Form

Introduction

Form fields in Unifize let you capture multiple sets of structured data within a checklist item—such as photos with descriptions, inspection logs, or follow-up actions. As an org member, you’ll interact with forms when completing records or reviewing information shared by others. This guide explains how to use form fields, how they work behind the scenes, and how they help you stay organized and compliant.

How Form fields work

Forms behave like mini checklists embedded within a checklist field. You can:

• Add multiple entries in the same form structure.

• Attach files, write notes, pick dates, or assign users.

• See only the form fields relevant to your role or stage of the process, based on rules set by the admin.

Each entry you add is recorded and shown in the conversation view after submission, giving your team traceability and accountability.

Technical worfklow

Step 1: Identify Form field in your checklist

When working on a checklist, form fields will appear as collapsible sections (e.g., Fill Form, Upload Log, etc.).

• You’ll see the form name and its components like upload, text, date, etc.

• If no entries are added yet, you’ll see options like + Attach File or + Add Rich Text.

Step 2: Add a new Form entry

1. Click on the collapsed form section to expand it.

2. Fill in the form fields based on what's required.

   • Fields may be conditionally shown, mandatory, or disabled depending on your record’s context.

1. Click Add Fill Form if you need to enter another instance.

Example: In a product inspection checklist, you may need to upload three inspection images and describe them individually using three form entries.

Step 3: Submit and review

• Once submitted, each form entry appears inside the My Inbox conversation view.

• You and your team can see who added what, and when.

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How It helps 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.

Note: You cannot create or configure form templates, but you can fully interact with them when assigned.

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