Create/Edit Custom Forms

Use the Register Templates page to create structured forms for incidents, audits, Shift Notes, daily records and other information your organisation needs to capture.

The Template Editor allows authorised users to:

You need permission to:

Before editing an existing form, confirm whether it already contains submissions.

The register list may include:

A form may display a version identifier beside its name, such as:

A new form may initially display:

Complete the form information at the top of the Template Editor.

Enter a clear name that explains what the form records.

Examples include:

Enter an identifier for the form version.

For example:

v2.1

Use a version naming system that is consistent with your organisation’s existing forms.

Enter a short explanation of when or why the form should be completed.

The description may appear on the Registers page and when users open the form.

The Shift Notes Prompt setting controls whether staff are prompted to complete the form while recording Shift Notes.

When enabled, staff may be prompted to complete the form as part of the Shift Notes workflow.

When disabled, the form remains available through its normal register or participant workflows.

The field library appears on the right side of the Template Editor.

Available field types may include:

The available fields may depend on the current editor version and your permissions.

An empty section may display:

Drag fields here to get started

The selected field is highlighted in the editor while its settings appear on the right.

The settings available depend on the selected field type.

Common settings may include:

Enter the name users see when completing the form.

Enter a shorter name when the full label is too long for the register table.

The Short Identifier may be used as the column heading when the field appears in the register submission table.

Add supporting instructions to help users understand what information to enter.

Enter example or instructional text that appears inside the field before a value is entered.

Enter a value that should appear automatically when a user opens the form, where supported.

Validation rules control what users must enter before a form can be completed.

The available validation rules depend on the field type.

For a Text Area, available rules may include:

Use Minimum Length when the response must contain a minimum number of characters.

Use Maximum Length when the response must remain within a character limit.

Review validation carefully so users are not blocked by unnecessary requirements.

Use a Select field when users should choose one option from an available list.

To add a Select field:

The Select field allows one value to be assigned when the form is completed.

Use a MultiSelect field when users may need to choose more than one option.

Depending on the editor, MultiSelect may appear as:

To configure a MultiSelect field:

Users completing the form may then assign several available values.

Version 8.0.0 allows Select and MultiSelect options to be managed directly from the field settings.

You may be able to:

To add an option:

To edit an option:

To remove an option:

Select and MultiSelect fields may include a manage-only mode.

Manage-only mode allows an authorised user to manage the available options without assigning field values.

This separates two types of access:

A user may be allowed to:

A user may be allowed to select one or more of those options while completing or editing a submission.

A user with manage-only access can maintain the option list but cannot assign a value to the field.

Forms can be divided into sections to organise related fields.

To add a section:

A section row may show:

Use sections to group related information, such as:

Use the drag handles to change the order of sections or fields.

To reorder a section:

To reorder a field:

Check the complete form after moving fields to ensure the workflow remains logical.

To remove a field from the current form version:

Select Preview to check how the form will appear to users.

During the preview, confirm:

Return to the Template Editor to correct any issues.

Preview the complete form before making it available to users.

The Template Editor displays the current save status near the bottom-right corner.

Wait until the status shows:

Saved

Do not close the editor while changes are still being saved.

The control beside Saved may provide additional version or availability actions.

Confirm that all recent changes have been saved before leaving the page.

Use Create new version when an existing form needs to be updated.

To create a new version:

Use Assign Roles to control which roles can access the selected template.

To assign roles:

Available roles may include:

The window allows up to ten roles to be assigned.

After saving the form or version, return to the Registers page.

Confirm:

A form may show:

Confirm that the correct users can access the form before it is used operationally.

Depending on the current editor, MultiSelect may be configured through a Select field rather than appearing as a separate field tile.

The field may be using manage-only mode.

Manage-only access allows you to maintain the available option list but does not allow you to assign values in a submission.

Ask an administrator to review your assignment permissions if you also need to select field values.

Remember that assigning roles replaces the form’s existing role assignment.

Older submissions retain the template version used when they were created.

Removing a field from a new version does not remove it from submissions created with an earlier version.