Forms

End-user documentation

Forms

A form builder for public intake, internal submissions, email templates, hidden fields, file uploads, exports, and bulk email follow-ups.

Purpose and What Problem This Solves

The Forms module turns repeated intake requests into structured submissions. Instead of collecting information through email threads, teams can publish a form, validate responses, export data, and follow up consistently.

Who normally uses this module

What You Can Do Here

• Create public or internal forms for inquiries, surveys, registrations, requests, and applications.
• Collect files and structured answers with reCAPTCHA protection for public forms.
• Use hidden fields to track campaign source, department, tenant, or other routing data.
• Build email templates for acknowledgement, notifications, and follow-ups.
• Export, import, and bulk-email respondents when policy allows.

Core Concepts and Terms

Learn these words first. Most user mistakes happen when a beginner opens a form without knowing what the record represents.

Beginner Quick Start

Use this first-run path in a training database or with a supervised account before handling live records.

1. Define the business question before creating fields.
2. Create the form with only the fields needed to process the request.
3. Configure notification and acknowledgement email templates.
4. Test the public form as a visitor, including required fields, file upload, and reCAPTCHA.
5. Review submissions and agree on the follow-up owner and response time.

Standard Operating Procedures

These SOPs describe the routine operating pattern. Your company policy may add approvals, attachments, or segregation-of-duties controls.

Create a new intake form

1. Write the goal of the form and decide who will review submissions.
2. Add fields in the same order a respondent naturally answers them.
3. Mark only truly required fields as required and add help text for confusing questions.
4. Test submit, notification, file upload, and export before sharing the link.

Process form submissions

1. Open the submissions list and filter by form, date, status, or source.
2. Review new entries for completeness, duplicates, and attachments.
3. Route the request to the correct team or export when approved.
4. Record follow-up outside the form only when the receiving workflow requires it.

Run a bulk email follow-up

1. Confirm respondents consented to receive the message.
2. Filter the exact audience and preview the email template.
3. Send a small test to yourself first.
4. Send the bulk email and monitor replies, bounces, and opt-out concerns.

Industry Notes and Good Practice

• A good form is short, specific, and easy to answer. Long forms reduce completion rates.
• Ask for personal data only when needed. Explain why sensitive fields are collected.
• Use hidden fields for routing and analytics, not to hide terms or surprise users.
• Treat exported submissions as sensitive data and store them only where policy allows.

Controls, Data Quality, and Review Checklist

Use this checklist during onboarding, monthly review, and process audits.

• Every form has an owner, purpose, active status, and response workflow.
• Required fields are justified and tested.
• Public forms include spam protection and privacy wording where needed.
• Old forms are disabled or archived when the intake period ends.

Related ERPat areas

FAQ and Troubleshooting

Why am I getting spam submissions?

Check reCAPTCHA configuration, public link exposure, and whether fields are too permissive.

Can I change fields after publishing?

Yes, but consider how it affects existing submissions and exports. Avoid changing meaning mid-campaign.

What are hidden fields for?

They are useful for source, campaign, routing, or system values that should not interrupt the respondent.

Should every question be required?

No. Require only what is necessary to process the request.

ERPat Forms user guide. This static HTML page is documentation-only and does not change module routing, permissions, or runtime behavior.