Forms: build, restrict, collect, and export

What the Forms area gives you

The Forms area lets you build public intake pages, share them by link, and review everything that comes in, without the people filling them out needing an account. Published forms live at /f/your-slug, and anyone with the link can fill one out (unless you restrict it, covered below).

Building, editing, opening and closing submissions, and viewing or deleting submissions all require the manageForms capability, which an administrator grants in Role Management. Typically only administrators have it by default. Without it, the Forms pages send you to a no-access screen. If you do not see Forms in your navigation at all, your deployment may not use public forms, so contact your system administrator.

The Forms list and creating a form

Open Forms to see the My Forms table. Each row shows the Title, a Status badge (Open or Closed), the public URL as /f/your-slug, and a View Submissions button. Click anywhere on a row to open that form's editor. If you have no forms yet, the table invites you to Create New Form.

Creating a form opens a panel below the list. Give it a Title (required, up to 160 characters), a public URL segment (the slug after /f/, made of lowercase letters, numbers, and hyphens, 3 to 80 characters and unique), and an optional Description shown under the title on the public page. You can reset the fields to a single text question with Use Basic Schema, or load a pre-built bilingual demo schema to edit. New forms are created open for submissions, and you land straight on the editor.

1. 1On Forms, click Create New Form to open the creation panel.
2. 2Enter a Title, a public URL segment (slug), and an optional Description.
3. 3Optionally click Use Basic Schema or load the demo schema as a starting point.
4. 4Build your fields, then click Create Form.

Fields and field types

Forms support exactly three field types: Text (a single line up to 1,000 characters), Paragraph (multi-line up to 10,000 characters), and Dropdown (a single choice from options you define). There are no checkbox, radio, date-picker, file-upload, or rating types, no conditional logic to show or hide fields, and no prefilling from the link. If you need a date or a yes/no answer, use a Text or Dropdown field.

Each field has a required English label (up to 120 characters) and an optional French label. Adding the French label makes the field bilingual: the public page shows the label matching the visitor's language with the other as a smaller subtitle. Each field also has a field_id (normalized automatically and used as the column name in exports), a Required checkbox, and a Width: Full width, Half (2 per row), Third (3 per row), or Quarter (4 per row). Consecutive fields with the same non-full width share a row, while a full-width field always starts its own row.

A form can hold up to 80 fields and must always keep at least one. Dropdown fields get a Dropdown options editor where you edit options inline, remove one with its x button, or click Add option to append another. A dropdown needs at least one option and at most 100, and duplicate or blank options are cleaned out when you save.

1. 1Set each field's English label and, if you want it bilingual, the French label.
2. 2Choose the Type: Text, Paragraph, or Dropdown.
3. 3For dropdowns, edit options inline and click Add option to add more.
4. 4Tick Required where an answer is mandatory, and pick a Width for layout.
5. 5Reorder fields with Up and Down, or delete one with Remove.

Editing, sharing, and closing a form

Open a form to reach its editor. The header shows the title, an Open or Closed badge, the 6-character Form ID, and when it was last updated. Save Changes saves the title, description, slug, fields, and access restriction, with specific error messages if something is invalid. You can edit the slug at any time, but changing it changes the public link, so anyone using the old link gets a Form not found message.

Close Submissions and Open Submissions toggle whether the form accepts responses, and you can flip this any time. A closed form's public page still loads but shows a red banner with the fields and submit button disabled. Use Open Public URL to view the live form in a new tab and Copy URL to copy the full public link.

Delete Form permanently removes the form and every submission it has received after a confirmation. There is no undo, so when collection ends it is usually safer to use Close Submissions and keep the history.

1. 1Open the form from the Forms list to reach its editor.
2. 2Edit the title, description, slug, or fields, then click Save Changes.
3. 3Use Open Public URL or Copy URL to share the live form.
4. 4Click Close Submissions to stop new responses while keeping the form.

Restricting who can fill out a form

In the editor's Access restriction section, choose a Restriction level. No restriction (the default) lets anyone with the link submit, no login needed. Branch executive limits the form to people registered with the Branch Executive role (an exact match, so administrators are not automatically included). Admin only limits it to people with the administrator role. Custom (email list) opens it to the specific addresses you list, whether or not they have any role in the app.

For Custom, build the list by typing one entry per line as Full Name, email@example.com, or by uploading a CSV with Full Name and Email columns (other columns are ignored). Uploaded rows are appended to whatever is already in the box. Invalid emails are dropped automatically, matching is case-insensitive, and the list holds up to 500 emails with a running count shown. Remember to click Save Changes after changing the restriction.

1. 1Open the editor and find the Access restriction section.
2. 2Pick a Restriction level: No restriction, Branch executive, Admin only, or Custom (email list).
3. 3For Custom, type entries one per line or upload a CSV with Full Name and Email columns.
4. 4Click Save Changes to apply the restriction.

The code gate and bot protection

When a form has any restriction other than No restriction, visitors who are not already signed in see a gate. They enter their email and click Send code. The app first checks whether that email is eligible (has the required role or is on the custom list). If it is not, an Access denied screen appears with your support email, and no code is sent. If it is eligible, a 6-digit one-time code is emailed, and once they verify it the form appears and works normally. Verification creates a signed-in session in that browser, and eligibility is re-checked on the server when they submit.

There is no captcha. Instead, submissions are rate-limited per visitor address at 10 per minute and 40 per hour, with a Too many submissions message over the limit. Code-request emails on restricted forms have their own limits too. Every submission records the submitter's IP address and browser user agent, so you can spot abuse when reviewing.

Reviewing and exporting submissions

Click View Submissions (from the list or inside the editor) to see the 500 most recent submissions, newest first. The table shows a selection checkbox, the submission ID, the submitter's IP, their User Agent, and the Submitted date and time. Click a row to open that submission's full answers in a new tab, where each answer is labelled with the form's current field labels and blank answers show as a dash. A Year filter narrows both the visible list and what you export. There is no status workflow and no notification email when a submission arrives, so plan to check the list on your own schedule.

Export CSV opens a column picker. Toggle the built-in ID, IP, User Agent, and Submitted columns, toggle each answer field, and reorder the enabled columns with the up and down buttons. The export includes all submissions matching the current year filter, not just the rows you ticked, and the file is named after the form title and year. Use Delete selected to permanently remove tests or spam after a confirmation, which cannot be undone.

1. 1Click View Submissions on a form.
2. 2Set the Year filter if you only want one cycle's responses.
3. 3Click Export CSV, toggle and reorder the columns, then click Export.
4. 4Select test or spam rows and click Delete selected to remove them.