Manage Forms

Depending on your permission level on a form, you can manage forms by discarding, reopening, archiving, and restoring forms.

In this topic, you'll learn how to:

• Navigate the Forms List
• Discard Forms
• Reopen Forms
• Archive Forms
• Restore Forms

Navigate the Forms List

All the forms you can view are displayed in the Forms tab of the Forms tool. You can perform various actions to the forms from this page.

1. View your forms

   • All Forms: Displays all the forms that you can view
   • My Current Forms: Filters the list to only include forms in the In progress status
   • Forms by Template: Displays all the forms that you can view that were created from that template

2. Create a form

3. Archive: Select closed forms and click Archive.

   Note: The form must be in the Closed status and you must have the right permission on that form to archive it. Review Forms Permissions.

4. More menu: Click the icon.

   • Insight: Opens a pop-up window with how many forms were submitted today, in the last seven days, and all time
   • Activity: Opens the activity log for the Forms tool. Learn more

5. Export forms

6. Search forms by name

7. Filter the Forms list by:

   • Form date
   • Due date
   • Assigned to
   • Created by
   • Approved by
   • Status
   • Template type
   • Location
   • Notes

   Click Apply filters.

8. Forms log: View information about each of the forms you can view. To customize the list, scroll to the far right of the table and click the cog icon .

   • Select which columns to include in the table.

   • Hold and drag the icon next to column name to move it to the desired location.

   • Change the density of the information shown by clicking the corresponding icons .

   • To return the Forms list to the default setup, click Reset all.

     

Discard Forms

You can only discard forms in the In Progress status, except for forms that are in progress after being reopened. Reopened forms can't be discarded. Discarded forms will no longer be visible in the product.

Only members with certain permission levels can discard a form. Review form permissions in Forms Permissions.

To discard a form:

1. In the Forms tool, click an In Progress form to open it.

2. Click Discard.

   

3. In the pop-up window, click Discard. This form will be permanently deleted from your project.

Reopen Forms

If a form did not have reviewers and you are a project administrator, you can reopen a form to update its information. Review form permissions in Forms Permissions.

Only closed forms can be reopened.

To reopen a form:

1. In the Forms tool, click a Closed form to open it.

2. Click Reopen.

   

The form will revert to In Progress status. The Editors on the form will receive an email notification that the form has been reopened. In the Form Details and Activity Log, it will document who reopened the form and when.

Archive Forms

If you want to keep a record of your forms in a project, you can archive them. Only members with certain permission levels on that form can archive it. Review form permissions in Forms Permissions.

To archive a form:

1. In the Forms tool, select the checkboxes next to forms that you want to archive.

2. Click Archive.

   

3. In the pop-up window, click Archive.

Restore Forms

You can restore forms that have been archived. Only members with certain permission levels on that form can restore it. Review form permissions in Forms Permissions.

To restore a form:

1. In the Forms tab of the Forms tool, click the .

2. Under Status, remove all other statuses and add Archived. This will only list the archived forms so that we can restore them.

   

3. Click Apply filters at the bottom of the Filters panel or click .

4. Select the form that you want to restore and click Restore.

   

5. In the pop-up window, click Restore.

Restored forms will return to the Closed status.