When to use the Forms list
The Forms list is your home page for everything to do with forms. Open it whenever you want to:
- Find a particular form to fill in
- Check how many submissions a form has gathered
- See which forms are still drafts and which are live
- Pick up any pending submissions someone has assigned to you
- Request a submission from a member of your team
- Print a QR code for a form to stick up in the site office
Where to find it
There are two places the Forms list shows up, depending on whether you want to look at one project or everything across the company:
- Inside a project — open the project's sidebar and click Site Commander > Forms. You'll only see forms linked to that project.
- Company-wide — open Forms from the main sidebar to see everything across every project, plus your reusable templates.
Both pages work the same way — only the scope is different.
What you'll see
Each form appears as a row in the table. The columns tell you everything you need to scan the list at a glance:
- Name — the form's name. Click it to either fill it in (if it's published) or open the builder (if it's still a draft).
- Description — a short note about what the form is for. Hover for the full text if it's been truncated.
- Projects — which projects the form is linked to. A single project shows by name; several project links collapse into a popover.
- Status — a coloured badge showing Draft, Published or Archived.
- Submissions — the total number of times the form has been filled in. A second small badge appears here if there are pending submissions waiting on someone.
- Requires Submission — if you personally have a pending submission for this form, an animated button appears here so you can jump straight in.
- Fields — how many fields the form contains.
- Version — the current version number, e.g. v3.
- Updated — when the form was last edited.
If a form was originally created from a template, a small Library badge appears next to its name showing the template it came from. Handy when you want to trace where a form came from.
Filtering and searching
Above the table you have a few ways to narrow the list:
- Search — type any part of a form's name to filter as you type
- Status filter — multi-select to show just Draft, Published or Archived forms
- Show Archived — a toggle to include archived forms (off by default to keep the list clean)
The status filter and the Show Archived toggle work independently, so you can have Show Archived on and still narrow down to just the published ones, for example.
You can also click any column header to sort by that column. By default the list is sorted by Updated date, most recent first.
The Pending Submissions banner
If anyone has assigned a form to you with Request Submission, a coloured banner appears at the very top of the Forms list showing how many requests are waiting on you. Click it to expand the list, then click Fill out on any row to start filling in.
See Pending submissions banner for the full story including the deadline colours.
Quick action buttons
To save you opening menus, the most common actions for each form are exposed as little icons next to the row's actions menu:
| When the form is... | The quick icons let you... |
|---|---|
| Draft | Open the Form Builder to keep editing |
| Published | Fill it in, view its submissions, or request a submission from someone |
One click and you're in.
The actions menu
For everything else, click the three-dot menu on the right of any row. The options change depending on the form's status.
On a Draft form
- Open Form Builder — opens the drag-and-drop editor
- Modify Form — change the name, description and project assignments
- Duplicate, Archive, Delete
On a Published form
- Fill In — open the form to enter a new submission
- View Submissions — jump to the submissions list filtered to this form
- Request Submission — assign the form to specific people with an optional deadline
- View QR Code — generate a scannable QR code so the team can open the form on their phones
- Modify Form — change name, description and project assignments
- Create New Version — start a new draft based on the published version, so you can edit safely
- Duplicate, Archive, Delete
Modify Form is always available regardless of status, so you can fix a typo in a form's name without having to put it back into draft.
Real-world examples
A few situations where the Forms list earns its keep:
- Monday morning — open the list, see the pending banner, knock out the requests waiting on you in five minutes
- Pre-start meeting — search for the safety walk template, click View QR Code, print it, stick it on the cabin wall
- Spotting incomplete forms — filter to Draft to see anything you started building but never finished
- Cleaning up — toggle on Show Archived to find an old form you want to bring back, then duplicate it
Next steps
- Building your first form — for the New Form button.
- Pending submissions banner — for the alert at the top of the list.
- Reusing forms with templates — for the Library badge that appears on imported forms.