Form
Step 3: Configure settings and Conditions
After adding the form to a checklist, you can configure how and when it appears using the Form Field Settings and Conditions tabs.
Settings:
Choose the form you created via the Manage View section
Define whether multiple entries are allowed.
Conditions:
Apply visibility logic using form or checklist field data. Example- show form only when “Deviation Type” = Critical.
Note: For complete details on settings and conditions, refer to the tables at the end of the document.
Step 4: Configure Form field Conditions
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.
How Forms work
Step 1: Create a Form template
Navigate to Manage View from the left-hand menu.
Click on Forms.
Select New Form Template.
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:
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
Configure output for printable checklists
Parent/Child
Link related conversations
Subsection
Add collapsible structure within a form
Each form comes with multiple color options (e.g., grey, blue, green, yellow, etc.) to help visually distinguish different form types in the checklist. Choose one default color for the form.
Assign one or more users as form owners. These users will have visibility and configuration access to manage the form structure and settings.
You can create multiple forms, which can be used in a single field of a process
To delete a form, you can hover over it in the Forms table and click the trash bin icon. Note that form deletion is irreversible, which means once removed, the form cannot be restored. However, if a form is already in use inside any checklist, deletion is blocked and an error will appear: “Form already in use cannot be deleted.”This ensures no form associated with active workflows or data is accidentally lost.
Step 2: Add the Form Checklist to your process
Open the Process Builder for the target process.
Under the specific Checklist section where you want to add your form, click + Add Field.
Choose Form, and select the pre-created form template.
You can add multiple forms to a single Form checklist and configure conditions separately for different forms.
Step 3: Configure settings and Conditions
After adding the form to a checklist, you can configure how and when it appears using the Form Field Settings and Conditions tabs.
Settings:
Choose the form you created via the Manage View section. There could be multiple forms existing in your org, make sure to select the right form which you want to use for that particular instance.
Define whether multiple entries are allowed.
Conditions:
Apply visibility logic using form or checklist field data. Example- show form only when “Deviation Type” = Critical.
Note: For complete details on settings and conditions, refer to the tables at the end of the document.
Step 4: Configure Form Conditions
For Form Checklist, you can also configure specific conditions for each checklist that you add in your form.
Go to Form Field Settings.
Under Form Conditions, choose the form for which you want to set specific conditions for. You can also switch between different forms to set specific checklist condition for each of them.
Examples:
Show form only if another field is empty.
Make form mandatory unless hidden.
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
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.
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.
FAQs
Q1. Can I reorder forms on the checklist?
Yes. Forms appear as individual fields within a checklist section. You can drag and drop them to reorder within the section using the checklist editor interface under Manage Process → Checklists.
Q2. How do I view form data on a table?
You can view submitted form entries:
Inside each checklist record (as expandable forms).
In My Inbox → Conversation window.
Q3. Why is there no approval or linked field in the form view?
The Approval field and Linked Field are intentionally excluded from form templates.
This is because:
Forms are meant for tabular or repeated data collection, not process control or status transitions.
Approvals and linked fields are meant to be at the checklist level, not nested within form rows.
Q4. Can I clone a form configuration?
Currently, there is no native clone button for form templates.
If you want to replicate a form:
You must manually recreate it field by field.
Alternatively, contact the Unifize team for assistance with duplicating form structures programmatically (if applicable).
Last updated