Templates are the reusable blueprints that make creating forms quick and easy. When you set up a template, you’re defining the sections and questions that will appear in any form based on that template.
Templates let you add as many sections and questions as you need, and you can mix and match different question types, like:
- Short text – Quick, one-line answers.
- Long text – For more detailed responses.
- Multiple select – Letting users tick an option.
- File upload – Where users can attach documents, images, or other files.
- Date range – Useful for things like scheduling windows or review periods.
To make life easier, you can drag and drop sections and questions to rearrange them, so you’re never locked into a fixed order. Templates can be edited and improved over time, so you can tweak them to match changing needs without starting from scratch each time.
In short, templates make sure your forms follow a clear structure, save time when you need to roll out new forms, and help keep things consistent.
Actions:
- Adding templates
- Archiving templates
- Duplicating templates
- Editing template details
- Building templates
Templates are first created using the form within the templates page:
Templates are given a name, again this coincides with the Type → Template → Form, convention where we might have something like Appraisals → Probation Period → Joe Blogs.
A type is then assigned to the template. If we are viewing a specific template the type will automatically be applied to the creation form, otherwise the type will have to be selected manually from the drop down. Finally, we have the visibility that the template will have. There are three options to choose from:
- Public
- My audience
- Only me
Public means that anyone will be able to edit the template and assign forms using this template, my audience means that anyone within the creators hierarchy will be able to edit and assign forms as long as they have the appropriate permissions and only me means that the template will be private and only the creator of the template will be able to edit and assign forms using the template.
Now that we have created the base of the template we can continue to build the content of the template. Clicking on the name of the template within the active templates table will take us to the template so that we can build it.
Now that we are in the template builder, we can see that we have an empty template - there will only be the option to add a new section when the template is empty.
Clicking on the ‘Add New Section’ button will result in a section being automatically added to the template. Once the section is added, we will be able to move the template around using the icon. A section can have its title changed using the icon or you can delete it using the icon.
A new section will automatically default to having no questions, and as such we need to populate it with questions which can be done by clicking on the ‘Add Question’ drop down, found on the far right of the section.
A question can be either:
- Short Text
- Text Area (long text)
- Date
- Select (drop down)
- File (Select the file type to submit)
Each question type will require:
- Name - The name should be the question that you want answering.
- Short name - A unique identifier used within the plugin.
- Description - Additional context or explanation about the question, which will appear as a tooltip.
- Required - Specify whether you want to make the question mandatory or optional to answer.
- Default value - A default value that you can set as an answer to the question.
- Input size - Changes the html size for the questions input.
- Maximum characters - Sets the maximum number of characters for the given question.
Once we have questions added to the template, we are able to move them around in the same manner as the sections - using the icon.
You can now add as many questions and sections as you like to build the form you require.
You can choose to archive a template that you no longer want or require - please note that if there have been forms assigned and complete that are associated with the template, that they will still be accessible, but no more forms will be able to be allocated going forward.
To archive a template, on the table with all the available templates, select the icon - this will present a modal to confirm that you want to archive the template.
Templates can also be unarchived if you decide that you do require it. Selecting the archived templates tab, navigate to the template that you would like to unarchive and select the icon - this will present a modal to confirm that you want to unarchive the template.
You are able to kick start a template design by duplicating an already existing template. This will create a one for one duplicate of the template you selected.
To create a duplicate template you need to select the icon, this will present a modal to confirm that you want to duplicate the template.
If you decide that you would like to rename the template or that you would like to change a public template to audience only, you can do this by editing the template details.
To edit the template details click the icon from the templates table for the template that you would like to edit. Change the details accordingly and save the changes.
