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.
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 — push client answers straight into Hudu asset layouts or IT Glue flexible asset types
- Allow repeat entries — let clients submit multiple records (e.g. one entry per location or per admin account)
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.Set form details
In Form Settings, set:
- Name — the form’s display name
- Status — Draft while you build, Active when ready to use
- Repeat Entries — toggle on (+ One More) to let clients submit multiple entries, or off (Single) for one
- Description — optional context
Add fields
Click Add Field for each piece of information you want to collect. Configure each field, then click Save.
Field Types
Each field has a Type that controls how clients answer it:| Type | Use for |
|---|---|
| Short Text | Names, short identifiers |
| Long Text | Notes, descriptions |
| Single Select | One choice from a list |
| Multi Select | Multiple choices from a list |
| Yes / No | Boolean answers |
| Date | Dates |
| Email addresses | |
| Phone | Phone numbers |
| Number | Numeric values |
| URL | Web links |
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
- Key (under Advanced) — an internal identifier used to store the answer; clients never see it. The key is derived from the label automatically.
Mapping Fields to Hudu or IT Glue
Mapping lets a field’s answers populate your documentation platform. Each field has a Field Mappings subsection.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.
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.
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.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
- A Saved badge confirms the submission
- If the form allows repeat entries, submitted entries appear as chips (Entry 1, Entry 2, …) and a One More button lets clients add another
Permissions
| Permission | Capability |
|---|---|
read_settings_onboarding | View forms |
write_settings_onboarding | Create, edit, and map forms |
Related Resources
Onboarding Templates
Attach forms to tasks in your templates
Client Portal
How forms appear to your clients