Form Template Overview

Form Templates let you design, organize, and manage the reusable forms used across Zegeba Apps and the web. Use Collections to group templates by team or purpose, and Versions to control what end users see. This guide covers the Form Templates area, collections, table filters, template actions, versions, and entry exports.

Open Form Templates

Go to Templates in the sidebar → Form Templates.

Explore Collections (left panel)

• Collections contain related form templates.
• Each collection can have an Owner (for reference) and a Description to help users find the right forms faster.
• Hover the info (i) icon to see Created by, Created date/time, and Last updated.
• Create a collection: Click New Collection at the bottom of the left panel.
• Collection actions: Click the ⋮ menu (or right-click) on a collection:
  • New Form Template – add a new template to this collection.
  • Export Collection – export all templates in the collection.
  • Import Forms – import one or more forms into the collection.
  • Edit Collection – change Name, Description, Owner.
  • Access – manage who can access the collection.
  • Archive Collection – hide it from normal views.
  • Delete Collection – removes the collection and all templates it contains. Use with caution.

Use the Form Templates table (right)

• All Form Templates shows every template. Selecting a collection filters the table to that collection.
• Filters: State, Creator, Owner, and Created Date. Use Clear Filters to reset. The action menu beside it includes Show Archived / Show Only Archived for archived templates.
• Search: Use the search bar (top) to find templates by title or other visible columns.
• Create template: Click New Form (top-right).
• Default columns:
  • Actions (⋮ / right-click row)
  • Form ID
  • State and Live version (e.g., v3)
  • Title
  • Description
  • Collection
  • Versions (how many)
  • Entries
  • Created by
  • Created (date/time)
  • Last edit (date/time)
  • Last published (date/time)

Form Template row actions

Open via ⋮ or by right-clicking a row:

• Export Form
• Move Form – move the template to another collection.
• Edit Form – edit Name, Description, Collection, Owner.
• Access – manage who can access the template.
• Get Form Link – copy a direct URL for the template.
• Hide In Forms In App – hide this template from the Forms page in the mobile/web app.
• Archive Form – archive the template.
• Delete Form – deletes the template (entries are not deleted). Use with caution.

Open a Form Template

Click a row to open the template. The left panel shows All Entries (entries across versions) and a Versions list. Each version shows publication state, number of entries, and an i icon for created/updated/by whom.

• Create a new version: Click New Version (bottom of versions list). This duplicates the latest version.
• Version actions (⋮ / right-click): Duplicate Version, Export Version, Archive Version (toggle Show Archived to see), Delete Version (caution).

Review entries for a version

The table on the right lists entries for the selected version.

• Per-row actions: View, Edit, Archive, Delete.
• Quick filters: filter by State, Creator, Context (type), Activity (template), and Created Date.
• Clear filters (button). The adjacent action menu includes Export Data and Export Data and Media. This export is the full SQL export of entries; large media exports may require support assistance.

Capture / Design / Publish

Use Capture, Design, and Published / Unpublish buttons (top-right) to capture test entries, open the Designer, and control publication state for the current version.

FAQs

How is “Archive Collection” different from “Delete Collection”?
Archive hides the collection and its templates from normal views; Delete permanently removes the collection and all contained templates. Use Delete with caution.

What happens to entries if I delete a template?
Template deletion does not delete existing entries; they remain in data views and exports.

Can I move a template between collections?
Yes. Use Move Form from the row actions, then select a target collection.

Where can I see who created or last updated a collection or version?
Hover the i icon on a collection card or version to see Created by, Created, and Last updated details.

What’s the difference between Export Collection and Export Data?
Export Collection exports the templates themselves. Export Data (on a template’s entries table) exports the entries, with an option to include media.

How do I hide a template from the app without deleting it?
Use Hide In Forms In App on the template actions. You can unhide later.

How do I see archived versions or templates?
Turn on Show Archived (or Show Only Archived) from the action menu near Clear Filters; for versions, enable the archived view in the versions list.

Article ID: 293