Forms

Overview

A form is a checklist your team fills in on a phone or tablet — an opening checklist, an equipment log, an incident report. You build it once and reuse it.

A form is made of:

• Questions: what you ask. They can be written answers, numbers, checkboxes, photos, dates, signatures and more. See Question Types.
• Follow-up questions: extra questions that appear only when a particular answer is given. Ask “did everything pass inspection?”, and only if the answer is no do you ask what went wrong.

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Creating a Form

Video walkthrough · 1:29Create a formFrom an empty Forms page to a published checklist

Walkthrough of “Creating a Form”

Who can do thisOwnerAdmin

1. On the Forms page, click the + button in the top right corner.
2. Enter a name for the form.
3. Click ‘Save’

Editing a Form

Who can do thisOwnerAdmin

1. On the Forms page, click the form you want to edit.
2. Click the Edit Form list item to begin editing the form.
   • Click the eye icon to see a preview of how your form will look when submitted.

After editing the form, you can either choose to:

• Save As Draft: This will not make changes available to users, but you can come back to the form and make changes later.
• Publish: This will immediately make the changes live.

Editing Form Name

1. Click the Edit button next to the form name at the top.
2. Enter the new name for the form.
3. Click Save to save the changes to the form name.
   • Click Cancel to discard the changes to the form name.

Managing Questions

A question marked with a * must be answered before the form can be submitted.

Adding Questions

There are three ways to add one. They all do the same thing — use whichever suits where you are on the page.

At the Start of the Form

1. Click the + button in the top right corner.
2. Choose the type of question. See Question Types.

Before or After Another Question

Click New Question above or below the question you want to sit next to.

Drag and Drop

1. Drag the question type you want from the right sidebar.
2. Drop it where you want it in the form.

Note: Drag and drop only works on a computer, not on a phone or tablet.

Editing a Question

1. Click the edit button next to the question’s title.
2. Change whatever you need — the settings for each type are listed in Question Types.
3. Click Save.

Bulk Editing

Change the same setting on many questions at once.

1. Click the Gear icon in the form editing toolbar.
2. Change the setting you want applied.
3. Save. Every matching question in the form is updated.

Taking a Question Off a Form

There are three ways, and the difference matters:

Action	When you can use it	Past answers
Remove	Only before the question is saved	Nothing to keep yet
Archive	Any time	Kept
Delete	Any time	Permanently destroyed

Archive is almost always what you want on a form your team has already been using. Delete throws away answers people have already given.

Each one works the same way: click the dots to the right of the question’s title, click the action, then confirm.

Deleting a Question

Removes the question, its follow-up questions, and every answer ever given to it. This cannot be undone.

Archiving a Question

Takes the question off the form but keeps all past answers, so your reports and history stay intact.

Removing a Question

Available only for a question you have just added and not yet saved.

Fixing References First

If a question is used by a formula or a trigger, you have to deal with that first. The editor blocks the removal and offers a Fix button.

1. Click Fix.
2. Remove the references to the question and its follow-up questions.
3. Click Fix to save.
4. You can now remove, archive or delete the question.

Moving a Question

1. Click the dots to the right of the question’s title.
2. Click Move.
3. Click where you want it to go.

Note: A question cannot be moved inside one of its own follow-up questions.

Duplicating a Question

Click the dots to the right of the question’s title, then Duplicate.

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Follow-up Questions

A follow-up question appears only when someone gives a particular answer. Ask whether a delivery arrived damaged, and only if they say yes do you ask for a photo and a description.

In the form editor these are called Conditional Questions, and they appear beneath their parent question under a Conditionals heading.

Creating a Follow-up Question

The steps are the same whatever the question type — only what you choose in step 3 differs.

1. Click the dots to the right of the question’s title.
2. Click Conditional Questions.
3. Choose what should reveal the follow-up. See your question type below.
4. Click Save, or Cancel in the top left to abandon it.

The follow-up then appears below the question under Conditionals.

What to choose in step 3:

For Checkbox

The options that reveal it. You can pick one or several.

For Confirm

Either Confirm or Unconfirmed.

For Number

An operator and a value — for example, greater than 40.

For Stopwatch

An operator and a value. Stopwatch times are compared in seconds.

For Sensor

An operator and a value, compared against the sensor reading.

Updating a Follow-up Question

Only checkbox follow-ups can be changed after the fact.

1. Click the edit button next to the follow-up you want to change.
2. Choose the options that should reveal it.
3. Click Update, or Cancel in the top left.

Removing a Follow-up Question

Only checkbox follow-ups can be removed this way.

1. Click the edit button next to the follow-up you want to remove.
2. Click Delete in the bottom right.
   • No Delete button means the follow-up has not been saved yet. Click Cancel in the top left instead.
3. Confirm.

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Lists

A list is a set of reusable answer options that a List question draws from, maintained in one place and used across as many forms as you like. See Lists.