Forms & Form Templates

Overview

Form Templates are the reusable forms that drive structured data collection in Qability QMS — deviation reports, audit checklists, CAPA records, change requests, and inspection logs. You design a template once in the visual Form Builder, set its details, and make it available to your sites. When someone fills it in, the answers are saved as a record tied back to the template.

Open the Form Templates area from the navigation to see every template in your company. You can switch between List View and Table View, and filter by search term, document type, site, or status.

Key concepts

Template statuses

A template moves through statuses that control whether it can be used. You set the status from the template detail page (in the Classification section) using the Status menu.

Status	What it means
Draft	The default for a new template. Still being designed; not yet ready for everyday use.
Active	Published and ready to be assigned and filled in.

note

Inspection and log forms created with the New Inspection & Log Form action skip Draft and start as Active, because they are meant for immediate floor use.

Field types

The Form Builder palette groups fields into categories. The most common ones:

Category	Fields
Input Fields	Text Input, Text Area, Number, Password
Selection Fields	Dropdown, Checkbox, Option Group, Checklist
Special Fields	Date/Time, File Upload, Photo, Rating, Slider, Toggle, Color Picker, Rich Text
Layout Elements	Section, Row, Column, Repeater, Separator, Instructions
Widgets	Input Table
Tools	Root Cause Analysis, Risk Assessment

Common field settings

Select any field on the canvas to open the Field Settings panel and adjust:

Setting	Purpose
Label	The text the person filling the form sees above the field.
Name	A unique identifier for the field (required on every field).
Placeholder	Greyed-out example text shown inside the empty field.
Hint	A short helper note shown under the field.
Required	Forces an answer before the form can be submitted.
Read-only / Disabled	Shows the field but prevents editing.

How to build a form template

1. In Form Templates, click Create New Template.
2. On Step 1 (Define Metadata), enter a Template Name and a short Code (letters, numbers, dashes, or underscores — used to generate record IDs). A checkmark confirms the code is available. Pick a Document Type, optionally turn on training requirements, and choose which Sites can use the template.
3. Click Next: Select Template. On Step 2, choose Blank Form to start fresh, or pick a ready-made preset such as Deviation Report, Internal Audit Checklist, CAPA Form, or Change Control Request.
4. Click Design Form to open the Form Builder.
5. Open the Components panel (the menu icon, top left) and add fields by clicking one or dragging it onto the canvas.
6. Click any field to open Field Settings and set its label, name, hint, options, and whether it is required.
7. Use Section, Row, and Column layout elements to group and arrange fields, and a Repeater for sections that can be added multiple times.
8. Use Undo / Redo in the header if you need to step back, and the Preview (eye) toggle to see the form exactly as users will.

tip

Add an Instructions block to give the person filling the form guidance, headings, or links to a procedure — it displays text only and does not collect an answer.

How to publish a form template

1. In the Form Builder, click Save in the top-right corner. Every field must have a unique Name, and any options, rows, or columns must have values, or the save is blocked with a message telling you what to fix.
2. Go to the template's detail page and find the Status menu in the Classification section.
3. Change the status from Draft to Active. The template is now ready to be used.

Changes you make on the detail page — title, description, status, and assigned sites — save automatically.

How to assign a form to sites

1. Open the template and locate Assigned Sites in the Classification section.
2. Open the Sites menu and select every site that should have access to the template. Remove a site by clearing it from the same menu.

Only the sites you list here will see the template. People at those sites can then fill it in.

How to fill in a form

1. Open an Active form template that has been shared with you.
2. Work through the fields, completing every one marked as Required.
3. For repeating sections, use the Add button to create additional entries.
4. Click Submit. The answers are saved as a new record with its own record number, and the form clears so the next entry can be started.

To review what has already been submitted, open a template and choose View records.

warning

The Preview inside the Form Builder is for checking layout only — submitting in preview does not save a record. A real record is created only when an Active form is filled in and submitted by a user.