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Onboarding Forms are reusable data-collection forms with typed fields, such as text, select, date, and email. You build a form once and attach it to onboarding tasks, so the answers you collect are clean and consistent. You can also map fields to Hudu or IT Glue so you can create or update documentation assets from the answers. This guide is for MSP staff. Clients who fill in a form should read Complete onboarding tasks and forms.
These steps use the unified Projects experience, where forms are under Settings > Projects > Templates > Forms. If your organization still uses the earlier experience, open Settings > Client Onboarding > Forms.
Forms replace linking a survey to a task. When a form task has a form attached, clients fill in the form. If no form is attached, the task falls back to the older inline survey.

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Before you start

  • You need onboarding read access to view forms and onboarding write access (write_settings_onboarding) to create, edit, and map them. Saving needs an active subscription.
  • To map fields or create a form from an asset, a Hudu or IT Glue integration must be connected and synced.
  • Creating assets from client answers also needs the company mapped to the Hudu or IT Glue company under Settings > Integrations > Companies.

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Build a form

The Forms workspace lists your forms on the left and the selected form’s details on the right.
1

Open the Forms section

Go to Settings > Projects > Templates > Forms.
2

Create the form

Select New Form. A draft named “New Form” is saved and selected right away. Closing the page does not undo it.
3

Set the form details

In Form Settings, set the Name and an optional Description. For Repeat Entries, choose + One More to let clients submit several entries, or Single for one.
4

Add fields

Select Add Field for each piece of information you want. Each click saves a new default field. Edit its label, type, and other settings.
5

Save

Select Save at the top of the form. It saves the form details, field edits, field order, and mapping edits. If it reports incomplete rows, complete them and save again.
6

Activate

Select Activate when the form is ready to attach to tasks. Save your edits first, because activation changes the status and reloads the stored form.

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What saves and when

Save before you add or delete a row, change status, or switch forms, because those actions can reload the stored form. Save is not all-or-nothing. If it reports an error, check the reloaded fields and mappings to see what was kept, then fix the rest. To find archived forms, use Show archived. Restore returns a form to Draft, and you activate it again yourself. Archiving does not delete submitted entries. Check existing portal tasks before you change a form that is already in use.

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Field types

Each field has a Type that decides how clients answer it. Location, Devices, and Contact choices load from company data. You do not type their options. If a picker is empty, check the company and its records.

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Field settings

Each field has these settings.
  • Label is what the client sees.
  • Required makes an answer mandatory.
  • Placeholder is example text in the input.
  • Help Text is guidance under the field.
  • Options are for select fields. Enter one option per line. Commas stay inside the option.
A Content Block field has its own settings instead.
  • Heading (optional) shows above the block. Leave it blank for no heading.
  • Content is written in a rich-text editor with bold, italics, colors, alignment, lists, and links. The client sees formatted, read-only text.
  • Require Acknowledgment adds a checkbox under the block. The client must tick it before the form can be saved.
  • Acknowledgment Text is the checkbox label. It shows only when acknowledgment is required. Leave it blank to use “I have read and agree”.
A content block stores no answer unless acknowledgment is required, and it cannot be mapped to Hudu or IT Glue. Switching an existing field to a content block removes its mappings. Field keys are made from labels. Give fields clear, different labels, and check existing submissions before you change the structure of a form that is in use.
Write labels and help text from the client’s point of view. “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 fill a documentation asset. Each field has a Field Mappings section.
1

Add a mapping

Under a field, select Hudu or IT Glue. This saves a default mapping right away.
2

Choose the target

Select the Asset layout (Hudu) or Flexible asset type (IT Glue), then pick the Field Name to map to. The options come from your synced documentation data, so you pick from drop-downs and never type IDs.
3

Save

Select Save at the top of the form. An incomplete mapping is skipped with a warning, so choose both the asset format and the field.
Mapping needs synced documentation data. If you have not synced Hudu or IT Glue yet, MSPortal asks you to run the documentation integration sync first. Then return and map the fields.

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Create a form from an asset format

1

Open From asset

On the Forms workspace, select From asset.
2

Pick the asset format

Choose a synced Hudu asset layout or IT Glue flexible asset type. The dialog shows how many fields will be created and warns about unsupported fields, such as passwords, uploads, links, and lists.
3

Create the form

Select Create form. This makes a draft form with the supported fields, provider mappings, and an Asset name field. Review required settings and any fields that were left out before you activate it.
This creates a form definition only. It does not create an external asset or copy provider records.

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Attach a form to a task

1

Open the task

In the template builder, open an item and set its Type to Form / Questionnaire.
2

Choose the form

Under Reusable Form, select the form. Only forms you have activated appear.
The form’s Repeat Entries setting decides whether clients can add more entries. See Onboarding Templates.

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Review a submitted entry before creating an asset

1

Open the form task

Open the portal’s Project Plan > Tasks and open the form task. Select the saved entry.
2

Open the asset dialog

Select Create asset. If an asset already exists, select Assets to manage it.
3

Review the values

Check the provider, the asset format, the Asset name, and each field value. Edits here change only what is sent to the provider. They do not change the saved client entry.
4

Send it

Select Create in Hudu or Create in IT Glue. An asset that already exists offers Update in Hudu or Update in IT Glue.
Read the result and any warning about fields with no matching record. A Saved badge on the form does not mean an external asset exists. If the target is missing, check the integration, the company mapping, and the synced asset format. Re-syncing the provider and fixing a stale mapping may help. Before you try again, check whether the first attempt already worked.

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Fill in forms from a project

Forms also work on regular projects that have no onboarding portal.
1

Open the form area

Open the project and go to Files & Forms > Forms.
2

Choose a form and fill it in

Pick an active form and complete its fields.
3

Save

Select Save progress to keep a draft, or Submit to finish. The Responses table shows the saved entry. Use Edit to correct a response while its form is active.
To let clients fill a form in, select it and turn on Share this form with clients. You need Share forms with clients permission. Clients with project access and form permissions then see only shared forms and their own responses. Internal staff responses stay private, including ones saved before you shared the form. Turn the switch off to remove access. Archived forms stay readable. View opens permitted responses read-only. Save progress, Submit, and new entries are unavailable. A project response is not sent to Hudu or IT Glue on its own. See Project forms for drafts, sharing, response links, and resuming an entry.

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What clients see

When a client opens a form task, the form shows inline with each field laid out by type. Required fields are marked.
  • Clients fill in the fields and select Save Form.
  • Content blocks show as formatted text across the full width. When a block requires acknowledgment, Save Form stays unavailable until the client ticks the checkbox. The entry records the acknowledgment as Yes.
  • Clients wait for the save result. A Saved badge can stay visible while they edit, so changed values need another Save Form.
  • If the form allows repeat entries, saved entries show as Entry badges and One More adds another.

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Permissions

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Troubleshooting

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Frequently asked questions

No. It creates and selects a saved draft. Archive it if you made it by mistake.
No. Use Save at the top for form details, field edits, order, and mapping edits. Adding or deleting a field or mapping is its own immediate change.
No. Save first. Activate changes the status and reloads the stored form.
No. Review the entry, select Create asset, and choose the provider. Configured automation is a separate path.
No. It creates a draft form from the synced asset format, with supported fields and mappings. It does not import records or create an asset.
No. Restore returns it to Draft. Select Activate when you are ready.
No. Those edits change only what is sent to the provider.

Onboarding Templates

Attach forms to tasks in your templates

What clients see

How forms appear to your clients

Project forms

Use forms on projects without a portal