Form Manager allows you to design, distribute, and securely collect forms. Forms can be exported in PDF format and automatically attached to a user’s profile.
Form terminology:
Form: A form schema that defines its name, fields, validation, permissions, and workflow
Submission: A user's submission to a specified form
Form Administrator: A user permitted to add/edit/delete a form
Form Submitter: A user permitted to submit a specified form
Form Reviewer: A user permitted to review the non-sensitive details of a form submission
Form Reviewer (Sensitive): A user permitted to view the details of a form (including sensitive information)
Images in this guide are taken from iiQ’s Human Resources module. The same steps apply in all other modules.
Permissions
Two universal permissions for Forms are managed via Administration > Permissions:
Manage All Forms: Allows a user to manage any form, submission, and permissions. (Note: Individual forms can have additional permissions.)
View Forms List and Details: Allows a user to see a list of visible forms they can submit. Visibility is controlled by the form detail options, Hidden or Visible for Submission.
View Forms Left Nav: Allows users to see the Forms page on the left-hand nav.
Creating Form Categories
Form categories help organize and manage various form types, and they are required when creating a form.
To create a category, click Administration > Form Categories in the left-hand nav. At the top right, click Add Category.
You will then enter:
Name* for the category
Select an icon
Forms Designer Page
Access the page via Forms > Form Designer in the left-hand nav. Here you can view Published, Drafts, and Inactive Forms. Use Form Details to edit or view forms (requires correct permissions). Search by form name using the top right search bar or sort columns using the arrows.
Creating a Form
On the Form Designer page, clicking New Form in the top-right will open the Form Template Gallery, where you will select ‘New/Custom Form’.
On the Form Details page, enter the following information:
Form Name*
Form Category*
Visibility*:
Hidden: Access only via ticket or provided URL.
Visible for Submission: Users can submit from within iiQ by clicking Forms > Submit Form in the left-hand nav.
Icons
Description: Internal notes for the form.
Success Message: Message displayed to users after submission.
Click Save Form (information can be edited later).
After saving, new panels appear on the right.
Info Panel
Shows the date the form was last updated and who updated it.
View History will open the History tab.
2. Publishing/Availability Panel
Provides public link/URL and form actions:
Archive Form: Inactivates the form and prevents new submissions.
Clone Form: Creates a copy of the form.
3. Version Information and Submission Panels
Provides version status and preview. Use this section to publish the form later.
Note: The form must have one field to publish.Submission panel: Displays total submissions and allows viewing all submissions.
Begin designing by clicking the Form Designer button.
Form Designer
The Designer tab is used to create form steps, sections, and data fields.
Steps define the overall user completion process.
Sections organize data fields within each step.
Data Fields are the collected fields.
To build:
Click the New Step Icon to add a step. Use the Step Properties panel to name or delete the step.
2. The first step automatically adds a section. Sections help organize the form on each step. Click New Section to add more.
3. Clicking a section opens the Section Properties panel to name the section, add an Introduction, duplicate the section, or delete it.
4. Add data fields by clicking New Field to open the Field Gallery window.
Note: To publish a form, you must have at least one step, section, and data field.
Below are the different field types:
Text
Multiline Text
Number: 15 digits max
Date: Calendar format
Yes/No: Toggle format
List: Drop-down format with alphabetical options and search capability.
Phone Number
Information
Select User: Select a user within iiQ.
Select Location: Select a location within iiQ.
Social Security Number
Signature: Allows the submitter to sign with a cursor or type their signature.
Email Address
Attachments: Allows submitting external documents. Supports 30Mb and file types: PNG, JPG, PDF, DOC(X).
To add a field, click Add in the Field Gallery.
Hovering over the Available Fields allows users to see the full text of the field.
To add fields from the Available Fields panel, click New Field, then Add in the Field Gallery, and drag and drop the field into the desired section.
Clicking a data field generates the Field Properties panel for editing the individual field.
Properties vary by field type:
Name
Instructions: Content displayed at the top of the data field.
Icon
Style: Controls data field width and styling:
Rich Text: Provides the rich text editor toolbar for easier styling (Information field only).
Standard: Half the width of the section, allowing multiple fields side-by-side.
Wide: Entire width of the section.
Legal: Legal style font, entire width of the section (Information field only).
Markdown: Styles text (e.g., bold, italic), entire width of the section (Information field only). Here is an external link to a style guide for Markdown.
Required: Makes the field required (Not available for Yes/No or Information fields).
Sensitive Info: Field is removed from PDFs or emails if enabled. Controls visibility based on user permissions.
Output Field: Maps the field to an output field from an uploaded PDF.
Auto Populate: Automatically fills in submitter data (Available for Text, Date, Email Address, and Phone Number):
Submitter Email
Submitter First Name
Submitter Last Name
Submitter Location
Submitter Phone
Additional properties for the Attachment field type:
File Types: Controls allowed upload formats: PNG, JPG, PDF, DOC(X). Incident IQ supports 30Mb per file.
Max Attachments: Sets the maximum number of attachments.
Add as many sections and data fields as desired for each step. You can navigate between steps at the top navigation bar. If you have additional steps that you cannot see, drag the navigation bar to reveal them.
Form sections can be reordered via drag-and-drop.
Make sure to click Save Form at the top. Your changes will not be saved if you leave the form without saving. You have to save your form before publishing it. To publish, return to Form Details and click Publish Version.
PDFs Tab
Use forms to automatically populate data fields within an uploaded PDF. Map the iiQ form data fields to the PDF's fillable fields, then download the populated PDF.
Callout: The uploaded PDF must include a fillable field to populate data fields automatically.
Workflow for PDF Mapping:
Click the PDFs tab and upload the PDF file(s) (must be in PDF format).
2. Incident IQ scans the PDF and gathers interactive data fields (e.g., text fields, checkboxes, signature fields). Once uploaded, all interactive fields will be displayed here in order from top to bottom and left to right of the PDF. The name of each field will default to the name given when the PDF was created.
3. To rename interactive fields in iiQ for easier mapping, click the field, rename it at the bottom, and click Save.
4. Click Create Available Fields to automatically create these interactive fields in the Form Designer window, where you can drag and drop the fields to the desired sections.
5. Go to the Designer tab, click a data field, and under Field Properties, use the Output Fields option to map it to the desired interactive field imported from the PDF.
Once mapped, the form can be exported with populated data fields into the uploaded PDF format.
Form Permissions Tab
Permissions are form-specific and control viewing, editing, and submitting.
Navigate to the Permissions tab within a form.
Click Add Policy.
3. Select a permission policy. Permissions granted apply to all users associated with that policy.
Permissions per individual form:
Edit Form
Edit Permissions
View Form History
View Submissions
View Sensitive Information: Allows viewing data fields marked as Sensitive Information.
Delete Form
History Tab
The History Tab tracks all changes made to a form. It records who made the changes, the date, and the time. Clicking shows a detailed breakdown of the changes.
Rules Engine Form Submission
The Rules Engine automates workflows by applying actions to Tickets, Users, or Form Submissions based on conditions. Access is via Administration > Rules.
Select the Form Submissions option to define rules that are compared sequentially against enabled rules when a form meets a trigger condition. The rules will be applied in order from top to bottom. Once a trigger and its conditions have matched, the rule’s action(s) will be applied to the form.
The following EAW Rules actions are linked to the Form Submissions > When Form Submitted (on a ticket) trigger in products supporting Forms rules (iiQ Ticketing, iiQ Facilities, iiQ Events, HRSD):
Require Approval
Send for Approval
Send for Approval (Team)
These actions automatically initiate the approval process when a ticket is submitted.
Filtering Views with Forms
To filter user or ticket views by forms, form status, or form submission status, click Add Filter and then Forms on the left sidebar.
Adding Forms to Tickets
Forms can be added to tickets in several ways:
Ticket Templates
Under the Workflow Details section of a ticket template, add the action Attach Form and select the form to be attached when the template is used.
Shortcuts
Create a Shortcut with the Attach Form action. When working on a ticket, click the wand icon on the action toolbar and select the shortcut to apply the form.
Working a Ticket
When working on a ticket, click the More button, then Attach Form, and select the form.
Rules Engine
Automate form application by selecting Attach Form under the Perform these actions section when creating a rule in the iiQ Rules Engine.
Working a Ticket with Forms
When a form is attached, the agent views its assigned user and status. Agent options include:
View Form
Remove Form
Accept Form (Only available after the form is completed)
Once the submitter completes the form, the status will be set to Completed. The form status must be completed for the ticket to be resolved/completed. To resolve/complete the ticket, the agent must either remove or accept the form.
If the form was added via Rules or a Shortcut, 'Accept' or 'Remove' is required to resolve the ticket; if it is a Custom Field on a ticket, 'Accept' is optional for closing the ticket.
My Submissions
Access submissions via Forms > My Submissions.
Completed Forms
You can view all of your submitted forms. To the right of each form, click View Details > View As PDF to view the form as a PDF at the top of the details view.
Draft Forms
View forms that have been started but not completed. Options include Complete Form (which initiates the submission process) or Delete Draft.
Viewing Form Submissions and Exporting to PDF
To view submissions for a specific form, click on the form and then View Submissions at the bottom right. This displays all completed form submissions.
To the right of each form, click View Details > View As PDF to view the form as a PDF at the top of the details view.
Note: When exporting to PDF, data fields marked as sensitive information will not be displayed, and uploaded attachments will display only the file name.
Bulk Export Forms
PDF Format
Select submissions (all or individual) and choose Other > Export PDFs.
The resulting zip file is named using the submitted form's name and a timestamp.
Individual PDF file names include the submitter's name and the Form's name.
If the user exports the form one at a time, the system will generate a ZIP file containing only that PDF form. The zip file name will still include the form name and the timestamp. The PDF file name will be the user’s name and the form name.
CSV Format
Users with the ability to view form submission data can bulk export form submissions from the Form Submissions page to a CSV file. Select multiple submissions and click Other > Export CSV.
All form fields are included in the export.
Sensitive fields (e.g., Social Security #) are excluded and appear empty in the spreadsheet column.
In the export window, click Export Form Submissions (X), then confirm the bulk action. The export process status will show Completed - Successful.
Clicking on the CSV file will upload it to your Downloads folder.
The file name includes the Form's name.
Separate columns include the Form Submission date and the user who submitted the Form.
If multiple form versions were submitted, the CSV export includes all fields filled out across all versions.