Form Requests
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. 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
From an entity (location, asset, person, work order, company), create a form request
Select which form template to use
Assign to a specific user or generate a shareable link
When the form is submitted, it's automatically linked to that entity
The request is marked complete and tracks who submitted it and when
For block-enabled forms, form requests can offer Fill Missing Blocks Automatically. It is off by default and available only when the form's block family matches the record's family and a compatible destination exists; otherwise the form shows Different Block Family or No Compatible Record and the option is not offered. When enabled, submitted data fills only missing matching blocks after submission and does not overwrite existing matching blocks. Automatic filling never blocks the submitted form response.
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
Open the entity (e.g. a location, asset, person, or work order)
Find the Form Requests section
Click Request Form or Add Request
Select the form template
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)
Optionally add Instructions or Notes for the person filling it in
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
Go to Forms > Requests
View all your form requests—pending and completed
Use search to find requests by form name, person, or entity
For pending requests, click Copy Link to share the form URL again
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.