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Form Requests

Request form completion from users and track submissions linked to entities

Written by Ben Gale
Updated over 2 weeks ago

Why Form Requests

Form requests connect form submissions to specific entities—a location, asset, person, work order, or contractor company. Instead of sharing a generic form link, you request that someone fill in a form for a particular record. When they submit, the data is permanently linked to that entity. Use form requests when you need to track who completed an inspection for a specific fire extinguisher, who signed the site induction for a contractor company, or who submitted a completion sign-off for a work order.

How Form Requests Work

  1. From an entity (location, asset, person, work order, company), create a form request

  2. Select which form template to use

  3. Assign to a specific user or generate a shareable link

  4. When the form is submitted, it's automatically linked to that entity

  5. The request is marked complete and tracks who submitted it and when

Assigned users see the request in their Inbox. For link-based requests, share the URL with anyone—useful for external contractors who don't have accounts.

How to Create a Form Request

  1. Open the entity (e.g. a location, asset, person, or work order)

  2. Find the Form Requests section

  3. Click Request Form or Add Request

  4. Select the form template

  5. Choose who should fill it in:

    • Assign to user: Select a team member—they'll see it in their Inbox

    • Share link: Generate a link to share with anyone (e.g. external contractors)

  6. Optionally add Instructions or Notes for the person filling it in

  7. Click Create Request

If you assigned a user, they receive a notification and can open the form from their Inbox. If you chose a shareable link, copy the URL and send it by email or messaging.

How to Track Form Requests

  1. Go to Forms > Requests

  2. View all your form requests—pending and completed

  3. Use search to find requests by form name, person, or entity

  4. For pending requests, click Copy Link to share the form URL again

  5. For completed requests, click View Submission to see the submitted data

You can also view form requests from the entity itself—each location, asset, or person shows their related form requests.

Before You Start

You need the Manager role for the Forms module (or equivalent permission to create form requests) to create requests. To view all requests across the site, you need view-requests permission. Members can view their own requests and requests for entities they have access to.

Common Questions

What's the difference between a form request and a Service Desk request? Form requests ask someone to fill in a form and link the submission to an entity. Service Desk requests track work that needs doing (e.g. room setup, maintenance). They're different features in different modules.

Can external people fill in form requests without an account? Yes. Use the shareable link option. The form can be configured to allow anonymous submissions, and the submission will still be linked to the entity when submitted via the request link.

Do form requests appear in the Inbox? Yes. Assigned users see pending form requests in their Inbox until they complete the form.

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