Creating and managing Forms in Simpplr

Table of contents

• What are Forms?
• What you can do with Forms?
• Why use Forms?
• How to access Forms?
• Forms landing page
• How to create a Form?
• Form builder
• Forms settings panel
• Form preview
• Forms on home and site tiles
• Publishing Forms
  • Available actions
  • QR code 
  • Close form option
• Form participation
  • Improved form participation page experience
• Forms control
• Enhanced notifications control
• Forms browser notifications
• Best practices

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 Edit, Duplicate, Archive, 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.

   • Allow Multiple Submissions:

     • When disabled, each user can submit only once.

     • When enabled, users can submit multiple responses.

4. Once done, you can Save as Draft or Publish the form when 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.

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, dropdowns, 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

• Enabled (recommended): Allows teams to create and manage forms and gather responses.
• Disabled: Turns off the Forms feature for the entire app.

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.

Best practices