Form

Introduction

Forms in Unifize provide a structured way to collect and organize tabular or repetitive data within checklist items. As an admin, you can create reusable form templates and configure their behavior based on checklist logic.

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How forms work

Step 1: Create a Form template

1. Navigate to Manage View from the left-hand menu.

2. Click on Forms.

3. Select New Form Template.

4. Give the form a name and configure its structure by selecting from a predefined set of fields. Only specific Checklist field types are supported in forms:

Field Type	Description
File Upload	Upload and attach images or documents
Rich Text	Add formatted text with bold, lists, and links
Text	Simple input for short or long-form text
Date	Manual entry or date picker
Number	Input numeric values
Picklist	Drop-down values (with optional user addition)
User	Assign responsibility to a Unifize user
PDF	Configure output for printable checklists
Parent/Child	Link related conversations
Subsection	Add collapsible structure within a form

Step 2: Add the Form to a Checklist

1. Open the Process Builder for the target process.

2. Under the specific Checklist section where you want to add your form, click + Add Field.

3. Choose Form, and select the pre-created form template.

4. Save and publish your changes.

Step 3: Configure Form field Conditions

Once added to the checklist:

1. Go to Form Field Settings.

2. Under Form Conditions, set visibility or requirement rules based on other checklist fields.

   • Examples:

     • Show form only if another field is empty.

     • Make form mandatory unless hidden.

3. You can layer multiple conditions using AND logic.

How Forms help you

Forms reduce checklist clutter and encourage standardized data collection. They also Improve readability via collapsible, grouped sections and support multiple entry sets (e.g., multiple uploads with comments). Forms are ideal when you need to capture:

• Multiple entries of the same structure (e.g., repeated issues, line items)

• Tabular datasets with consistent formatting

• Structured form responses like audits or inspection results

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Roles and permissions

Role	Permissions
Admin	Create form templates, add forms to checklists, configure conditions (visibility, mandatory, disable), edit and delete any form entry.
Org Member	View and fill forms in records where they are participants, add multiple entries, edit fields if not restricted, view form data in conversations.
External User	View forms and submitted entries if added to the record as a participant; cannot create, edit, or configure forms.

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Conditions field

Setting	Description	Use case
Show until condition met	Field is visible by default and becomes hidden once the condition is satisfied.	Show containment action until nonconformance is resolved.
Hidden until condition met	Field is hidden by default and only appears when a specific condition is met.	Reveal prototype specifications only if Product Stage = "Prototype".
Mandatory until condition met	Field is required unless a condition becomes true.	Require "Reviewer Notes" unless Document Type is "External".
Disable until condition met	Field remains locked until the defined condition is met.	Lock “Release Comments” until version status is “Final”.
Condition (Field)	Defines the field used to evaluate the logic. Can be from checklist or form data.	Use “Severity” to control follow-up actions.
Qualifier	Logical operator used to evaluate the field (e.g. is empty, equals, contains, etc.).	Trigger logic when “Document Owner” is empty.
Behavior	Controls what happens to the field when the condition is met (e.g. Hide, Show, Lock). If the condition is not met, it simply falls back to the default state.	Lock “Disposition” if status is not “Pending Review”.
Mandatory if not hidden	Ensures the field is only required when it’s visible.	Require “Root Cause” only if it becomes visible based on severity.

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