Internal forms are designed to be filled out by users within the platform. If you need a form to be completed by users outside of the platform, please refer to the help article on Public Forms. This article will guide you through the process of setting up internal forms.
Internal forms have several benefits and use cases, which are as follows:
User Records: All records completed by users are stored in their user profiles. This feature is great for organising, storing, and searching user records.
Automations: Internal users can benefit from automations such as schedules, due dates, and notifications. For instance, daily, weekly, and monthly tasks can be automated for users to complete with applicable due dates.
Data Capture and Storage: Internal forms provide excellent data capture and storage capabilities with smart search functions.
Permissions, Security and Authenticity: When it comes to internal users, you can manage who can view and access specific forms. Additionally, you can apply permissions to certain sections within a form to restrict the visibility or editing of certain fields. For example, if you require signatures, you can enable signature authenticity and use section permissions to ensure that only assigned individuals are able to sign.
Step-by-Step Guide: Creating Internal Forms
If you want to create a form for your personal use, you don't need to do any additional grouping or permission configurations. However, if you want to create a form that can be shared with other internal users, please refer to the help article on Creating and Managing Groups and Users before following the instructions below.
These instructions will guide you through the process of setting up internal forms:
Go to the Form Builder from the side menu and click on the “Form Builder” button.
Forms are set to Internal by default. You can verify this by checking the top section.
You can use the AI Designer or the Drag-and-Drop form builder to create your form. Note: If you're using the AI Designer, make sure to use it on a blank design. You can also modify AI Designer-generated forms by using the drag-and-drop form builder fields.
"Save" as you go.
Click on “Form Settings” to configure the form permissions, automations, and more.
You can choose to assign applicable Tags to keep your forms organised. This step is optional. To create Tags, refer to the help article on Creating & Assigning Tags.
Set up Form Permissions by selecting the “Groups” that require access to this form.
Once you've chosen the Groups, you can further configure each Group's permissions on the form.
Note: Administrator Licenses (users) have universal permissions and can perform all functions.You can choose to set a recurring Due Date for all records created from this form design. This can be a static Set Date or a Variable Date (based on the number of days from creation). Learn more about due dates in the help article, Setting Up Automation.
You can automate Notifications for this form in two ways. Firstly, you can notify certain users or groups when the form is created. Secondly, you can notify certain users or groups when the form is submitted. Notifications are optional.
You can add a customised submission message to users upon submitting their forms in the Form Settings. For example, you can add a "thank you" message.
Click on the "Save" button on the Form Settings window to save your changes.
Click on the “Section Settings” icon to adjust permissions for each section in your form. Configure which groups can view or edit the section to match your needs.
Once you have made all the necessary changes, "Publish" and "Activate" your form design.
You are now ready to start sharing and collecting responses (records) on your internal form.
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