Form Catalogue - Creating & Managing Forms
Overview
The Form Catalogue is your workspace for creating, editing, publishing, duplicating, closing, and - when appropriate - deleting forms.
Key features
The Form Catalogue automatically loads the current year, but you can switch between past or future years when needed. You can search forms by name, check their status, review completion rates, and see where each form has been applied.
Form Statuses:
- Draft - You can freely edit the form and its questions.
- Published - Questions are locked and the form is ready to apply.
- Closed - Caregivers can no longer submit, but all records remain available.
Creating a new form
To create a new form:
1. Start on the Form Catalogue page.2. Select Create form.3. Enter a name and optional description.4. Add at least one Question.5. Choose whether to Save as Draft or Publish.
Important rules:
- Forms must include at least one Question.
- Each Question ID must be unique.
- You can reorder questions using drag-and-drop to match the flow you need.
If families are split and you require both caregivers to fill in the form, please apply the form twice to the student/s. You will need to edit the Application Limit for the form, as this defaults to 1.
Publishing a form
Publishing locks the questions so you can start gathering responses with confidence. After publishing, you can still edit the form's name and description, but the questions and year can no longer be changed.
Actions available on forms
Action | Availability | What it does |
| Edit | Draft or Published | Updates details (questions locked once published) |
| Publish form | Draft only | Locks questions and year |
| Duplicate | Anytime | Creates a new form with the same questions |
| Preview | Anytime | Shows the caregiver view |
Apply form | Published only | Opens Form Apply |
View applied to | After applying | Shows students/groups the form was applied to |
Mark as closed | Published | Makes form unavailable to caregivers |
Delete form | If never applied OR all applications/submissions/rules disabled | Permanently removes the form |
Deleting forms
A form can be deleted if it has never been applied, or if all application and submission records have been removed via Form Status, and all rules disabled in Form Maintenance. This is useful for clearing out older forms (e.g. older than seven years) or archiving forms no longer required for reporting.
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