Forms

The Form Builder lets administrators design custom forms, share them with customers through a secure fill link, and review the responses. Typical uses include onboarding questionnaires, consent forms with digital signatures, and information updates.

The Form Builder

Administrators manage forms from the Forms page, found in the Administration section of the main navigation menu. The page shows a card for each form with:

• The form name and description
• An Active or Inactive badge
• The number of submissions received and the creation date
• Actions to Edit the form, view its Submissions, get the shareable Form URL, or delete the form

Creating a Form

1. Click Create Form on the Forms page.
2. Enter a Form Name and an optional Description. The description is shown to the person filling in the form.
3. Leave Active (allow submissions) ticked to make the form available straight away, or untick it to keep the form hidden until it is ready.
4. Drag field types from the Field Types panel on the left onto the Form Canvas in the centre.
5. Click a field on the canvas to edit its properties in the right-hand panel, then click Update Field.
6. Drag fields up or down on the canvas to reorder them.
7. Click Save Form. A form name is required before saving.

Field Types

Field type	Purpose
Text Input	Single-line free text
Email	Email address
Phone	Phone number
Text Area	Multi-line text
Number	Numeric input
Date	Date picker
Dropdown	Select a single option from a list
Checkbox	Select multiple options
Radio Buttons	Select one option from a visible list
File Upload	Choose a file
Digital Signature	Signature pad — sign with a mouse or finger

Field Properties

Each field supports the following settings:

• Field Label — the question or prompt shown above the field
• Placeholder — hint text shown inside the field before it is filled in
• Required field — the form cannot be submitted until this field has a value
• Options — for Dropdown, Checkbox, and Radio Button fields, enter one option per line

Required fields are marked with a red asterisk on the fill page and are validated again on the server when the form is submitted, so a submission cannot be saved with missing required answers.

Editing and Deleting Forms

Click Edit on a form card to reopen the designer with the existing fields loaded. Changes apply to everyone who fills the form in afterwards; submissions already received are not affected.

Clicking the delete (bin) icon asks for confirmation before removing the form. Deleting a form keeps its existing submissions on record, but the form can no longer be filled in.

Sharing a Form Link

Every active form can be filled in through a public link — the recipient does not need a SurelyCrm account:

1. Click the link icon on the form card.
2. Copy the URL shown in the Form URL dialogue.
3. Send it to the customer by email or SMS, or include it in your communication templates.

The link contains a unique tracking token, for example /forms/fill/...?token=abc123. The token is stored against the submission so you can trace where each response came from. Each time you open the dialogue a fresh token is generated.

When a link is shared without a customer reference, the response is recorded as an Anonymous submission.

Assigning a Form to a Customer

To request a specific customer to complete a form:

1. Open the customer's profile and go to the Forms tab.
2. Click Assign Form.
3. Select one of the active forms from the list.
4. Optionally set an Expiration Date — leave it blank for no expiry.
5. Click Assign Form.

The assignment appears on the customer's Forms tab with a status badge:

• Pending — awaiting completion
• Expired — the expiration date has passed and the customer can no longer complete it from their portal
• Completed — the customer has submitted the form, with the completion date shown

For pending assignments, use the link button on the assignment to copy a form link that is tied to that customer. Submissions made through that link are recorded against the customer record and automatically mark the assignment as completed.

Forms in the Customer Portal

Customers see their forms in the Forms tab of the customer portal. A badge on the tab shows how many assigned forms are still outstanding.

The tab is split into two sections:

• Assigned Forms — pending forms, ordered by expiry date, each with a Complete Form button that opens the fill page. Expired assignments are flagged and can no longer be completed.
• Completed Forms — forms the customer has already submitted, with the completion date and time.

If no forms have been assigned or submitted, the tab shows a friendly empty state.

Filling In a Form

The fill page opens in any browser, on desktop or mobile, without a sign-in. It shows the form name and description followed by the fields you designed:

• Required fields are marked with a red asterisk. Missing answers are highlighted and listed when the customer tries to submit.
• Digital Signature fields provide a signature pad with a Clear button to start again.
• After a successful submission the customer sees a Thank You! confirmation.

Reviewing Submissions

To see every response for a form, click Submissions on its card on the Forms page. The list shows, for each submission:

• The customer's name, or Anonymous for untracked public submissions
• The date and time the form was submitted
• The start of the tracking token from the fill link

Click View to open the full submission. The detail page shows the customer, the submission timestamp, the full tracking token, and every answer. Checkbox answers appear as lists and digital signatures are displayed as images.

Submissions linked to a customer also appear on that customer's profile under the Forms tab, alongside their assignments, so you can see everything requested from and returned by a customer in one place.