Internal Forms give you full control over how your team captures, collaborates on, and manages form-based workflows in IndyForms. Use them for audits, onboarding, clinical processes, compliance documentation, or any form that requires multiple steps, user roles, or automations.
By default, all new forms are created as Internal, unlocking the full suite of form settings, permissions, and workflow features.
Internal vs Public Forms: What’s the Difference?
Internal Forms are built for secure, flexible workflows within your IndyForms environment — not just for staff or teams, but also for clients, contractors, students, or any user with a login. They support:
Role- and section-based permissions
Dashboard visibility and form history
Self-service form creation (if allowed)
Due date reminders
Action Items with real-time tracking
Automations, notifications, and group assignments
Internal Forms offer a full-featured experience with structured collaboration, even for users outside your organisation’s core staff.
Public Forms are for one-time, anonymous, or unauthenticated submissions. They’re easy to share via a link and ideal for things like:
New client intake
Feedback and surveys
One-off external requests
The form is completed outside of the platform, and users don’t get task tracking, dashboards, or reminders.
Steps to Design an Internal Form (and Make the Most of It!)
Internal Forms are where IndyForms shines — they unlock permissions, automations, dashboards, and structured collaboration. These steps help you go beyond just “building a form” and turn it into a smart, scalable workflow.
Tip: Each step below links to a detailed article with additional guidance, examples, and screenshots — click through if you'd like to dive deeper.
Choose a Template, Design With AI, or Start From Scratch.
By default, the form will be set to Internal, which is what you want to unlock advanced features.
In the Settings tab, scroll to the Details panel
Add a clear Title and Description.
Use Tags to organise and filter forms later.
Pin the form to the dashboard to make it easily accessible to users.
Still in the Settings tab, use the Record Notifications panel:
Notify users or groups when:
A new record is created
A record is submitted
In the Settings tab, scroll to the Access panel
Edit the Contributors settings or add your Groups
Choose which users or groups can:
Create records
View/edit/delete their contributed records
View/edit/delete all records
Manage Action Items, unlock records, or change due dates
ℹ️ Hover over the info icons beside each permission to learn what it controls — no guessing required.
In the Builder tab:
Add Sections to logically structure your form (e.g. Client Info, Review)
Click the Section Settings icon (top-right) of each section.
Set:
Section Title & Description
View/Edit permission for:
Administrators
Contributors
Groups (added in the Settings tab)
Go to the Sharing tab
Click Publish Form if prompted
Click to Create a Schedule:
Set a rule for recurring records (e.g. Monthly)
Assign to users or groups
Set due dates or days from creation
In the Sharing tab, share your internal form by:
Selecting users or groups
Creating records immediately or setting a due date
Sending a message with instructions
Action Items live on the form record
Available to users with Action Item permission (set in Settings)
Click Action Items > + Add Action Item
Add a label, description, due date, and assignee(s)
🎯 Why Use Internal Forms?
Internal Forms unlock IndyForms’ most powerful features:
✅ Action Items with reminders and visibility
✅ In-platform collaboration and record management
✅ Customisable permissions and control
✅ Full audit trail for compliance
✅ Notifications and automations
Make the most of your internal workflows by fully utilising access settings, permissions, and automation.
Frequently Asked Questions
Q. Can I assign different permissions to different sections of a form?
A. Yes. In the Builder tab, each section has its own settings. You can specify which users or groups can view or edit each section, allowing for tailored access based on roles. You can even hide sections!
Q. How do Action Items work within Internal Forms?
A. Action Items are tasks linked to specific form records. Users with appropriate permissions can assign these tasks to individuals or groups, set due dates, and track completion. They appear on the assignee’s dashboard, ensuring visibility and timely completion.
Q. Is it possible to automate the creation of form records?
A. Absolutely. Once your form is published, navigate to the Sharing tab and use the Create a Schedule feature. This allows you to set up recurring form records, assign them to users or groups, and set due dates.
Q: What happens if I update a form that’s already in use?
A: When you update a form that’s already active, your changes won’t affect any existing records. Only new records created after the update will use the latest version of the form. This ensures your existing data stays intact while allowing you to make ongoing improvements.
💡 Tips
Start small, scale later - Begin with a basic version of your form and add complexity (like permissions or automation) once you’re confident with the structure.
Use Groups to manage permissions efficiently - Instead of assigning access to users one by one, set up Groups (e.g. Clinicians, Admins, Students) and manage permissions at scale.
Automate recurring workflows - If a form needs to be completed regularly (e.g., weekly or monthly), set up a schedule to create records, eliminating the need for manual follow-up.
Pin important forms to dashboards - Use the “Pinned” toggle in Form Settings to make key forms easily accessible for users when they log in.
Use section permissions for staged workflows — control who can view or edit each part of the form, ideal for handovers between roles or handling sensitive data.
🙋 Need help? Just ask! Reach out anytime via the chat in IndyForms or email us at indy@indyforms.com — we’re here to help.