Data
Forms
Collect checks, acceptances and requests as records. Build a form on a table, add validation, photos and signatures, create a PDF protocol, and share it.
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A form is a screen for filling in a table. You build it once, publish it, and every submission becomes a record in the table you chose. The form follows the same access rules as the table's view, so it can never write to a column the view doesn't allow.
Typical uses are acceptance protocols after an assembly, safety checks, service reports, customer requests and sign-offs. Forms are available to organizations that have the feature turned on.
Build a form#
- Open Forms in the sidebar and click New form.
- Enter a Name, choose the table under Save submissions in, and keep Start with one field for every column if you want a head start. Click Create form.
- On the Build tab, add elements to the page, click one to edit it, and add more pages when the form is long. Use Preview to try it as a filler sees it.
- Open the Checks tab. It lists everything that would stop the form from being published.
- Click Publish. Version 1 goes live. Later you can keep editing and click Publish changes.
What you can put in a form#
| Element | What it is for |
|---|---|
| Field | One column of the table, with a label, help text, a placeholder and its own rules. |
| Check item | Pass, fail or not applicable, with an optional comment and photo. |
| Photos and videos | A field for a files column. People can take a picture or a short video with the phone camera. |
| Signature | Drawn on the screen. You can ask the signer to type their name and store it in a column. |
| Repeating section | Any number of items, such as the positions of a protocol. Each item becomes a record in the related table. |
| Heading, text, picture, divider | Explain things to the person filling in the form. |
Validation and logic#
Each field takes the rules of its column and can add more on the Validation tab, such as required, minimum and maximum, length or a pattern. The same rules run in the browser and again on the server, so a rule can't be bypassed.
On the Logic tab, rules show or hide elements, require a field, set a value, or skip to a later page, depending on the answers given so far. A hidden field is never required.
Protocols as PDF#
Under Settings, choose a document template. When a form is submitted, SAPUGO creates a PDF with the answers and stores it with the submission. If you pick an email column, the PDF is sent to the address in that column. SAPUGO also stores a fingerprint of the PDF, so you can show later that it wasn't changed.
A submitted form can be locked. A correction is saved as an amendment that refers to the original submission.
Workflows#
Pick one or more workflows under Settings to run after each submission. A workflow can use the inputs entry, submission_id and form_id. It runs in the background, so a problem in a workflow never loses a submission.
Share a form#
On the Share tab you decide who can fill in the form.
- Your team. Anyone with the permission to view forms can fill in a published form.
- A public link. Anyone who has the link can fill in the form without an account. Public forms must be turned on for your organization and need a paid plan.
- Signing links. One link for one record and one person, for example the customer who has to sign. It works once and expires after 14 days unless you choose otherwise.
You can revoke a link at any time. Unpublishing a form closes it for everyone, and links stop working until you publish again. Signing links don't send an email. Copy the link and send it yourself.
What a visitor sees#
A visitor sees the form and nothing else: no menus, no data from your workspace, and none of the settings behind it. Pictures and files they send are checked by their content, and pictures are saved again without location and device data. Sending takes a short automatic check in the browser, and every link has limits on how often it can be used. A Report this form link at the bottom lets visitors flag a form that looks wrong.
Who saves the record#
Records from public forms and signing links are saved by a member called Form Service. SAPUGO creates it the first time you open a form to other people. It has no owner rights and no permissions of its own. While a form has an active link, SAPUGO gives it access to create records through the form's view and the views of its repeating sections, and nothing else. When the last link is closed or expires, the form is unpublished, or the form is archived or deleted, that access is removed again. You can see it in the access list of the table and the view. The same member removes old submissions when you set a retention period.
Branding#
Under Branding, add a logo and a header picture and choose an accent color and a font. Under Availability, add a short consent text and a link to your privacy policy. Powered by SAPUGO is shown in the footer unless your plan lets you hide it.
Open, close and keep#
Under Availability, set when a form opens and closes and the maximum number of submissions. You can also choose after how many days submissions and their PDFs are deleted. The records they created move to the trash first. Items of repeating sections are not removed by this.
Offline#
A form that was opened once can be opened and filled in again without a connection. The answers, photos and signatures stay on the device and are sent as soon as the connection is back. If a send is repeated, nothing is saved twice.
Let the assistant do it#
The SAPUGO assistant can create and change forms, check them, publish them and create links, using the same steps as the builder. Publishing and opening a form to other people always ask you to confirm. Connected AI tools can do the same within the scopes you grant.
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