> For the complete documentation index, see [llms.txt](https://incident-tracker.gitbook.io/docs/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://incident-tracker.gitbook.io/docs/admin-guide/application-information/manage-forms.md).

# Manage Forms

Incident Tracker allows administrators to create, assign, and customize forms used during report submission. These forms can collect structured data specific to categories, locations, or user-triggered criteria.

***

## Creating and Managing Forms

To create or modify forms:

1. Navigate to **Admin > Manage Forms**.
2. Click **Create New Form** or select an existing one.
3. Create form rows and columns:
   * Add fields like textboxes, dropdowns, checkboxes, and more.
   * Organize fields using rows and columns.
4. Click **Save** to finalize.

{% hint style="warning" %}
Forms in use already can only be edited on a limited basis. Adding or removing fields will require a new version of the form to be created.
{% endhint %}

### ▶️ Interactive tutorial - Creating a Custom Form

{% @arcade/embed flowId="EKCWu4PbiJVUsJyCaDJy" url="<https://app.arcade.software/share/EKCWu4PbiJVUsJyCaDJy>" %}

### ▶️ Interactive tutorial - Rows in Forms

{% @arcade/embed flowId="KDTFOB24IRkDfEzfmXQe" url="<https://app.arcade.software/share/KDTFOB24IRkDfEzfmXQe>" %}

### ▶️ Interactive tutorial - Columns in Forms

{% @arcade/embed flowId="imVaYEbSnClIfLrjFryT" url="<https://app.arcade.software/share/imVaYEbSnClIfLrjFryT>" %}

***

{% hint style="success" %}
Common Format/Styling attributes include:

* font-size: 14px;
* font-weight: bold;
* text-decoration: underline;
* font-style: italic;
* color: blue; (any common color name)
* text-align: center; (left, right)
* padding-bottom: 10px; (add spacing between the next row)
  {% endhint %}

***

## Form Assignments

To learn how to assign forms based on category or location, see:\
🔗 [**Form Assignments**](/docs/admin-guide/application-information/manage-forms/form-assignments.md)

***

## Form Usage Settings

Under **Manage Forms**, each form includes a **Usage Questions** configuration section that controls how and when the form is displayed.

#### Usage Options (dropdown):

1. **Forms are off**\
   – The form will never appear during report submission.
2. **Forms are only loaded when triggered by a category selection (see assignments)**\
   – The form only shows if the report matches an assignment.
3. **Forms are loaded when triggered OR can be loaded manually by the user**\
   – The form will show based on assignment or the user can choose to add it manually.

#### Additional Settings:

* ⬜ **Allow Forms to Stack**\
  Enables users to load multiple forms simultaneously on a single report.
* ⬜ **Allow Assigned Forms to Be Removed**\
  Lets users remove forms that were auto-assigned via rules.

{% hint style="info" %}
These settings allow greater flexibility in how forms are applied and whether users can manage them manually during submission.
{% endhint %}

***

## Using Forms in Reports

Once assigned and configured:

* Forms appear automatically during report submission if matched to category/location.
* Users can fill out one or more forms based on system logic or manual selection.

{% hint style="danger" %}
Forms are not required by default. Be sure your team understands which forms are expected and when.
{% endhint %}

### Locked Forms and Hidden Settings

If a form is locked and cannot be edited when viewing a submitted report, it’s likely due to a visibility setting on the **Manage Forms** page.

#### Why This Happens

When a form is marked as **hidden**, it will still appear in the report but with a **lock icon** in the top left corner. This prevents users from modifying its contents during report editing.

#### How to Fix a Locked Form

Administrators can unlock the form by following these steps:

1. Go to **Admin Guide > Application Information > Manage Forms**
2. Select the form from the dropdown
3. Uncheck the **“mark as hidden”** checkbox
4. Click **Save**

{% hint style="warning" %}
If the form is currently in use across multiple reports, only limited edits will be allowed.
{% endhint %}

{% hint style="warning" %}
Once unhidden, the form becomes fully editable in all associated reports, depending on user permissions.
{% endhint %}