Form Overview

What is Form Builder?

Form Builder (labeled Sumo Form in the application) is Sumo Ledger’s dynamic form configuration module. It lets administrators design data collection screens, link them to process workflows, and route submissions through a Maker–Checker–Approver lifecycle — all without writing application code.

Think of Form Builder as the interface layer between users and backend processes:

• Administrators create and maintain form definitions in Settings (gear menu → Settings).
• Business and operations users initiate forms, enter data, and move submissions through approval stages from the Form List.

Form Builder integrates with the broader platform in several ways:

1. Process workflows — Each form maps to a Process Slug and Process Stage. When a user saves a form, the linked process stage executes with the submitted data.
2. Report Builder actions — Query report Actions can open a Form Config and pre-fill fields from report row data (for example, Verify Details or Approve Loan).
3. Form Stage — A Form Stage in a process can present a configured form during workflow execution and store submitted values as process variables.

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Form Builder Capabilities

Capability	Description
Dynamic form design	Build forms by adding sections and configuring field types, labels, and validation flags without code.
Process integration	Map forms to a Process Slug and Process Stage, with field-to-parameter mapping (for example, _value_date → fullname).
Maker–Checker–Approver workflow	Assign roles for Maker, Checker, and Approver stages with optional Auto Check and Auto Approve.
Form parameters	Define Input Parameters and Output Parameters that flow between the form and the linked process.
Role-based access	Restrict who can create, check, and approve form submissions by user type or role.
Form preview	Preview the rendered form before publishing using the built-in preview URL.
Form usages tracking	Monitor pending and completed submissions with workflow status badges (MAKE, CHECK, APPROVE).
Import and export	Move form definitions between environments using JSON import/export.
Schedule List	Access scheduled form tasks from the Schedule List tab (alongside Form List).
Process Stage integration	Reference configured forms from the Form Stage inside process workflows.

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Form Builder Screens

Form Builder exposes two main experiences:

Form List (End-User Portal)

The default landing page shows all published forms the current user can access. The page has two tabs:

Tab	Purpose
Form List	Browse available forms, view pending counts, and initiate new submissions.
Schedule List	View and manage scheduled form-related tasks.

Each form row displays:

• Form identifier (slug)
• Form name and description
• Pending count (number of submissions awaiting action)
• + button to initiate a new submission

Clicking a form row (or its pending count) opens the Form Usages page for that form.

Settings (Administrator Console)

Accessible from the gear menu → Settings, the settings page lists all form definitions. From here, administrators can:

• Search and browse all form configurations
• Add New Form
• Import Form (.json) and Export Selected (.json)
• Open the configuration editor for any form via the row-level gear icon

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Workflow Stages

Form submissions follow a three-stage approval model:

Stage	Purpose
MAKE	Initial data entry. The maker creates and submits the form.
CHECK	Verification. A checker reviews the submission and can edit, approve, or reject.
APPROVE	Final authorization. An approver gives final sign-off on the submission.

Each submission carries a status badge (for example, CHECK) visible in the Form Usages table. Role-based permissions control which user types can perform actions at each stage.

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Typical Workflow

┌──────────────────────────────────────────┐
│ Administrator creates form in Settings   │
└──────────────────────────────────────────┘
                    │
                    ▼
┌──────────────────────────────────────────┐
│ Configure process, roles, and sections   │
└──────────────────────────────────────────┘
                    │
                    ▼
┌──────────────────────────────────────────┐
│ Save form definition                     │
└──────────────────────────────────────────┘
                    │
                    ▼
┌──────────────────────────────────────────┐
│ Form appears in Form List                │
└──────────────────────────────────────────┘
                    │
                    ▼
┌──────────────────────────────────────────┐
│ User initiates form and enters data      │
└──────────────────────────────────────────┘
                    │
                    ▼
┌──────────────────────────────────────────┐
│ Submission moves through MAKE → CHECK    │
│ → APPROVE                                │
└──────────────────────────────────────────┘

1. An administrator creates a form in Settings and configures process mapping, roles, and form sections.
2. The saved form appears in the Form List for authorized users.
3. A user clicks + Initiate Form, fills in the fields, and clicks Save.
4. The submission appears in Form Usages under the Pending tab.
5. Checkers and approvers review the submission using Edit, Approve, or Reject.
6. Process workflows can also invoke the same form through a Form Stage.

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