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Audience: MSP staff managing onboarding configuration. Clients completing assigned forms should use Complete onboarding tasks and forms.

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Before you begin

You need onboarding read access to view this area and onboarding write access with active billing to save changes. Company scope and enabled features affect the available data. External documentation actions also require the corresponding provider connection and permissions. Onboarding Forms are reusable, structured data-collection definitions you build once and attach to onboarding tasks. Unlike a free-text task, a form has typed fields (text, select, date, email, and more) so the answers you collect are clean and consistent. You can also map form fields to your documentation platform for use when reviewing and creating or updating assets in Hudu or IT Glue. Saving a form response and writing an external asset are separate outcomes.
Forms are the structured successor to linking a Survey on a task. When a form task has a form attached, clients fill out the form; if no form is attached, the task falls back to the older inline survey experience.

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Why Use Forms

  • Collect structured data — typed fields instead of free text, so answers are consistent across clients
  • Reuse across portals — build a form once and attach it to any template’s tasks
  • Map to documentation — prepare answers for reviewed Hudu asset or IT Glue flexible-asset creation
  • Allow repeat entries — let clients submit multiple records (e.g. one entry per location or per admin account)

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Building a Form

Forms are managed in Settings > Onboarding > Forms, a workspace with a list of forms on the left and the selected form’s details on the right.
1

Open the Forms tab

Go to Settings > Onboarding and click the Forms tab.
2

Create a form

Click New Form. A draft form named “New Form” is immediately saved and selected; closing the workspace does not undo its creation.
3

Set form details

In Form Settings, set:
  • Name — the form’s display name
  • Repeat Entries — toggle on (+ One More) to let clients submit multiple entries, or off (Single) for one
  • Description — optional context
4

Add fields

Click Add Field for each piece of information you want to collect. Adding a field saves a new default field immediately. Edit its label, type, required setting, and other details, then use the form header Save to persist your edits.
5

Save the form

Click the header Save to save form details, field edits, field ordering, and mapping edits. Resolve incomplete-row warnings or errors, then use Activate when the form is ready. Activation changes status separately; save edits before using it.

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Save behavior and lifecycle

Save before adding or deleting rows, changing status, or switching forms: those actions can reload the stored form. Save is not an all-or-nothing transaction. If it reports an error, inspect the reloaded fields and mappings to see what persisted, then correct the remaining work. Do not assume a failed save restored the previous form. Use the archive visibility control to find archived forms. Restore returns a form to Draft; review and activate it separately. Archiving a definition is not deletion of submitted client entries. Check existing portal tasks before changing a shared definition.

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Field Types

Each field has a Type that controls how clients answer it: Location, Device, and Contact choices come from company data. Do not enter their options manually. If a picker is empty, check the company and available records.

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Field Settings

Each field supports:
  • Label — what the client sees
  • Required — whether an answer is mandatory
  • Placeholder — example text inside the input
  • Help Text — guidance shown under the field
  • Options — for select fields, one option per line or comma-separated Field keys are generated from labels. Give fields clear, distinct labels, and check existing submissions before changing the structure of a shared form.
Write labels and help text from the client’s perspective. “Microsoft 365 admin email” is clearer than “M365 UPN”.

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Mapping Fields to Hudu or IT Glue

Mapping lets a field’s answers populate your documentation platform. Each field has a Field Mappings subsection.
1

Add a mapping

Under a field, click Hudu or IT Glue to create a mapping. This saves a default mapping immediately; review the chosen target before using it.
2

Choose the target

Select the Asset layout (Hudu) or Flexible asset type (IT Glue), then pick the Field Name to map to. These options come from your synced documentation data — you pick from dropdowns, never type IDs.
3

Save

Click the form header Save after editing the mapping. Complete both the asset format and target field; an incomplete mapping can be skipped with a warning.
Mapping requires synced documentation data. If you haven’t run a Hudu or IT Glue sync yet, you’ll see a prompt to run the documentation integration sync first, then return to map fields.

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Create a form from an asset format

Use From asset to choose a synced Hudu asset layout or IT Glue flexible asset type. Review the field count and any unsupported-field warning, then click Create form. This creates a draft form with supported fields, provider mappings, and an asset-name field. Review required settings and omitted fields before activation. It creates a form definition, not an external asset or a copy of every provider record. If you use the workspace’s AI authoring assistant, review the generated forms before applying them. Applying creates saved forms; it is not merely a preview. Check the list after a partial failure before repeating the application.

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Review a submitted entry before creating an asset

On the portal Tasks tab, open a form task and the relevant saved entry. Use Create asset (or the existing-asset management action) when offered. Review the provider, mapped asset format, asset name, and field values, then choose Create in Hudu or Create in IT Glue. An already created asset offers the corresponding Update in … action. Edits in this review dialog change what is sent to the provider; they do not rewrite the saved client form entry. Read the result and any unresolved-field warning. A Saved form badge is not proof that an external asset exists or was updated. If the target is missing, check the active integration, company mapping, and synced asset schema. Resyncing the provider and correcting a stale mapping may be necessary. Avoid repeatedly creating assets after an ambiguous result; first check whether the prior action succeeded.

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Attaching a Form to a Task

Forms attach to tasks in the template builder. When editing a task with the Form evidence type, select the form to attach. You can also override whether that specific task allows multiple entries. See Onboarding Templates for task configuration details.

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What the Client Sees

When a client opens a form task in their portal, the form renders inline with all its fields laid out by type — dropdowns for selects, toggles for Yes/No, date pickers, and so on. Required fields are marked.
  • Clients fill out the fields and click Save Form
  • Wait for the save result; a previously displayed Saved badge can remain while the client edits, so changed values need another Save Form
  • If the form allows repeat entries, submitted entries appear as chips (Entry 1, Entry 2, …) and a One More button lets clients add another

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Permissions

Onboarding Templates

Attach forms to tasks in your templates

Client Portal

How forms appear to your clients

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Frequently asked questions

No. New Form immediately creates and selects a saved draft. Archive it if you created it by mistake and no longer need it.
Use the form header Save for form details, field edits, ordering, and mapping edits. Adding or deleting a field or mapping is a separate immediate change.
Save edits first. Activate changes status separately and reloads the stored form; it is not a substitute for Save.
The valid work may have saved while incomplete fields or mappings were skipped. Review the reloaded form, complete the missing labels or mapping targets, and save again.
A saved response alone does not prove that. Review the entry through Create asset or Manage assets, select the provider action, and verify its result. Configured automation is a separate path.
It creates a draft form from the synced asset format, with supported fields and mappings. It does not import every external record or create an external asset.
These fields load company records. Check the portal company, available records, and access; manually authored select options do not supply these pickers.
No. Restore returns it to Draft. Review the form and use Activate separately when ready.
No. Those edits affect the provider payload. The submitted form entry remains unchanged.