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Form Management

Form Management is where you create, view, and manage all the Forms in your Organisation. This article covers the screen and what you can do from it.

📍 Where to Find Form Management

Go to:
Administration → Form Management

🗂️ Active and Archived

Form Management has two tabs:

  • Active lists your current Forms, both Draft and Published. These are the Forms in use or still being worked on.
  • Archived lists Forms you've retired. They're kept for reference but aren't in active use, and can be brought back by cloning.

📋 The Form List

Each Form in the list shows its Form Name and Description, its State (Draft, Published, or Archived), whether patients can update their submission under Patient Can Edit, and the Date Created.

⚙️ Form Actions

Open the ••• menu beside a Form to see its actions. Which ones appear depends on the Form's state:

  • A Draft can be edited, cloned, published, or deleted.
  • A Published Form can be edited, cloned, or archived.
  • An Archived Form can only be cloned.

What each action does:

  • Edit opens the Form in the builder so you can make changes.
  • Clone creates a copy as a new Draft, useful as a starting point for a similar Form or as a new version of an existing one.
  • Publish makes a Draft live, moving it to the Published state so it's available for use.
  • Archive retires a Published Form. Published Forms can't be deleted, only archived, because they may already have patient submissions attached.
  • Delete permanently removes a Draft, and is only available while the Form is still a Draft.

💡 To bring back an Archived Form, Clone it to create a new Draft and Publish the copy. Cloning to make a new version, rather than editing in place, also keeps the submissions on the original Form intact.

💡 Best Practices

  • Keep a Form as a Draft until it's ready, then Publish it, since a Published Form can't be deleted, only archived.
  • Archive Forms you no longer use to keep the Active list tidy.
  • To revise a Form that's already in use, clone it, update the copy, publish it, and archive the old version. This keeps existing submissions intact.
  • Give Forms clear, descriptive names so they're easy to tell apart, especially once you start cloning them.

Next step:
➡️ To build a new Form, click + New Form and follow the Creating a Form guide.