Collect and apply block data with forms
A block-enabled form collects structured record data and evidence from respondents without exposing any existing values on the record, and lets an authorised reviewer apply that submitted data to a personnel record. The fully released workflow is Personnel Accreditation: an author builds a form with an accreditation block, a respondent completes it, and a reviewer applies the submitted accreditation to a personnel record. This guide walks that end to end.
Add a block field to a form
Block fields live in the Form Builder as a Block element. The first block field you add must pick a Block Family — Personnel, Company, Asset, or Location — and then a Block Type from the definitions available for that family.
Open the form in the Form Builder and add a Block element.
Choose a Block Family: Personnel, Company, Asset, or Location.
Choose a Block Type from the list for that family.
After the first block field is configured, every later block field on the same form must use the same family — the editor shows "All block fields on this form must share one family."
The implemented block types are:
Personnel: Accreditation, DBS Certificate, Emergency Contacts, Employment Details, Right to Work in the UK, Financial Details, Personal Details
Company: Addresses, UK Company Registration, Contract, Accreditation, Attestation, Insurance, UK Tax Registration, US Tax Registration, Payment Details
Asset: Warranty, Insurance, Lease, Manufacturer, Serial Number, UK Vehicle, Uniclass Identifier, SFG20
Location: Insurance, Lease, Access Instructions, Uniclass Identifier
All of these types are selectable in the builder. The end-to-end workflow documented here — building, completing, and applying submitted data — is fully released for Personnel Accreditation. The other families' block types are selectable, but their reviewer application flow is not yet fully documented.
Configure a personnel accreditation block
An accreditation block collects the accreditation itself plus optional details and evidence. You choose how the respondent selects the accreditation: a fixed scheme you set, or a respondent-selected one from an allowlist.
Set the Block Family to Personnel and the Block Type to Accreditation.
Choose the accreditation mode:
Fixed: pick one scheme. The respondent sees the selected scheme as a disabled field.
Respondent-selected: let the respondent choose from an allowlist. Use Select an accreditation, and pick from Common Accreditations or the Full Catalogue.
The block collects these fields: Accreditation (fixed mode shows the selected scheme as a disabled field; respondent-selected mode lets the respondent choose), Issuer (optional), Reference (optional), Level (shown only when the selected catalogue defines levels, optional), catalogue-defined categories with optional expiry dates per category, Issued (optional date), Expires (optional date), Verified (optional date), Verification Reference (optional), Notes (optional), and Evidence (optional).
Evidence uploads accept up to 10 files, with a maximum of 10 MB per file. These limits are fixed defaults and cannot be configured per site. The upload UI shows progress, allowed types, and file-count and file-size errors.
How respondents complete the form
Block-enabled forms are strictly inbound: respondents complete them through a form request, a direct shared link, or a QR code. They never see existing live-record block values, and nothing is prefilled from the record.
Form request: create a request from the record and assign it to a user or share a link. See Form Requests.
Direct link: share the published form URL. See Publishing Form Templates.
QR code: scan a QR code to open the form on any phone browser, without an app or login.
Optional labels are muted for respondents so they can tell which fields they may skip. When the respondent submits, the data and evidence are captured in a submission linked to the record.
Review submissions
Submission viewers show the structured block answers and any uploaded evidence. Protected answers stay redacted until an authorised reviewer reveals them.
Open the submission from Forms > Submissions, or from the record's form requests.
Review the structured block answers and evidence.
For a protected answer, click Reveal answer to view it.
Each reveal is recorded in the audit log. For more on viewing submissions, see Viewing and Exporting Form Submissions.
Fill Missing Blocks Automatically
Form requests on matching families can offer the opt-in Fill Missing Blocks Automatically, which writes submitted data into a record's missing blocks after submission without manual review. It is off by default and separate from the manual application flow below.
The option is available only when the form's block family matches the request record's family and a compatible destination exists. When enabled, it fills only missing matching blocks after submission and never overwrites existing matching blocks. Automatic failures — a missing destination, lost authority, or unsupported answers — never block form completion; the submission still completes normally.
Apply submitted accreditation to a personnel record
Applying submitted accreditation to a personnel record is a manual step performed by a reviewer. It requires Forms Manager or Forms Admin access to view submissions, and Personnel Manager or Personnel Admin access on the destination record's site. See Forms roles and access and Personnel roles and access.
Open the submission and click Add to Personnel Record on the submitted card.
Select a suggested or searched personnel record. The search label is Search personnel.... When the request originated from a personnel record, that record is suggested first and labelled Request source, but it remains optional.
Review the confirmation dialog, then confirm.
The dialog tells you what will happen. When the record does not have this accreditation yet, it shows "This record does not have this accreditation yet. Confirming will add a new block with the submitted values and evidence." and the action is Add Block. When the record already has a matching accreditation, the dialog shows an explicit comparison of the current values against the submitted values before you confirm Update Block.
Evidence is copied to the destination block on create or update. The original form response stays unchanged. Applying the same submission twice to the same personnel record is prevented, and applying it again to a different record shows a reuse warning. Application history is shown on the submitted card, and the audit log records whether a block answer was applied manually or automatically.
What's next
Creating Form Templates — build the form that holds your block fields.
Viewing and Exporting Form Submissions — review and export submitted block data.