Form Template Settings and Actions
Everything about a form template except its design is managed from its row in Form Templates: its name and description, the collection it sits in, who owns it, who can reach it, whether the app lists it, and whether it is archived. This guide walks through each action in the row menu.
Before You Start
- Editing, moving, hiding and deleting templates needs the Admin or Form Manager role. Giving access needs Admin or Access Manager. Archiving needs Admin, Archive Manager or Form Manager. See Role Matrix.
- Every action below is in the ⋮ menu on the template's row, or in the menu that opens when you right-click the row.
Steps
Edit Form: name, description, collection and owner
- Select Edit Form. The Form Template Settings panel opens on the right.
- Change the Name, Description, Collection or Owner.
- Select Save. The panel also carries Delete Form Template, the same action as Delete Form in the row menu. The table updates at once, and the app shows the new name at its next sync.
The name here is the template's title in the Dashboard and in the app's form list. The title printed inside the form is the label of the main form element and is changed in the Designer, see 6.1 The Main Form Element.
Move Form
Move Form moves the template to another collection. Pick the destination and confirm. The template's versions and entries move with it, and its Form ID stays the same. Access follows the collections: people who reached the template only through the old collection no longer see it unless they have access to the new collection or direct access to the template itself.
Access
Access opens the Manage access to dialog for this one template: Add Users to give people access, the trash icon to remove a person, Remove All Users to clear the list, then Save. Access shown as Direct was given on the template itself. People with access to the whole collection reach every template in it without a direct entry. The dialog is described step by step in Create Collection.
Get Form Link
Get Form Link copies a direct URL to the template. Paste it into an email, an intranet page or an activity description so people land on the form without searching for it. The link opens the form for people who are logged in and have access; it does not grant either.
Hide In Forms In App
Hide In Forms In App takes the template off the Forms page in the mobile and web app. The template stays in the Dashboard, its published version is still filled in wherever it is attached to an activity, and existing entries are untouched. Use it for forms that should only be reached through activities. Select the action again to show the form on the Forms page.
Archive Form
Archive Form hides the template, all its versions and their entries from normal views in the Dashboard and the app. Nothing is deleted. To see archived templates, open the action menu beside Clear Filters above the table and select Show Archived, or Show Only Archived to list nothing else. Archived items carry an archived tag, and the row menu offers the unarchive action. Versions can be archived one at a time too, see Form Template Versions, and single entries from the entries table, see Entries in a Form Template.
Delete Form
Delete Form removes the template and all its versions after a confirmation. Entries already captured are not deleted; they remain in the data views and in exports. Deleting cannot be undone, so archive instead unless the template was created by mistake.
FAQs
Is a hidden form still available inside activities?
Yes. Hide In Forms In App only removes the template from the app's Forms page. An activity that includes the form still shows it, and people still fill it in there.
Does moving a template change its Form ID?
No. The Form ID follows the template. Only the collection changes, and access with it.
What happens to access when I archive a template?
Nothing. The access list is kept, so unarchiving puts the template back exactly as it was for everyone who had it.
Who can see archived templates?
Users with the Admin or Archive Manager role, by switching on Show Archived. For everyone else an archived template does not exist, in the Dashboard or in the app.
