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Prepare a form

Use this journey to create the form an access link points to: the questions the recipient answers and the documents they must send.

Before you start​

  • You are signed in with the administrator or technical team profile, and Forms › My Forms appears in the Portal menu. If it does not, see Profiles.
  • If the documents must be reviewed, the workflow that reviews them exists in Workflow. You choose it in step 9.

Steps​

Create the form with the wizard​

  1. In the Portal menu, open Forms › My Forms. The My Forms page lists every form of your company.
  2. Select New Form. The wizard opens with five steps: Name, Description, Fields, Documents, Layout.
  3. Name — type a clear name in Form Name (up to 50 characters), for example Supplier onboarding. Select Next.
  4. Description — Portal proposes a description written by AI from the name (Generating description...). Edit it as needed and select Next.
  5. Fields — Portal proposes the form's sections and fields as text (Suggested Sections & Fields). Edit the text to add, rename or remove fields, then select Next.
  6. Documents — Portal proposes the documents to request (Required Documents). Rename an item by editing it, remove it with its remove button, or select Add document. Select Next.
  7. Layout — choose Single Page or Multiple Steps, then select Create Form. The button shows Creating... while Portal generates the form. The form editor opens on the new form.

Adjust the form in the editor​

  1. In the editor, the visual builder in the centre shows the form. Drag fields from the builder's palette to add them, select a field to change its label, type and validation, and remove fields you do not need.

  2. In the details panel on the side:

    • Name * and Description — the form's name and description.
    • Workflow — choose the workflow that receives what the recipient submits, or None. Documents collected via this form are forwarded to this workflow after submission.
    • Available in the mobile app — when ticked, the form appears in your company's mobile app catalogue. New forms start ticked.

  3. Under Document Requests, check the documents the wizard created. Select + Add to add one, or the edit button on a row to change it. In the Add Document Request dialog:

    • Title * — what the recipient sees, for example Identity document (up to 50 characters).
    • Description * — a short instruction shown under the title.
    • Types Allowed * — the kinds of document accepted for this request.
    • For Each * — the name of a form field whose answers repeat the request: one document per value. Leave it empty to ask once.
    • Validation — optional validation rule.
    • Optional — tick it if the recipient may skip this document.

    Select Create (or Update). Document requests are saved as soon as you select Create or Update — they do not wait for Save Changes.

  4. Select Save Changes. The message Changes saved! confirms that the name, description, workflow, mobile setting and form design were saved.

Try the form​

  1. In the Portal menu, open Forms › Preview. The Test forms page shows one card per form.
  2. Select the card of your form. Fill in the form as a recipient would and confirm it. The Checklist tab then lists one card per document request; use Open Camera or Upload File on each and check the result. The JSON tab shows the answers as data.
  3. Select Back to Tests when you are done.

Expected result​

  • The form is listed in My Forms with its thumbnail, name and description.
  • It can be chosen in the Form list when you send an access link.

How to confirm it worked​

  • Open the form again from My Forms (edit button on its row): the editor shows your fields, the chosen Workflow and every Document Request.
  • In Preview, the Checklist tab shows the document requests you expect for the answers you gave.

Change or delete a form later​

  • Edit — select the edit button (Edit Metadata) on the form's row in My Forms to open the editor, then Save Changes. Links already sent show the changed form the next time they are opened, unless your company keeps a fixed copy for new links (see Journey languages in the Portal screens).
  • Bind to a workflow — the Workflow button on the row opens a short dialog with the same Workflow choice; select Save Changes.
  • Delete — the delete button on the row asks Are you sure you want to delete this form? This action cannot be undone. To delete several, tick their boxes and use Delete in the selection bar.
  • Export CSV exports the list of forms.

If something goes wrong​

What you seeWhat it meansWhat to do
Error calling AI. Make sure prompt.form_description is configured… (or prompt.suggestion_fields, prompt.request_documents)The AI suggestion for this step is not configured for your companySelect Retry. If it persists, ask your company's technical team; you can also type the content yourself.
Failed to generate form. Please try again. on the Layout stepThe form could not be generated from the suggestionsSelect Retry, or go Back and simplify the Fields text.
Name must be 50 characters or less.The name is too longShorten it and select Save Changes again.
Failed to save changes.The form was not savedTry again. If it persists, check that your profile allows managing forms.
The Add Document Request dialog stays open after CreateThe request was not savedCheck that every field marked * is filled in, then select Create again.
This form has no content correctly saved. in PreviewThe form has no saved designOpen it in the editor and select Save Changes.

Last reviewed 2026-10-09 · Version 0.1.0 · Owner: product-documentation