Once you've created and automated your forms, it's important to manage them efficiently.

This includes editing, tracking submissions, and deleting outdated forms and submissions to keep your workspace organized.

Editing a Form

Select Forms from the main navigation within a project.
Click on the form you want to update.
Modify fields, structure, or sharing settings. Changes are automatically saved—your updates will apply immediately.

📌 Note: If the form is live, changes will affect all future submissions.

Access to the Form and the Form Builder

To adjust who can access the form, the form builder, and form responses, click the sharing icon in the upper right.

Who can adjust sharing settings?

Only users with permission to manage forms can adjust sharing settings. This typically includes:

The form creator
The Project Manager
Other users with custom permissions that include “Manage Forms”

📌 Note: The Project Manager cannot be removed from the form sharing options.

Permissions Required

Even if a form is shared with a user, they need the “Manage Forms” permission to:

Access the form builder
See the Forms tab in a project

By default:

Users with Staff and Coordinator permission sets do not have this permission.
They can still respond to forms, as long as the form link has been shared with them.

To give additional users access to the form builder:

Create a new permission set using the Permission Builder
Enable the “Manage Forms” permission
Assign this permission set to the relevant users

Access to the Responder Link

Click Publish in the upper-right corner to define who can access the form link and submit responses.

Select one of the following access levels:

Nobody – Only users with explicit sharing access can view the form.
Project Members – Only users and clients added to the project can open and respond.
Everyone in our Organization – All users and clients in your organization can access the form.
Anyone with a link – The form is public; anyone with the link can submit a response.

Click Copy link to share the form with responders.

Fields and Filters

Use Fields and Filters in the upper-left corner of the Forms view to manage and organize your list of forms.

Adjust which fields are shown

Apply filters to narrow down the list

Click Save View to reuse the setup later

Deleting a Form

If a form is no longer needed, you can delete it by selecting the bin icon in the form view. The deleted form will be sent to the Recycle Bin.

Tracking Form Submissions

Open the Forms section.
Click on a form to view submissions.
Navigate to the Responses tab to see submission details and timestamps.

Deleting a Submission

Scroll horizontally to the right along the form response you wish to remove. Select the bin icon to delete the response.

📌 Note: Deleting a submission is permanent and cannot be undone. Unlike forms, responses are not sent to the Recycle Bin.

Checking Automation Status

Open the form and go to the Automations tab. If automation rules are linked to this form, you’ll see them listed with their status (Active/Inactive).