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Forms: Create, Edit, Copy, Archive, Delete

 

Please Note:

  • You need owner or admin permissions to create, edit, or archive forms.
  • To save changes, click 'Publish'.
  • To make forms visible to users, publish and distribute the form to the needed users/teams.
Forms are the foundation of data collection in Zenput. This guide covers everything you need to know about creating forms from scratch, editing existing forms, configuring scoring and triggers, distributing forms to your team, and managing your form library through copying and archiving.

🔍 Navigate this article:

  1. Forms Page Overview
  2. Build a Form from Scratch
  3. Score/Formula
  4. Triggers & Alerts
  5. Configuring
  6. Distributing
  7. Editing an Existing Form
  8. Copy a Form
  9. Upload a Form for Zenput to Create
  10. Archive & Reactivate Forms

Forms Page Overview

Navigate to the Forms tab to access your form library.

Forms navigation

 

In the upper right corner you have the option to filter through your forms, by clicking on "Filters"

From there, you will see several filtering options:

Form Name

Find a form with a specific name.

Status
  • Active: Forms available to be submitted from the mobile app
  • Archived: Forms that are inactive and cannot be found or submitted by users
  • All: Shows both active and archived forms
Creator

Filter forms built by a specific user.

Last Submitted

Filter forms based on how long ago they were last submitted.

Visibility

(Available if you have a brand managing account)

  • Company: Forms available to this company account only
  • Brand: Forms available for all the reporting companies under your brand
Category

Forms under one of the categories. Default categories include: Construction, Financial, Food Service, Human Resources, IT, Loss Prevention, Maintenance, Marketing, Operations, Procurement, Safety.
Tip: To learn how to create new Categories, please refer to this helpful article

For each form, you'll see the following information:

Form information columns
Form Name

The name of the form.

Creator

The person who built the form.

# Submissions

How many times the form has been submitted.

Last Submitted

How long ago this form was last submitted.

Category

The category the form was added to.

Available form actions:

Company Submissions

Click on the number under "Submissions" to go directly to the selected form's Report dashboard, where you can access the individual submissions.

Edit

Access the form builder page to add, delete, or change sections/questions.

Preview

View the form as it appears in the mobile app.

Copy

Duplicates the form template.

Archive

Makes the form inactive to users.

Build a Form from Scratch

  1. Click 'New Form' in the top right corner of the Forms page.

 
  1. Select 'Blank Form' from the popup window. You'll be taken to the form builder page.

 
  • The types of questions available appear in the left panel.
  • The form structure appears in the center.
Form builder interface
  1. Begin by selecting a form category and giving your form a name.
Form name and category

  1. Add questions by clicking on question types in the left panel, or drag and drop them into position

    Adding questions to form

  1. To make questions required, click the "Require" checkbox underneath the question.

    Required checkbox
  1. Add question details, instructions, and optionally attach photos or PDFs to help submitters.
    Question details panel
  1. Rearrange questions by dragging and dropping them to any position in the form.
    Rearranging questions
  1. Click 'Preview Form' to see how it will appear in the mobile app, then click 'Publish' to save.
Preview form button
Note: If you leave the page without saving, you'll receive an alert with the option to publish changes before leaving. 

Unsaved changes alert

Adding a Score/Formula

Add scoring to formula fields using the questions you've created:

  1. Select the formula from the list in the middle panel.
    Selecting formula
  1. Select the formula type: Sum, Subtract, Average, Percentage or Advanced (extra feature).
  2. Optionally allow N/A fields to be scored.
  3. Add questions from the left panel to your formula by clicking, dragging, or multi-selecting.
  4. Assign each question its value in the formula.
  5. Click "Publish" to save your changes.
Note: To enable complex or advanced formulas, please reach out to your Customer Success Manager.

Setting up Triggers & Alerts

The triggers page is where you set up submission routing and automated follow-up tasks or alerts based on specific criteria.

Example use case: When a question is marked "No," automatically generate a follow-up task for the location manager to address the issue.

More information: Tasks: Automated Follow-up Triggers

Automatic routing options include:

  1. Send a copy of submission via email to form submitter
  2. Send a copy of submission via email to the location email address
  3. Send a copy of submission to Dropbox (if enabled)

Additional routing options:

Triggers routing options
  • A role in your hierarchy: Send copies to the responsible district manager for stores under their hierarchy (requires a location field in your form).
  • A user in your account: Route to specific Zenput users.
  • An email address: Send to people without Zenput accounts.

Configuring the Form

Configuration options include:

  1. Private Form: Restrict form visibility. See: Private Forms - How to use them
  2. Admin editing: Allow or prevent other admins from editing the form.
  3. Hide unanswered questions: Exclude unanswered questions from email copies.

Mobile app settings for submitters:

  1. Allow users to prefill from their last submission at the same location.
  2. Restrict users from attaching gallery photos (force live photos only).
  3. Show previous answers when Yes/No fields are answered "No."
  4. Demand the temperature to only be taken with a bluetooth probe (restrict manual input)
  5. Allow users to select from all locations (not just their hierarchy).
Full overview: How to: Configure Tab in the Form Builder (Admin)

Distributing the Form

The distribution page determines how your team will access the form.

Distribution options:

  1. Create a project: Assign the form as tasks with specific timeframes viewable on mobile apps.
  2. Ad-hoc distribution: Distribute to users, roles, or teams for on-demand access under "My Forms."
    Distribution and projects view
  3. Set permissions: Designate who can Edit All Submissions, Edit Own Submissions, or View Own Submissions. See: User Roles and Permissions

Edit an Existing Form

Before editing, please note:

  • Updates will overwrite old fields in the form and reporting.
  • Any saved reports with a deleted field will also be deleted.
  • If you have many edits, consider making a copy of the form instead.
  • Changes to Brand Hub forms only affect your copy - others using the original won't see updates.
  • When editing roles, users, or forms, remember to update any related triggers.
  1. Go to Forms, click the 3 dots on the right of the Form you wish to edit and select "Edit".
  1. Click on any question to edit it. The question details will appear in the right panel.
Question editing panel
  1. Make necessary edits (e.g., add dependent questions, modify text, etc.).
Adding dependent question
  1. Click 'Preview Form' to review your changes, then click 'Publish' to save.
Preview and publish form

Copy a Form

Create copies when you need multiple versions of a form or want to make significant edits while preserving the original.

Note: Creating a copy preserves previous form submissions and ensures they can still be retrieved from the original form.
  1. Go to Forms.
  2. Click the 3 dots on the right of the Form you wish to copy and select Copy.
  3. You'll be taken to the new form where you can edit the name and make any needed changes.

Upload a Form for Zenput to Create

If you prefer, Zenput can create forms on your behalf from uploaded documents. Please note, that a fee is applied to this service. You can learn more in this article. 

  1. Navigate to Forms and click 'New Form'.
  1. Select 'Upload Form' from the popup window.
  1. Upload your file (PDF, XLSX, or DOC) and provide detailed notes about formatting, sections, question types, and scoring preferences.
Note: Form creation typically takes 5 business days, depending on the complexity and number of questions. You'll receive an email confirmation when the form is available in your account under Forms. 

Email confirmation

Archive & Reactivate Forms

Archiving makes a form inactive and unavailable to users. In Zenput, "deleting" a form is referred to as archiving.

Please note:

  • Only Zenput Admins can archive a form.
  • If the form is part of a project, you must archive/delete the project first. See: Archive a recurring project

How to Archive a Form

  1. Navigate to Forms.
  2. Find the form you want to archive.
  3. Click the 3 dots to the right of the form you wish to Archive.
  4. Select 'Archive'.

Reactivate an Archived Form

  1. From the Forms Filter page, use the drop-down under 'Status' to select 'Archived'.
  2. Find the form, click the 3 dots to the right and click 'Reactivate'

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