For Admins and Managers: Use this article to view and manage form registers, including available, active, and archived forms.
Staff members should use the relevant form article to complete and submit forms assigned to them.
Important: Changes to register availability, access, or archived status may affect who can find and submit forms.
Step 1: Open Registers
From the left navigation menu, click Registers.
This opens the Register Templates page.
The page shows all register forms you can access, including forms used to capture incidents, audits, daily notes, and other structured information.
Step 2: View active or archived registers
Use the tabs at the top of the list to switch between:
Active: Forms currently available for use
Archived: Forms that have been archived and are no longer active
By default, the page opens on Active registers.
Step 3: Search and filter registers
Use the Filter registers search field to find a form by name or keyword.
This is useful when your workspace has many register templates.
Use Filters
Click Filters to narrow the register list further.
Use this when you need to find specific forms based on available filter options.
Step 4: Review register details
Each row in the register table shows key details about a form.
The table may include:
Form: The register form name and form ID
Author: The staff member who created or owns the form
Category: The assigned category, if one is used
Submissions: The number of submitted entries
Incomplete: Whether incomplete entries exist
Status: Whether the form is active
Roles: Whether the form is public or restricted by role
Action menu: More options for managing the form
Step 5: Create a form from a register
Click Create Form to build a new register template.
This opens the form builder or template editor, where you can add form details, sections, and fields.
Only users with the correct permissions can create new forms.
Only create a new form if you are authorised to manage forms and registers. Changes to the form will affect future submissions, but existing submitted forms are not automatically updated.
Step 6: Manage form actions
Click the three-dot menu on the right side of a form row to view available actions.
Available options may include:
The options you see depend on your role permissions.
Depending on your permissions, available actions may include:
Assign Roles to control who can access the form
Edit template to update the form structure and fields
Archive or restore the form, where available
Review access and availability carefully before saving changes, as this can affect which staff members can find and submit the form.
Step 7: Check pagination
If there are more forms than can fit on one page, use the pagination controls at the bottom of the table.
You may see:
Previous
Page number
Next
The page also shows how many results are currently displayed.
Important Notes
Registers are used to capture structured information such as incidents, audits, daily notes, and custom records.
The Active tab shows forms that are currently available.
The Archived tab shows forms that have been archived.
The Submissions column shows how many entries have been submitted for a form.
The Incomplete column helps identify whether incomplete form entries exist.
The Roles column shows whether a form is public or controlled by role access.
Only users with the correct permissions can create forms, edit templates, or assign roles.
Active registers and forms can be available for staff to access, depending on assigned roles and organisation settings.
Archived registers and forms are no longer available for new submissions, but previous submissions remain available for authorised users.
Troubleshooting
If you cannot see Registers:
Check that your account has access to the Registers section.
Ask an administrator to review your permissions.
If no registers appear:
Check whether you are viewing the Active or Archived tab.
Clear the search field or filters.
Ask an administrator to confirm that you have access to register templates.
If you cannot find a specific form:
Search by the form name.
Search by part of the form ID, if known.
Check the Archived tab.
Clear any active filters.
If you cannot see Create Form:
Your role may not allow form creation.
Ask an administrator to update your permissions.
If you cannot edit a template or assign roles:
Click the three-dot menu beside the correct form.
Confirm that your role allows template editing or role assignment.
Ask an administrator to check your access.
A staff member cannot see a form
Check that:
The form is Active
The relevant register is not archived
The staff member has the required role or form access
The form has been assigned to the correct role, site, or workflow
If the form is still not visible, review the form’s access settings or contact an administrator.