Creating and managing Forms in Simpplr

What are Forms?

Forms is a flexible, built-in feature that helps teams collect and manage information directly within Simpplr. It gives organizations a secure, no-code way to capture structured, non-anonymous input inside the intranet. Many customers requested a native alternative to tools like Google Forms to reduce delays, improve adoption, and eliminate IT dependencies. Forms make it easy for non-technical teams to manage day-to-day operational data collection at scale.

It is designed for Internal Communications, HR, and Operations teams who want a simple, no-code solution to create and track forms for everyday tasks without relying on external tools.

Users can open forms through a shared link or QR code, with access limited to the intended audience. The form works on any device and adapts based on responses, ensuring accurate submissions. When users receive a direct link, they simply open it, fill out the form, and submit.

With Forms, you can streamline employee engagement, simplify internal processes, and keep everything organized within your intranet.

What you can do with Forms

Forms are built to make data collection simple and accessible for everyone.

Build forms without coding

Use a clear, drag and drop form builder to create your own forms. The interface is easy to follow, so you can add pages and content blocks without any technical experience.

Customize the way questions appear

Choose from multiple field types like text boxes, dropdowns, date selectors, file uploads and many more. You can also add conditional rules such as showing or hiding certain questions based on how someone responds, making each form smarter and more relevant.

Track and manage submissions

Once a form is published, you can easily view, filter, and manage responses from a single dashboard. For reporting or follow ups, you can also export all submissions as a CSV file.

Why use Forms

Forms help teams replace scattered email requests or third party tools with a consistent, secure, and integrated experience. Whether it is gathering feedback, registering employees for a session, or collecting operational data, everything happens in one place which is your intranet.

How to access Forms?

1. Head to Create (+) on the bottom left of the home screen

2. Select Forms from the dropdown options

3. You will be redirected to the Forms landing page, click Create form.

Forms landing page

The Forms landing page serves as the central dashboard where all forms are listed and managed in one place. It provides a clear overview of every form created within the intranet, along with essential details such as the form name, creator, status, recipients, responses, and modification dates.

The landing page displays a comprehensive list of all forms with the following details:

Forms dashboard Ssection

• Tabs (All, Draft, Published, Archived):

  • All: Displays every form, regardless of status.

  • Draft: Lists forms that are being worked on but not yet published.

  • Published: Shows forms currently live and accepting responses.

  • Archived: Moves a form out of the active list and keeps it in a separate section (Archived section) where it’s no longer editable or visible to users for submission.

These tabs make it easy to organize and switch between different form states.

• Search Field (within forms table): Lets users quickly search for a specific form name or creator within the list view.

Table columns

Each column provides specific details about forms in the system:

1. Form name: Displays the title of the form. Clicking on it usually opens the form details or the form editor. Example: “testing”

2. Creator: Shows the person who created the form. The avatar and name provide quick recognition.

3. Status: Indicates whether the form is a draft, published, or archived. Green dot with “Published” shows the form is active and accepting responses.

4. Recipients: Displays the number of users or groups the form was shared with. The number (e.g., “7”) is clickable and may open a list of recipients.

5. Responses: Tracks how many people have submitted the form compared to how many were invited. Example: “1 / 7 (14.3%)” means 1 out of 7 recipients have completed the form.

6. Closing date: Shows the date when the form stops accepting new responses. Example: “Oct 8, 2025.

7. Date modified: Displays the last time the form was edited or updated. Example: “Oct 7, 9:33 AM.”

8. Menu (⋯): A menu icon that provides additional options such as Preview, Download QR code, Close, Duplicate, Share, Archive, Result, Copy link or Delete form.

Action buttons and controls

• Create form (blue button): Prominent call-to-action button in the top-right corner of the dashboard. Opens the form creation interface where users can design and configure new forms.

• Rows per page dropdown: Located at the bottom of the table, it lets users adjust how many forms are displayed per page (e.g., 10, 25, 50).

• Pagination controls (left and right arrows): Allow users to navigate between multiple pages of forms if there are more entries than can fit on one screen.

• Record count (“1–1 of 1”): Displays the current range of visible forms and the total number of forms in the list.

Who can create and use Forms?

The Forms landing page is available for:

• Form managers and app managers - who create, manage, and track responses.

• Employees across the organisation - who can easily submit information through a familiar intranet experience.

How to create a Form?

1. Click the Create form button on the landing page or click Create (+) on the bottom left of the home screen

2. You will navigate to the form builder page

3. The form builder consists of two main sections:

   • Form building area - Where your form will be constructed

   • Tools section - Contains blocks and pages for building

Form builder

The Forms builder in Simpplr helps you create forms easily with a simple drag-and-drop tool. Start from scratch to get going faster.

Add and customize fields like text boxes, dropdowns, dates, ratings, and file uploads. You can make fields required, set limits, and control when they appear using simple rules.

Manage forms by editing, duplicating, or archiving them anytime. Track responses in real time, view submissions, and download results as a CSV file.

Share forms using a link, email, or QR code. App managers control who can view or submit each form, keeping access secure and organized.

Blocks

This panel contains all the building elements (or blocks) that users can add to their form. It’s divided into categories for easier navigation:

Intro

• Title & description: Adds a header and short description at the top of the form, useful for explaining its purpose or instructions.

• Heading: Inserts standalone headings to organize sections within the form.

• Paragraph: Adds a block of text for detailed instructions, context, or policies.

Text input

• Short text: For brief answers, such as name or department.

• Long text: For detailed answers or feedback.

• Number: Captures numerical input like employee ID or quantity.

• Email: Automatically validates email addresses entered by users.

• Date and time: Allows users to select a date or date-time combination via a calendar picker.

• Address: Provides fields to enter location details, such as office or residence address.

• Legal: Adds a consent or terms acknowledgment field, often used for compliance purposes.

Multiple choice

• Multi select: Checkbox-based options allowing multiple selections.

• Single select: Radio-button-style choices; one selection allowed.

• Dropdown: Collapsed list of options; single selection by default (space-saving alternative to radios).

Media

• File upload: Lets attach files.

• Image: Lets respondents add or the creator request an image upload.

Rating opinion fields

• Rating: Star or scale rating input.

• Opinion: Open-ended sentiment/opinion field (short/long text based on configuration).

Form configuration options

Configuring a field as required ensures users can’t submit a form without completing it. To set this up, select the field and enable the Required option.

1. Click on any field in your form

2. Toggle the Required setting

3. Required fields will:

   • Display with an asterisk (*)

   • Prevent form submission if left empty

   • Show validation messages to users

Setting up conditional logic

Conditional logic in Simpplr Forms helps you create smart and dynamic forms that adjust based on how users respond. Instead of showing every question to everyone, you can set rules that show or hide specific questions depending on the user’s answers.

For example, if a form asks “Do you manage a team?” and the user selects “Yes,” the next question might be “How many members are in your team?” If the user selects “No,” that question will not appear. This keeps the form short, relevant, and easy to complete.

Using conditional logic makes forms more personalized, improves the accuracy of responses, and gives users a smoother experience when filling out requests, surveys, or feedback forms.

Creating conditional fields:

1. Select the field you want to make conditional

2. Click on Include Condition

3. Set up the logic:

   • If [Field Name] is [Value]

   • Then show this field

   • Otherwise hide this field

Example implementation

• Condition: If "T-shirt size" is "M"

• Action: Show "Date of Birth" field

• Result: Field remains hidden unless the condition is met

Dropdown configuration

By configuring this you can easily edit dropdown options

1. Drag and drop the dropdown block and click on the block 

2. Click on the Settings icon to Add, Edit, or Remove options as needed

3. Use Add options to include additional choices

4. Save changes to update the dropdown

Pages

On the left hand side we have Pages, right next to the Blocks tab. You can rename this as per your choice. Pages are usually used for long forms having longer content. You can duplicate pages, move them up and down and even delete pages by clicking the 3 horizontal dots. 

Forms settings panel

The Forms settings panel gives form creators more flexibility and control by allowing them to configure important form properties without having to publish the form immediately.

The new settings interface now makes it simple to prepare, review, and manage form configurations independently.

How to use the settings panel

1. Go to the Forms section and open the form you’re creating or editing.

2. Navigate to the Settings tab.

3. Configure the following options:

   • Form name: Rename or update the form title at any time.

   • Form closing date:

     • Select Open to keep the form active indefinitely, or

     • Set a specific closing date to automatically close submissions.

   • Target audience: this field is mandatory and you can choose the target audience based on the Segments.

   • Allow Multiple submissions:

     • When disabled, each user can submit only once.

     • When enabled, users can submit multiple responses.

   • Notify participants: use this to allow sending in-app notifications to the participants.

   • Share form: use this to share the Form on home and site feed.

   • Allow response notifications: enable this as admin or from manager to get notified when a response is submitted.

4. Once done, you can Save as Draft or Publish form directly by selecting these from the top-right of the screen when the form is ready.

This update helps Form creators and managers streamline form setup, allowing creators to prepare everything in advance while maintaining full control over publication timing.

Audience selection in Forms settings

You can now choose a form’s target audience directly from the Form settings page. This makes it easier to plan who the form is for while you are designing it, and to save both the form and its audience as a draft before publishing.

Previously, the audience was configured mainly in the Publish modal, right at the end of the creation flow. With this change, audience selection is part of the normal configuration experience for forms, and you can revisit or adjust it at any time from the settings page.

Who this feature is for: App managers and form creators

What’s changed

When you open a form and go to its Settings, you now see a section where you can configure the target audience for that form. This replaces the need to set the audience only at the moment you publish.

From the settings page you can:

• Choose one or more audiences for the form while it’s still in draft.

• Save your work, including both the form content and the audience, without publishing yet.

• Return to the form later and review or update the audience from the same place.

This aligns the Forms experience with other parts of the product that already support audience selection as part of their configuration.

Selecting the audience in Form settings

When you edit or create a form:

1. Open the Form settings page for that form.

2. In the Audience or Target audience section, search for and select the audiences who should be able to access the form.

3. Save your changes.

The selected audiences are stored with the form, even if the form remains in draft. Other app managers with access to the same form can see the chosen audience and adjust it if needed, depending on your governance model.

When you later publish the form, it uses the audience defined in settings to determine who can see and interact with it. You no longer need to re‑define the audience in a separate step at publish time.

Drafts and audience

A key benefit of moving audience selection into the settings page is that it now works naturally with drafts.

You can:

• Create a new form

• Configure its audience in Settings

• Save it as a draft, with both the content and audience remembered

This helps app managers and content owners collaborate over time. They can refine the form questions and the target audience together before the form is made available to end users.

Why this is useful

Adding audience selection to the Form settings page provides a clearer and more flexible creation flow:

• You plan targeting earlier, at the same time as you define the form.

• You avoid last‑minute changes in the publish step, because the audience has already been agreed and captured.

• You keep configuration in one place, so app managers can easily understand how a form is set up without going through the publish process again.

Overall, this enhancement makes working with forms more predictable and aligned with how audience‑aware features behave elsewhere in the product.

Form preview

The Form preview allows you to see how your form will look and work before it is published. After designing your form using blocks, use the preview to check the layout, field order, and overall flow. This helps ensure that all components such as text fields, , and buttons appear and function as expected. 

Reviewing the preview lets you make final adjustments for clarity, consistency, and a smooth user experience before sharing the form.

1. Click the Preview button while building.

2. Test all functionality:

   • Require

   • Dropdown selections

   • Overall user experience

3. Return to editing mode to continue building.

Forms on home and site tiles

Employees can discover and access forms directly from their Home or Site dashboards using the forms tile. Users with permission to add tiles can add the forms tile to Home or Site dashboards, making forms more visible and encouraging higher participation.

This improvement eliminates the need to search through multiple pages or links, helping users find and complete forms quickly from one centralized location.

By placing forms on frequently visited dashboards, organizations can ensure that important surveys, feedback requests, and information forms are visible and easy to access, increasing participation and engagement.

How to add a Forms tile

1. Navigate to your Home or Site dashboard

2. Click Edit dashboard

3. Select Add tiles

4. From the list of available options, choose Forms

5. A default tile will appear, which you can rename as needed.

6. Click Add to Home to confirm.

Once added, the Forms tile will automatically display all available and active forms for quick access. Forms tile can be seen by all users who access Forms through the Home or Site dashboard.

Publishing Forms

You can save a form as a draft while designing it, so it’s not visible to others. When the form is ready, click Publish to make it live and start collecting responses. Published forms can be shared with specific users, groups, or the entire organization. You can still edit, duplicate, or archive the form later, but changes to a published form should be reviewed to keep data accurate.

1. Click Save draft to store your progress

2. Allows you to:

   • Preserve your work

   • Return later to continue editing

Publishing process

Step 1: Initiate publishing

1. Click Publish when your form is ready

2. Complete the publishing configuration

Step 2: Form configuration

• If saved as draft previously, the existing name will be pre-filled

• Example: "Demo Form"

2. Closing Date

   • Option 1: Set a specific end date (e.g., "30th of this month")

   • Option 2: Leave blank for manual closure

   • Forms without closing dates remain open until manually closed

3. Target audience selection

   • Click Filter options available:

     • Location-based (e.g., "Team Texas")

     • Department-based

     • Role-based

     • Custom audience groups

   • Select All option available for organization-wide distribution

Step 3: Final publishing

1. Click Publish to complete the process

2. Sending state indicates that distribution has started. It takes about 15–20 seconds to complete, after which the state changes to Published, allowing recipients to submit responses through the email or in-app link.

Available actions

After the form is published you can see the form in the Forms dashboard. There will be three dots (...) available at the end pf each row. If you select these three dots (...) you an pop menu of available actions will open.

After publishing, each form provides several management and available action options:

1. Results - Access response data and analytics

2. Copy link - Share direct form access with others

3. Duplicate - Copy form structure for reuse

4. Close- Stop accepting new responses. Existing responses remain available for viewing and analysis

5. Archive - Remove from active list while preserving data

6. Delete - Permanently remove form and all data

7. QR code - Generate scannable code for easy access

Close form option

Form creators and managers can now manually close a form at any time, even before its scheduled closing date. When a form is closed:

• Participants can no longer submit responses.

• Existing responses and reports remain available.

• The form clearly shows as Closed in listings and on the form itself.

This gives you more control over when to stop collecting data.

Who can close a form?

You can manually close a form if:

• You are a Form Creator or Form Manager (usually via App Manager-level permissions), and

• You have access to manage that form in the Forms area.

End users / regular participants cannot close forms.

How to close a form (from the forms list)

1. Go to the Forms area (Manage → Forms, or your organization’s Forms management location).

2. Open the Published tab to see active forms.

3. Find the form you want to close.

4. Click the three-dot menu (more actions) for that form.

5. Select Close form.

You’ll see a confirmation dialog.

What happens after a form is closed

Once a form is closed:

• No new responses can be submitted.

• Existing responses stay intact and can be viewed and exported as usual.

• The Report / results page remains accessible to users who have permission to view responses.

• The Close form option is no longer shown for that form in relevant menus.

• The closed form is removed from the Published list and handled appropriately in other status-based lists.

QR code feature

1. Click on QR Code option

2. Download the generated QR code image

3. Share the QR code through various channels

4. Users can scan to access the form directly

Form analytics and results

The Form Analytics section lets you see how your form is performing, including total participants, responses, and response rates. You can also check individual submissions. To review data in detail, click Download CSV, and a file will be emailed to you for easy analysis in a spreadsheet.

Key metrics displayed

1. Total participants - Number of people who received the form

2. Response count - Number of completed submissions

3. Response rate - Percentage of recipients who responded

4. Submission details - Account information of respondents

CSV download process

1. Click Download CSV in the results section

2. Email notification will be sent to you

3. CSV will be downloadable by clicking on the Download CSV button in email

4. Open the file to analyze data in spreadsheet format

Individual Response Review

1. Click Full Response for any participant

2. Detailed view showing:

   • All questions answered

   • Complete

Form participation

Access forms via a direct link or QR code, noting that participation is restricted to the intended target audience. The experience is a simple, guided flow compatible with any device. It uses required fields for completeness and conditional questions that adapt to your answers, ensuring an accurate and efficient submission.

Method 1: Direct Link

1. Receive form link via email or in-app

2. Click the link to access the form

3. Complete and submit responses

Method 2: QR code

1. Scan the QR code using mobile device

2. Form opens in browser

3. Complete participation process

Participation requirements

1. Audience validation

   • Only users in the target audience can participate

   • Non-authorized users receive permission error message

2. Required fields

   • Must complete submission blocked until requirements met

3. Conditional logic

   • Fields appear/disappear based on previous

Submission process

1. Fill out all required fields

2. Complete optional fields as desired

3. Review responses before submitting

4. Click Submit to complete participation

5. Confirmation message appears upon successful submission

Improved form participation page experience

The Participation page in Forms has been updated to make it easier for form owners and admins to understand how people are engaging with their forms. The improvements focus on clarity, readability, and faster access to key participation metrics.

These changes are part of a broader enhancement to the Forms experience and are available from version 26.01‑A.1.0.

What’s new on the Participation page?

1. Clearer headline metrics

• Key numbers are now highlighted more clearly at the top of the page such as:

  • Total audience

  • Number of submissions

  • Overall completion rate

• You can quickly see whether a form is on track without having to scan the whole screen.

2. Improved participation breakdown

• Participation states (for example: Not started, In progress, Submitted) are grouped and displayed more clearly.

• Counts and percentages for each state are easier to compare at a glance.

• This helps you quickly understand how many people still need to respond and where follow‑up is required.

3. Easier scanning of large audiences

• The layout has been refined so that lists and tables are easier to read, especially for large audiences.

• Spacing, fonts, and visual grouping have been adjusted to reduce visual clutter and make information more scannable.

• You can identify relevant rows and segments faster when reviewing many participants.

4. Better visual hierarchy

• The page now emphasizes what matters most:

  • Primary information (e.g., total responses, completion rate) stands out.

  • Supporting details (e.g., secondary counts, labels) are visually distinct but less prominent.

• This reduces the time it takes to interpret the page, especially when monitoring multiple forms.

5. Enhanced usability on different screen sizes

• The Participation page has been refined to behave more consistently on various screen sizes.

• Key information remains readable on smaller screens, helping admins quickly check participation when they are not on a large monitor.

What has not changed?

• The way participation is calculated remains the same.

• Who is targeted to receive a form has not changed.

• No new notification or reminder rules have been introduced as part of this enhancement.

• Existing data and historical participation records are preserved; only the way the information is displayed has changed.

Who is impacted?

• Form owners and admins who review participation to track completion and identify who has or has not responded.

• Intranet or program admins who monitor overall engagement and compliance.

People who fill out forms (end users) are not directly affected by these changes; their form‑filling experience is unchanged.

How to use the enhanced Participation page

1. Open your form and go to the Participation tab.

2. Review the headline metrics at the top:

   • Audience size

   • Number of submissions

   • Overall completion percentage

3. Check the participation breakdown to see:

   • How many have not started

   • How many are in progress

   • How many have submitted

4. Use the lists/tables to:

   • Identify individuals or groups who have not yet responded.

   • Decide where to focus reminders or follow‑up actions (if available in your environment).

Forms control

You can control whether the Forms feature is available across your intranet from a single place. App Managers can enable or disable Forms directly from Manage application settings, giving your organization better control over feature usage, governance, and compliance.
When Forms is enabled, users can create and manage forms to collect responses across the organization. When disabled, Forms is unavailable to all users.What this setting does

• Enabled (recommended): Allows teams to create and manage forms and gather responses.

• Disabled: Turns off the Forms feature for the entire app.

How to enable or disable Forms

1. Go to Manage application

2. Select Forms

3. Under the Forms section, choose one of the options:

   • Enabled (recommended)

   • Disabled

4. Save your changes, if prompted.

Enhanced notifications control

The new notification control options give both app managers and individual users more flexibility in managing form-related notifications.
This helps reduce unnecessary alerts while ensuring important updates are never missed.

App-level control (for app managers)

1. Go to Manage Application Defaults.

2. Open Email and Mobile Settings.

3. Under Form Notifications, enable or disable notifications for all users in the organization.

App managers can use this setting to control how frequently form-related notifications are sent across the company, reducing unnecessary noise.

User-level control (for individual users)

1. Go to My settings.

2. Open either the Email or Mobile section.

3. Find Form notifications.

4. Enable or disable notifications according to your personal preference.

These options provide flexibility to App managers and individual users to stay informed without being overwhelmed by updates.

Forms browser notifications

Forms now support browser notifications, in addition to email and mobile push. This makes it easier for employees to notice and complete important forms without relying on email alone.

With browser notifications enabled, users will see a native notification from their browser (for example, Chrome, Edge, Safari) when:

• They receive a new form to complete

• They are reminded to complete an outstanding form (depending on your workflow / reminder setup)

• They receive key updates related to forms (such as reassignment or important status changes, where configured)

Who is this for?

• App managers who configure notification defaults

• All users who participate in forms

What are browser notifications?

Browser notifications are push notifications sent by Simpplr directly to a user’s web browser:

• They appear on the user’s desktop or device (even if the Simpplr tab is in the background).

• Clicking the notification takes the user back into Simpplr, typically deep-linking to the relevant form or page.

• Users can control whether they receive browser notifications through:

  • Their browser’s site permissions, and

  • Their Simpplr notification preferences.

Browser notifications complement email and mobile push. Users can choose one or more channels based on how they prefer to be notified.

Forms listing page for participants

From release 26.03, every user gets a Forms listing page: a single place to see the forms that are relevant to them.

This page helps you:

• Find all forms that have been assigned to you.

• Re‑open a form you haven’t finished yet.

• See which forms you’ve already completed or that have closed.

Instead of searching email, feeds, or old links, you can go to one page to understand what you still need to complete.

Where to find your forms

Your organization may place the Forms listing page in different places, but typically you can find it:

• Via the main navigation (for example, a “Forms” item), or

• From a “My work” or “My tasks” style area.

When you open this section, you’ll land on your Forms list.

What you see on the Forms listing page

Each user’s page is personalized. You will only see forms that are available to you.

For each form, you’ll typically see:

• Form name – the title of the form.

• Status – for example:

  • Open / Active

  • Completed

  • Closed / Expired

• Due or end date (if the form has one).

• A short description or context, when provided by the form owner.

This page is focused on your participation; it is not a reporting or admin page.

Working with your forms

Open and submit a form

1. On the Forms listing page, click the form’s name.

2. Fill in the required fields.

3. Click Submit.

If the form is still open, your response will be recorded.

Revisit a form

Depending on how the form was set up:

• You may be able to open the form again to review what you submitted.

• In some cases, you might be allowed to submit another response or edit your original response. This behavior is controlled by how the form owner configured that form.

Closed or expired forms

Closed or expired forms may still appear:

• You cannot submit new responses to them.

• You may still be able to view your previous response, depending on configuration.

What’s new specifically in 26.03

• New Forms listing page for participants

  • A central, personal view of all forms available to you.

  • Easier discovery of forms you might otherwise miss.

  • A quick way to see what’s pending, what’s completed, and what’s no longer active.

This builds on earlier improvements to how forms appear in your intranet, and makes it much easier to keep track of everything you’re expected to fill out.

Email notifications for form submissions

Email notifications for form submissions are more reliable and predictable. When someone submits a form, the right people can be notified by email with the key details they need to follow up, without relying only on in‑app views or manual checks.

This helps:

• Form owners and reviewers know when new responses come in.

• Participants receive confirmation (when configured) that their response was received.

• Teams reduce the risk of missing important form‑based requests (for example, access requests, internal service requests, or policy acknowledgements that require review).

What’s new

We have improved the end‑to‑end email experience around form submissions:

1. Clear, structured email notifications

   • Emails now provide a clearer summary of the form and the submission event (for example, who submitted it and when).

   • Key form details or next steps can be surfaced so the recipient knows what to do without hunting for the form.

2. More consistent delivery to the right recipients

   • When a form is configured to notify specific people or groups (such as form owners, reviewers, or a shared mailbox), those recipients are more consistently notified each time a submission is made.

   • This reduces gaps where submissions might be created but not seen promptly.

3. Improved confirmation pattern for submitters (where configured)

   • For forms that send a confirmation email back to the person who submitted, 26.03 improves the reliability and clarity of that confirmation.

   • Submitters can more easily confirm:

     • That their response was recorded, and

     • Which form they responded to.

4. Better handling of multiple submissions

   • Where a form allows multiple submissions from the same person, each submission can trigger its own notification, making it easier for reviewers to track separate requests.

How email notifications work

For form creators / owners

When you create or edit a form, you can typically choose who gets notified by email when:

• A new submission is received.

• A submission is updated (if edits are allowed).

You might see options like:

• Notify form owners

• Notify specific email addresses or groups

• Send confirmation emails to submitters

Once configured:

• Every time a participant completes and submits the form, those recipients will receive an email notification with:

  • The form name

  • Who submitted it

  • The submission time

  • A link to review the submission in the intranet

Exact fields and level of detail in the email are defined by your organization’s configuration and privacy/security standards.

For participants (people who submit forms)

When you submit a form:

• If the form is configured to send confirmation emails, you will receive an email that:

  • Confirms your submission was received.

  • Identifies the form you completed.

  • May include a link back to view your submission (if allowed and if you’re logged in).

If the form does not have email confirmations enabled, you will still see the on‑screen confirmation but may not receive an email.

Typical use cases

Here are common ways organizations use email notifications for form submissions:

• Internal service or access requests

  • A team uses a form to collect access, hardware, or support requests.

  • When a request is submitted, the team’s shared mailbox or queue is notified by email.

• HR or people‑related forms

  • Policy acknowledgements

  • Time‑off or flexible‑working requests (where collected via form)

  • Each submission notifies the responsible HR contact or group.

• Operational approvals and sign‑offs

  • Safety incident reporting, quality checks, or project approvals captured via form.

  • Notifications ensure the responsible approvers or reviewers are alerted for each new record.

• Feedback and surveys that require follow‑up

  • Open feedback forms where certain responses need attention.

  • Email notifications go to the owners so they can quickly act on high‑priority submissions.

In‑app notification for Form CSV exports

Forms now have gain a new in‑app notification for CSV exports.

When you export form responses to CSV, the file can take some time to generate, especially for larger datasets. Previously, customers relied mainly on email notifications (where enabled) or manual page refreshes to know when a CSV file was ready.

From 26.03 onwards:

• You receive a notification directly inside the intranet when your form CSV export is ready.

• This works even if email notifications are disabled for your user or at the organisation level.

• You always have a reliable way to access the export file once generation completes.

What’s new in 26.03

1. In‑app notification on CSV export completion

When you click to export a form’s responses to CSV:

1. The export is queued and processed in the background.

2. Once the CSV is generated, you get an in‑app notification.

3. The notification includes a link to download the CSV file.

Key benefits:

• You no longer have to sit on the page or repeatedly refresh to check if the export is ready.

• Even if your email notifications are turned off, you still get a clear signal inside the product that your export is available.

• This is especially helpful for large forms where CSV generation may take longer.

2. Works independently of email notifications

Many organisations restrict or turn off email notifications, or individual users may opt out. With 26.03:

• The in‑app notification is always available for the user who requested the export, regardless of email configuration.

• If your organisation also enables email notifications for exports, you may see both:

  • An in‑app notification, and

  • An email, depending on your settings.

This ensures CSV exports are discoverable in all environments, including those with strict email policies.

How it works for form managers / creators

Exporting form responses to CSV

1. Open your Form and go to the Responses / Reporting area.

2. Choose the option to Download CSV (wording may be “Export responses” or similar).

3. If the export may take time (for example, large number of responses), you’ll see a message that the CSV export is being prepared in the background.

4. You can navigate away and continue your work.

Receiving the in‑app notification

• Once the export completes, an in‑app notification appears in your Notification Center (and/or as a browser toast, depending on your organisation’s notification style).

• The notification text confirms that your form CSV export is ready.

• Clicking the notification takes you to where you can download the CSV file.

If email notifications are also enabled for your account, you may additionally receive an email with a link to download the file (this behavior follows your existing email rules).

User impact by role

• Form creators & Form managers

  • Get a reliable completion signal for exports, no matter the email policy.

  • Can request exports, move on to other tasks, then use the in‑app notification to pick up the file once it’s ready.

• App managers

  • Can confidently recommend CSV exports as a reporting mechanism, even in email‑restricted environments.

  • Reduce support requests related to “Where is my export?” or “I never got the email”.

Best practices

Follow these guidelines to create effective, user-friendly forms, manage your audience efficiently, and maintain clean, actionable data for better insights and decision-making.

Form creation

• Use clear titles and descriptions to help users understand the purpose of the form.

• Apply required fields carefully to avoid form abandonment.

• Test conditional logic thoroughly before publishing.

• Preview forms from the user’s perspective before launching.

Audience management

• Target specific groups to improve response rates.

• Consider timing when setting closing dates.

• Communicate clearly when sharing forms.

Data management

• Archive completed forms to keep your dashboard organized.

• Review analytics to improve future forms.

Share forms to Home and Site feeds

Form creators and managers can share an active form directly to the Home feed or to a specific Site feed. The form appears as a feed card where employees already engage with content, and users can open and complete it from the card without navigating away.

What you can do

• Share to the Home feed: The form card is visible to your followers on the Home feed.

• Share to a Site feed: The form card is visible to members of the selected site, subject to that site's access rules.

• Participate directly from the feed: Users with access to the form can open and complete it from the feed card using the call-to-action button.

Permissions and visibility

Who can share and who can see the form depends on two separate layers of access that both apply at the same time.

How the feed card behaves

The card's title and call-to-action text reflect the values configured by the form admin. The card state updates automatically when the form's status changes.

Embed forms in content pages

Authors can embed a live form directly inside a content page using the Form block. Readers with access to the form can respond inline without leaving the page. Each embedded form manages its own access and state independently, so a page can include more than one form and each behaves on its own terms.

How it works

Inserting and selecting a form

Authors add the Form block through the content editor. The selection dialog lists only active forms the author has access to. Draft and closed forms are intentionally excluded from the list.

The editor shows a static preview of the form title and its primary call-to-action button. The full, interactive form renders on the published page.

Multiple forms on one page

More than one form can be embedded on the same content page. Each form evaluates its own access permissions and active status independently. One form being closed or inaccessible does not affect any other form on the page.

What happens when a form is deleted after publishing

If an embedded form is deleted after the page has been published, end users see a Form deleted message in place of the block. In edit mode, authors see a clear warning with the option to remove or replace the block.

Access and visibility rules

Two conditions must both be met for a reader to see and respond to an embedded form:

Author-facing behavior

• Selection: The form selection dialog lists only active forms the author can access. Draft and closed forms are excluded and cannot be embedded.

• Editor preview: The embedded block shows a static preview of the form title and call-to-action in the editor. The interactive version is only visible on the published page.

• Deleted form warning: If a previously embedded form is removed from the system, authors see an in-editor warning with guidance to remove or replace the block.

• Editor support: The Form block is available in both the drag-and-drop editor and the legacy editor.

Simplified publish flow and centralized settings

Form configuration is now managed entirely from the Forms Settings page. The Publish modal has been simplified to a single confirmation step. Settings that previously appeared in both places, such as form name, closing date, and target audience, now live only in Settings.

What changed

What moved to Settings

The following are now configured and saved exclusively from the Forms Settings page:

What the Publish modal does now

The Publish modal is now a final confirmation step only. It contains no editable fields for name, closing date, or audience. When all required settings are complete in Settings, the modal shows the confirmation and the Publish action.

If required settings are missing when you open the Publish modal, you are redirected to Settings to complete them. Once saved, you can return to the Publish modal to publish.

Important: Complete and save all configuration in Settings before opening the Publish modal. The modal is for confirmation only.

Post-publish behavior

• Closing date: Can be updated from Settings after publishing. Changes reflect in user-facing listings and tiles.

• Audience: May be read-only after publishing, depending on your organization's governance settings. This prevents accidental audience changes after a form is live.

Troubleshooting

The Publish modal is not showing the Publish action

• What happened: One or more required settings are incomplete. When mandatory configuration is missing, the modal redirects you to Settings rather than showing the Publish action.

• What to do: Open the Forms Settings page, complete all required fields including audience and any other mandatory configuration, and save. Then reopen the Publish modal.

I cannot edit the audience after publishing

• What happened: Audience may be read-only on published forms depending on your organization's governance settings. This is intentional to prevent post-publish audience changes.

• What to do: If you need to change the audience on a published form, contact your administrator to check whether your governance settings allow it.

The closing date change is not showing in listings or tiles

• What happened: Closing date updates made in Settings should reflect immediately in user-facing listings and tiles. If the change is not showing, the view may not have refreshed.

• What to do: Refresh the page. If the issue persists, confirm the closing date was saved in Settings and contact support.