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Managing Form Templates

Edit, archive, delete, and manage form template settings

Written by Ben Gale
Updated over 2 weeks ago

Why Managing Form Templates Matters

Once you've created forms, you need to edit them, archive ones you no longer use, or adjust settings like approval workflows and categories. Managing form templates keeps your form library organized and ensures each form behaves the way you need—whether that's allowing anonymous submissions for contractors or requiring approval before a submission is final.

How to Edit a Form Template

  1. Go to Forms from the main menu

  2. Click the form name to open it

  3. Add, remove, or reorder fields in the form builder

  4. Click Save when done

Changes apply to future submissions. Existing submissions keep the structure they were submitted with.

How to Change Form Settings

  1. Open the form and click Manage

  2. Go to the Settings or Config tab (or use the form's settings form if shown inline)

  3. Adjust:

    • Name, Description, Category, Tags

    • Require authentication: Whether users must log in to submit

    • Allow anonymous submissions: For external users without accounts

    • Allow multiple submissions: Whether users can submit more than once

    • Allow editing after submit: Whether submitters can edit their submissions later

    • Approval workflow: If submissions need approval before being final

    • Submit button text and Thank you message

  4. Save your changes

How to Archive a Form

  1. Go to Forms and find the form

  2. Open the row actions menu (⋯) and select Archive

  3. Confirm the action

Archived forms no longer accept new submissions. Existing submissions and data are preserved. You can still view archived forms and their submissions.

How to Delete a Form

  1. Go to Forms and find the form

  2. Open the row actions menu (⋯) and select Delete

  3. Confirm the action

Deleting is permanent. It removes the form template, all submissions, form requests, and attachments. Consider archiving instead if you might need the data later.

How to Duplicate a Form

  1. Go to Forms and find the form

  2. Open the row actions menu (⋯) and select Duplicate

  3. A copy is created with "(Copy)" in the name—edit it as needed

Duplicating is useful when you want a similar form for a different purpose without changing the original.

Before You Start

You need the Manager role for the Forms module to edit and archive forms. You need the Admin role to delete forms. If you can't see these options, ask your site administrator to update your permissions in Settings > User Management.

Common Questions

Can I restore an archived form? Yes. Open the archived form and use the option to restore or reactivate it (if available).

What happens to attached forms when I archive? Forms attached to locations or assets will no longer appear for new submissions. Existing submissions stay linked to those entities.

Can I export form data? Yes. Go to Forms > Submissions to view and export submissions. See Viewing and exporting form submissions for details.

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