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Managing Forms

This guide covers administrator tasks in Settings: browsing form definitions, creating new forms, importing and exporting configurations, and opening the editor for an existing form.

Opening the Form Management Console​

  1. Open the Form Builder portal.
  2. Click the gear icon in the top-right corner of the header.
  3. Select Settings from the dropdown menu.
  4. The form settings page opens at /settings.

The settings page lists every form definition in the environment. Each row shows:

ColumnDescription
CheckboxSelects the form for bulk export
Form identifierUnique slug (for example, initiate_las, chq_1001, sumo-user-guide)
Name and descriptionDisplay title and optional subtitle
Gear iconOpens the configuration editor for that form

Searching and Selecting Forms​

  1. Click the Search bar at the top of the page.
  2. Enter part of a form name, identifier, or description.
  3. The list filters to matching entries.

Select All​

  1. Click Select All to check every visible form row.
  2. Click Export Selected (.json) to export the selected definitions (see below).

Adding a New Form​

  1. On the settings page, click Add New Form.
  2. The Add New Form dialog opens.
  3. Fill in the required fields:
FieldDescription
Form IdentifierUnique slug for the form (for example, sumo-user-guide). Must follow slug naming rules (lowercase, no spaces).
Form NameDisplay name shown to users (for example, sumo-user-guide).
Form DescriptionOptional summary of the form's purpose.
  1. Click Add.
  2. A success notification confirms creation (for example, New Form Config Added).
  3. The system navigates to the Add Section editor for the new form.

After creating a form, continue with Configuring Forms to set process mapping and roles, then Building Form Sections to define fields.

Editing an Existing Form​

  1. On the settings page, locate the form you want to change.

  2. Click the gear icon on the right side of the form row.

  3. The configuration editor opens with the form's current settings:

    • General information (identifier, name, description, flags)
    • Process mapping (Process Slug, Process Stage, field mappings)
    • Maker / Checker / Approver roles
    • Form sections and field definitions
    • Input and output parameters

  4. Make your changes and click Save on each configuration block to persist updates.

Exporting Form Definitions​

Use export to back up form configurations or move them to another environment.

  1. On the settings page, select one or more forms using the row checkboxes.
  2. Click Export Selected (.json).
  3. The browser downloads a JSON file containing the selected form definitions.

Note: The Export Selected (.json) button remains disabled until at least one form is selected.

Importing Form Definitions​

  1. On the settings page, click Import Form (.json).
  2. Select a valid form JSON file from your local machine.
  3. Confirm the import when prompted.
  4. Imported forms appear in the settings list and become available in the Form List for authorized users.

After Saving a Form​

Once a form is fully configured and saved:

  1. It appears in the settings list with the configured identifier and name.
  2. Authorized users see it in the Form List.
  3. Process designers can reference it from a Form Stage using Select Form.
  4. Report Builder actions can reference it as a Form Config.
  5. End users can initiate submissions following the steps in Using Forms.

Important Notes​

  • Form Identifier values must be valid slugs. Invalid names trigger a validation error (for example, Field validation for 'Name' failed on the 'slug' tag).
  • Each configuration block (general, process, roles, sections) has its own Save button — save each block after making changes.
  • Test the form using the preview URL or by initiating a submission from the Form List before sharing with end users.