Publishing Form Templates

Why Publishing Matters

Form templates start as drafts until you publish them. Only published forms can receive submissions, share links, or appear on QR codes. Publishing makes your form live so staff, contractors, or visitors can fill it in. If you need to change it later, you can edit the template and save—future submissions use the updated structure. Existing submissions are unchanged.

How to Publish a Form Template

1. Go to Forms and open the form

2. Add at least one field to the form (you can't publish an empty form)

3. Click Save (if you have unsaved changes)

4. Click Publish

The form status changes from Draft to Published. You can now share the form URL, attach it to locations or assets, and create form requests.

How to Share a Published Form

1. Open the published form

2. Click the sidebar toggle (or open the Sharing tab)

3. Copy the Form URL or use the Copy button

4. Share the link with anyone who needs to fill it in

For QR codes, go to Settings > QR Codes and generate a QR code for the form. You can print and post it on-site.

How to Configure Submission Settings

Before publishing, you can adjust how submissions work:

1. Open the form and click Manage (or go to the form's manage page)

2. In Settings or Form settings, configure:

   • Require authentication: Whether users must be logged in to submit

   • Allow anonymous submissions: For external users (contractors, visitors) who don't have accounts

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

   • Allow editing after submit: Whether submitters can edit their submissions later Submit button text and Thank you message: Customize the submit experience

Before You Start

You need the Manager role for the Forms module. The form must have at least one field before you can publish.

Common Questions

Can I unpublish a form? Yes. Use Archive to stop new submissions. Archived forms keep existing submissions and data.

Do anonymous submissions count for distributions? No. Only authenticated submissions (user logged in) can acknowledge form distributions. Anonymous submissions are for general data collection.

Can I require approval before submissions are final? Yes. In form settings, configure an approval workflow or let the submitter choose approvers. See Creating approval policies for governance setup.