Creating a New Form

TABLE OF CONTENTS

• Configure Form Options
• Settings View
• Choose Form Type
• Change Back to View Mode
• Tab Settings
• Display Settings
• Show Versions
• Preview

Forms allow administrators to capture, manage, and display data in Screendragon. Depending on the form type, they can be used in various contexts, including projects, documents, tasks, workflows, profiles, or surveys.

This guide explains how to create a new form, configure its settings, and manage tabs, elements, and version history.

Create a New Form

1. Navigate to the admin tools area and click Form Builder.
2. Click Create New.
3. Complete the Name and Description fields. The name will be used when forms are listed.

Configure Form Options

There are several options available to help you build your form. 

• Settings
• Show Versions
• Form Builder

Settings View

Click Settings to switch to the Settings view.

Complete the following fields: 

• Save Form Label – This defines the label displayed for the form. (Since forms in a Forms module cannot be named, this label ensures forms are clearly identified, e.g., by details or address.)
  
  
• What Workflows can this form be sent on – Choose the workflows where this form can be used.
  
  
• Form Type – Select from the available form types (see Choose Form Type below).
  
  
• Apply this form to a specific site location – Click the drop-down to define where this form will appear in the site.
  
  
• Allow Save as Draft – Enables users to save a partially completed form for later editing.
  
  
• Prompt to send Email Notification – Provides a prompt to enable or disable email notifications when submitting the form.
  
  
• Enable Filelist for this Form – Allows users to open a filelist in View Mode, where multiple folders and files can be added without requiring a form field element.
  
  
• Allow Sort on Group Elements – Enables drag-and-drop reordering of grouped elements.
  
  
• Allow Export All Grids – Enables the export of grid data.
  
  
  
• Draft Inherit from Self – Drafts inherit data from the current form instance.
  
  
• Enable Grid Scrolling – Adds scrolling functionality within grid fields.
  
  

Choose Form Type

Select one or more form types depending on how the form will be used:

• Project – Defines project information. Admins can link project forms with templates to capture specific project data.

• Document – Defines metadata applied to files on upload. Users select which meta form to use during file upload.

• Task – Captures metadata at the task level to enhance search efficiency.

• Form – Used within workflows. When a workflow action requires a form, the end user must complete the specified form.

• Profile – Captures additional profile information. Note: Only one profile form can be published at a time.

• Survey – Allows users to complete survey forms. Each version is stored per user and can be displayed in list view.

• Annotation – Enables users to capture comments, markups, or feedback directly tied to a file, task, or workflow. Annotations are stored for review, collaboration, and audit purposes.

• Article – Used to create structured content or knowledge-base style documents. Articles can contain metadata and attachments, making them suitable for internal documentation or published resources.

• Event – Defines event-specific forms that can capture details such as event name, date, description, and related metadata—commonly used in campaign/event management.

• Timesheet – Used to track time entries against tasks or projects. Timesheet forms capture working hours, dates, and roles for reporting and approval workflows.

• User Initiation Form – A starting-point form used to initiate new records, workflows, or requests, often employed as an entry form for onboarding, access requests, or workflow triggers.
  

Change Back to View Mode

Once the configuration is complete, return to the Form Builder.

1. Under the Brief Details tab, click Add Group to create a group of form elements. (Click here to learn how to create a new group)
2. Add Element - Elements can be added individually or as part of a group. (Click here to learn how to add elements to the Form Builder.)
3. The admin can save a form as new, save for later use, or save and publish it to the system for all users to see. They can also export or import language data where localization is used in the system.

Using Tabs

• Click Add New Tab.

• Enter a name in the text box to label the tab.

• To delete a tab, select Delete Tab. Note: At least one tab must always remain.

• Use Move Tab Left and Move Tab Right to reorder tabs.

Tab Settings

Toggle the Tab Settings to lock the tab, preventing users from making any changes.

• Choose a Fixed Estimate Template from the drop-down.

Display Settings

Display Settings allow fields within a tab to be shown, hidden, or read-only based on user permissions.

• Permissions can be applied to submitters, editors, admins, groups, or all users.

• Example: A tab can be visible to everyone in Create mode, but hidden in Edit mode and read-only in View mode.

Show Versions

• The Version History section displays previous versions of a form.

• Admins can rollback to a prior version if required.

Preview

• Use the Preview button to view the form as an end user would see it, without saving changes.