Manage forms and templates

The Forms section has five tabs: Forms, Templates, Scheduled, Submissions and Shared. Scheduled and Shared only appear when those features are switched on. The header holds Drafts, Corrections and AI review settings (for people who manage forms), Fill in and New form. Corrections sets how long the office can correct a submitted form: see Giving the office longer in Scheduling and filling in forms. This article covers the first two tabs, which is where you look after the forms themselves. Changing forms needs Manage forms.

The counts at the top

Four figures sit above the tabs:

• Active forms.
• Submissions.
• Awaiting review. Click it to open the Submissions tab filtered to those waiting, and click again to let go.
• Inspection pass rate, with what it is measured on, such as "12 of 14 inspections", or "No scored inspections yet". It only shows green when nothing failed.

The Forms tab

• View: — saved views of this list, with Save current view… and Manage views…. A view keeps the search and the three filters. See Saved views.
• Search forms, then filter by Type (All types, Form or Inspection), Attached to (All records or one kind of record) and Status (Active & retired, Active or Retired). Clear filters resets them.
• The columns are Form (with its type and version, such as "Inspection · v3"), Attached to, Fields, Submissions and Status.
• Click a form to open it in the builder.
• The list ends with a pager: Rows per page 25, 50, 100 or 200, starting at 50. Changing a filter goes back to page 1.

Each row has quick actions:

• Totals, on forms with number, rating or formula fields: sums and averages across every submission.
• Save as template: keep a copy of the form to start others from.
• Delete.

Retire or delete?

Retire a form by opening it, choosing Settings and switching Active off. Workers are no longer offered it, and everything already filed stays exactly where it is. Switch it back on at any time.

Delete asks first: "Delete "{form}" and its submissions? This cannot be undone." It removes the form and every submission made with it. Maliru refuses, and tells you to deactivate the form instead, when the form has:

• confidential submissions ("This form has confidential records. Deactivate it to preserve their evidence protection."),
• asset requests filed through it,
• expense claims filed through it.

Deleting doesn't touch the audit trail, which keeps the record that the form and its submissions existed. When in doubt, retire.

The Templates tab

Search templates lists ready-made forms from your workspace's compliance packs and templates your team saved, marked "Saved by your team" or Custom, with the number of fields.

• Preview shows the template's questions with its badges (form or inspection, what it attaches to, and the pass mark), and Edit opens it in the builder.
• Use opens the template in the builder as a new, unsaved form. Nothing is added to your Forms list until you Save. Closing without saving asks "Discard this form?"
• Delete template, on your team's own templates, removes the template. Forms already made from it are unaffected.

The Briefing attendance register is here too, if you ever need to add it again. See Build and fill an attendance register.

Keeping the library tidy

• Name forms for what the worker is doing, such as "Vehicle walkaround" or "Excavation permit check", because that's what they see on the Capture list.
• Retire old versions rather than keeping near-duplicates active. Workers only see active forms.
• Use Save as template before an experimental change, so you can start again from the known-good version.

See Building forms and inspections for the builder itself.