will retain the version they were submitted with.
Example Use Cases
HR Teams – Maintain up-to-date policies and procedures that staff can access through a centralised form system.
Legal Firms – Share editable contracts or intake forms with version tracking for compliance.
Education Providers – Distribute course materials and let students collaborate or submit updates via linked forms.
Project Teams – Work together on proposals or reports within a single document, always synced to the latest version.
Frequently Asked Questions (FAQs)
Q: Do I need to re-upload a document every time I make a change?
A: No. Simply edit the document using the in-app editor and Commit Draft—the latest version will automatically update anywhere the document is linked.
Q: Will updating a document affect forms that have already been submitted?
A: No. Only new form records created after the document is updated will reflect the latest version. Submitted records retain the version current at the time.
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What's Next
💡 Tips
Use Word documents for the best editing experience—they open directly in the IndyForms editor, with no need for downloads.
Label Library Document fields so form users understand what they’re viewing.
Always commit your draft to make updates live and ensure linked forms stay current.
Organise your documents into folders to keep your library tidy and make it easier to manage related files—use folders for teams, projects, or document types (e.g. HR, Training, Legal).
