Managing Form Templates

Edit form templates, archive ones you no longer need, and permanently delete archived forms or eligible drafts. Form templates use an archive-first lifecycle: published forms must be archived before they can be permanently deleted, and archived forms can be restored at any time.

For the shared archive, restore, and deletion pattern across all modules, see Archive, restore, and permanently delete records.

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.

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.

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 any of the following:

   • 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.

Archive a form

Archiving a published form hides it from the default forms list and stops new submissions. Active distributions are cancelled, but existing submissions are preserved and remain accessible.

1. Go to Forms and find the form.

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

3. Confirm the action.

To find archived forms, use the Lifecycle filter on the forms list and select Archived. The default view shows only active forms.

Restore an archived form

Restoring returns an archived form to active, published use.

1. Go to Forms, set the Lifecycle filter to Archived, and open the form.

2. Click Restore Form.

3. Confirm the action.

Permanently delete a form

Permanent deletion is irreversible. It removes the form template, all submissions, form requests, and attachments.

Delete is only available for archived forms or eligible drafts. You must archive a published form before you can delete it.

1. Archive the form first if it is published.

2. Open the archived form and click Delete.

3. The confirmation shows what will be deleted. Acknowledge that submissions and related form data will be permanently deleted, then confirm.

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.

Common questions

See also Creating Form Templates, Publishing Form Templates, and Forms roles and access.