Once you have published your template, it is now available to be used to send as a form. This guide will walk you through the steps to send a form using your template.
Accessing the Forms Section
To send a form, navigate to "Forms" section via the left-menu bar. In this section, click on the "Issue Form" button to start the process. You will be navigate to a screen that looks like the below:
Selecting Your Template
You will be provided with a field where you can select your template. Note that you will only be able to select the latest published version of your templates. This ensures that you are using the most up-to-date version for your form.
Email Settings
By default, the form request will send an email to the respondent using the Template branding. If you would prefer to use the default Pilotis Forms branding, simply turn this toggle off. You can also send yourself a preview of what this email will look like by sending the "Send Email Preview" button.
Notification Settings
By default, the system will send you an email notification when the requestor submits the form. Should you wish to not receive this email notification, simple toggle this setting off.
Filling in Respondent Information
Next, fill in your respondent information. If you need to fill in parts of the form yourself as well, click on the "Add Respondent" button below to add more fields. This allows you to include multiple respondents who will share the same form instance.
Understanding Form Instances
Each form sent out is created as an individual instance per respondent. This means that every person you add will receive their own separate copy of the form. For example, if you send a form to 10 respondents, 10 independent forms will be created based on the same template. Any changes made by one respondent will not be visible to others, and each person will only be able to view and edit their own submission.
In an example where I created a single Form Request and added three different respondents, saving and sending the request would create 3 entries in the Forms list view. These entries are shown in the example below for the Template "Alterations & Extension to House".
Each of these Form request records can then be viewed individually, and each will have their own unique link that can be copied for that Form instance.
Adding Respondents
You can add as many respondents as you would like. You will be able to see the form even if you have not been added as a respondent. Only add yourself if you need to be able to edit the answers in the form.
Sending the Form
Once the form is submitted, all respondents will receive a link via email to complete the form. This ensures that everyone involved has access to the form and can provide their input.