1. Navigating to the Settings > Forms Library page

Overview

To begin working with forms, permitted users must first access the Forms Library page, located under the Settings menu group. This page serves as the central hub for creating, editing and managing all form-related activities. Navigating here empowers users to configure forms according to organizational needs.

Click on the Settings menu group of the left panel and then on the Manage Forms menu option expanded under it.

Fig: 1 - Manage Forms sub-menu option under the Settings menu option

Clicking on this menu option loads the Forms Library page showing the list of all the created forms related entries made in the application. Here is the view of the loaded page. These custom forms can then be used by the consulting firms and their agencies or clients.

Fig: 2 - Manage Forms menu option loads the Forms Library page

2. Understanding the various elements of the Forms Library page

Overview

The Manage Forms / Forms Library interface is composed of several key components that collectively support form management. Understanding these elements, such as the search bar, grid view, action menus and pagination controls enables users to interact with the system more effectively and confidently.

The SurgeONE Forms module allows consultancy/associate company admins and client company admins to create, manage and distribute forms that can be filled out by employees of client companies for smarter and dynamic forms workflows.

Refer to the following screenshot which is marked with numerical values that correspond to the below stated points.

Fig: 4 - Understanding the various elements of the Forms Library page

1. 1

   Search Options

   Provides filters to refine and locate existing form entries quickly and efficiently.
2. 2

   Grid View

   Displays loaded or filtered results in a structured column layout for easy review.
3. 3

   + Create Form

   Button to initiate the creation of a new form entry directly from the page.
4. 4

   Action Menu

   Contains the vertical ellipsis icon to toggle row-context menu options.
5. 5

   Pagination

   Controls the number of items displayed per page and allows navigation across multiple pages.

2.1. Searching for Forms Library entries

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Overview

The search functionality allows users to quickly locate specific form entries using keywords. This feature is particularly useful when managing a large number of forms, as it reduces time spent browsing and ensures accurate retrieval of relevant records.

You can use the search bar to enter text and find matching results.

Fig: 5 - Search bar to find existing forms

Based on the text entered, matching results are listed out. The text based query operates on all the columns' data.

Fig: 6 - Filtered results

If no results are fetched by the executed search query, a No Records Found label populates the grid view.

Fig: 7 - No records found

2.2. Understanding the grid view

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Overview

The grid view presents form entries in a structured, tabular format. Each row typically represents a form, with columns displaying attributes such as form name, status, creation date and available actions. This layout provides users with a clear overview and facilitates efficient monitoring and comparison of forms.

The grid view displays all form entries.

Fig: 8 - Forms Library grid view

The following columns are present:

1. 1

   Form Name

   Displays the label of the form entry, entered in the Form Name field of the Create Forms Form Details tab during creation.
2. 2

   Created By

   Indicates the name of the user who originally created the custom form.
3. 3

   Created On

   Displays the date when the form was created for clear chronological tracking.
4. 4

   Status

   Shows the current status of the form using color-coded tags for quick recognition.
5. 5

   Action

   Contains the vertical ellipsis icon to toggle row-context menu options such as Edit or Publish.

2.3. Creating a new Form

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Overview

Creating a new form is a guided process that walks users through several configuration steps. This structured approach ensures that each form is properly defined, configured and designed to meet specific business requirements.

Click on the + Create Form button at the top right, to proceed to create a new Forms Library entry for your organization.

Fig: 9 - + Create Form button

2.3.1. Step #1 - Providing Form Details

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Overview

In this initial step, users enter basic information about the form, including its title, description and category. These details help identify the purpose of the form and configurable, dynamic workflow settings make it easier to manage its lifecycle within the SurgeONE system.

The following page loads. Enter form-specific details here. Perform the following activities to provide necessary details in the General Information and Workflow Settings sections:

Fig: 10 - Form Details first stage view

1. The first section of this first step of form creation is titled as General Information. Enter an appropriate name for the new form in the Form Name field. Validation is employed in the name label as it is a mandatory field.

Fig: 11 - Entering a name for this custom form

2. You can find a slider icon beside the Is Submission Name Required? label. It is disabled by default. Enable the slider if a Submission Name field will be added at the top of form and it will be mandatory.

Fig: 12 - Submission Name slider enabled

3. You may enter a suitable description in the Description field. It is an optional field.

Fig: 13 - Entering a name for this custom form

The second section of this first step of form creation is titled as Workflow Settings. It is used to configure the workflow behavior of the created form. None of the fields here are mandatory so this section can be left untouched if approval or filer workflow is not required for the custom form.

Fig: 14 - Workflow Settings section

4. You can find a slider icon beside the Reviewer & Approver Required? label. Use the slider to load two dropdowns. Proceed to set reviewers and approvers, since if enabled, Reviewer and Approver Pools selection become mandatory.

Fig: 15 - Loaded dropdowns after slider enabling

• Select any one out of the existing reviewer pools from the Reviewer Pool dropdown. The created reviewer pools of the Users Pool page populate this dropdown. All users belonging to the selected pool get notified about the form.
• Similarly, select any one out of the existing approver pools from the Approver Pool dropdown. The created approver pools of the Users Pool page populate this dropdown. All users belonging to the selected pool get notified about the form.

Fig: 16 - Selected dropdown options

5. You can find a slider icon beside the Require Filing? label. If enabled, a Filer Pool selection becomes mandatory.

Fig: 17 - Loaded Filer Pool dropdown after Require Filing? slider enabling

When this slider is enabled, proceed to select a filer pool from the Filer Pool dropdown. The created filer pools of the Users Pool page populate this dropdown. All users belonging to the selected pool get notified about the form.

Fig: 18 - Selected dropdown option

6. You can find a slider icon beside the Send Notifications? label. Enable the slider if notifications should be sent using a mail template. When enabled, a mail template selection becomes mandatory.

Fig: 19 - Loaded Mail Template dropdown after Send Notifications? slider enabling

7. After enabling the slider, proceed to select an option from the Select mail Template dropdown, to set the applicable mail template which would be associated with this new form. The associated templates present in the Template Library populate this dropdown. The chosen template will be triggered to the email inboxes of the user of the specified pools.
8. Click on the Next button (at the bottom right) to go to the next stage.

Fig: 22 - Next button to proceed to the second step

2.3.2. Step #2 – Stating Form Content

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Overview

Stating the form instructions involves clearly defining the essential information that will appear within a form. This includes user-facing guidance such as on-screen info, information for the reviewer, policy statements, procedural rules and instructions that ensure clarity and compliance while using the newly created form.

In the second stage, which is titled as Form Content, you can set appropriate form instructions or details of this new form.

Fig: 28 - Form Content

Refer to the following table which explains what activities you can perform here (although none of the user input fields are mandatory in this step):

Sl. No.	Field / Section Label	Description and Benefit
1	On Screen Information	You can set a suitable information in the panel area which will be displayed on screen to guide users with contextual details or instructions while they view, use or fill out the form. This section provides users with a concise overview of the form's purpose and requirements directly on the screen. It highlights the key fields to be completed, offers guidance on expected input formats, and ensures that users understand the context before proceeding. Benefit: Clear upfront details reduce confusion and improve accuracy in submissions.
2	Policy Statement and Applicable Rules	You may set a suitable policy or rule in the field area. All submissions made through this form are subject to the organization's policies and applicable rules. Users are expected to provide truthful and complete information, adhere to confidentiality standards, and comply with relevant regulations. Any misuse of the form or violation of stated policies may result in corrective action. Benefit: This section ensures transparency and establishes a clear framework for accountability.
3	Reviewer Information	You can also set a suitable information in the respective panel area to assist the assigned reviewer with important info. Details of the assigned reviewer are provided here to maintain clarity and accountability in the evaluation process. The reviewer's name, designation, and contact information may be displayed to allow users to follow up if necessary. Benefit: Visible review instructions build trust and ensure proper handling of form submissions.
4	Form Instructions	You may also set applicable instructions or logic that the form should follow during execution in the Form Instructions area. This section outlines step by step guidance for completing the form accurately. Instructions may include how to fill each field, acceptable formats for responses, and examples where applicable. Users are encouraged to review these directions carefully before submission to avoid errors or delays. Benefit: Clear instructions help streamline the process and ensure consistency across all entries.

Click on the Next button (at the bottom right) after providing requisite information in the respective fields to go to the third step or Form Designer stage.

Fig: 30 - View of the entered data and Next button

2.3.3. Step #3 – Designing Form

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Overview

The final step involves designing the form layout. Users can add fields, labels and input types using a visual editor. This intuitive design process allows for the creation of user-friendly forms that capture the necessary data accurately and efficiently.

In the third stage, you can set the layout and answer fields of this new form to obtain responses when the form is in use later on.

Fig: 32 - Form Designer

1. The left panel contain the available answer types which can be clicked upon to be moved onto the right panel area of section(s), while creating/editing a form. You can also drag and drop these. Here is the view of the various options which are present.


Fig: 33 - Available Form Fields of the Left Panel

2. Make atleast one answer type addition / field in the form section.


Fig: 34 - Adding any one answer type from the available ones

3. You can add more answer types, configure the field values or add multiple sections to the custom form.
More details on these have been mentioned in the NOTE section below.



4. Click on the Save button to create the new form.


Fig: 35 - Saving a custom form

5. After you click on the it, the button label changes to Saving. The Form Designer page closes. Get redirected to the Forms Library page where you can find the newly saved form listed in the grid view. The status of the form is set to Draft and the version number is 1.


Fig: 36 - View of the saved form

2.4. Using the Action column menu options

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Overview

Each form entry includes an Action column with menus offering various management options. These options provide quick access to common tasks such as editing, publishing and previewing forms, streamlining the workflow for administrators who are tasked to create custom forms.

Click on the vertical ellipsis icon against any displayed row entry of the grid view to toggle the row-context menu options.

Fig: 41 - Action column menu options

The following menu options are present:

1. 1

   View

   Use this option to view or check any created form step-wise, before further actions are taken.
2. 2

   Edit

   Allows modifications to a form that has not yet been published.
3. 3

   Publish

   Use this option to publish any created form, making it available for use.
4. 4

   Clone

   Creates an exact replica of a form, which can later be modified if required. Feature currently disabled
5. 5

   Form Preview

   Displays the structure or designed layout of the created form for review.
6. 6

   Version Change

   Allows creation of different versions of a form that has already been published.

The following sub-sections elaborate on the functionalities associated with these options.

2.4.1. Using the View menu option

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Overview

The preview feature enables users to view the form as it will appear to end-users. This helps verify layout, functionality and content before making the form live, reducing the risk of errors.

1. Click on the vertical ellipsis icon under the Action column, against any displayed row entry of the Forms Library page to toggle the row-context menu option labeled as View.

Fig: 44 - Clicking on the View menu option

2. After clicking on it, the following page loads with the General Information and Workflow Settings sections visible. The breadcrumb on the top-right indicates that you are currently viewing the first step. Here you can view the entire form name, type, description, reviewer pool, approver pool, filer pool related info and applicable mail template, if set earlier. All data/fields are in read-only mode since you are viewing the form details.

   Fig: 45 - General Information and Workflow Settings sections

3. Click on the Next button at the bottom-right to proceed to the second step.
4. Get redirected to the second step of the form, titled as Form Content. The breadcrumb on the top-right indicates that you are currently viewing the second step. There are four fields here labeled as follows:
   • On Screen Information
   • Policy Statement and Applicable Rules
   • Reviewer Information
   • Form Instructions
   You cannot make any changes or inputs here. If these fields were earlier populated, then the data is displayed in this stage.

Fig: 46 - Form Content view of the second step

5. Click on the Next button at the bottom-right to proceed to the third and last step.
6. Get redirected to the third step of the form with the Field Library panel displayed on the left panel and the steps and constituting answer types / fields on the right side of the page, as designed for the form earlier. You cannot drag and drop any answer types from the left panel. The breadcrumb on the top-right indicates that you are currently viewing the third step.

Fig: 47 - Third step various page elements

7. On the right, each field configuration can be viewed by clicking on the expand icon. Scroll down on the expanded field config area to view the details. You can also view the fields of each section / step by clicking on the label displayed at the top. You cannot make any changes here. Click on the collapse icon to close the expanded view. The + icon at the top-right (to add a new section), the Available Answer Types left panel elements and the Save button at the bottom-right are displayed, but all are disabled since you are in view mode.

Fig: 48 - Animated view of the third step of a custom form

8. Click on the Cancel button to exit this view form mode, close this page and get redirected to the Forms Library page showing the grid view.

Fig: 49 - Cancel button to exit the form view mode

2.4.2. Using the Edit menu option

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Overview

Selecting the Edit option allows users to modify an existing form. This is useful for updating content, adjusting configurations, or refining the design based on feedback, regulatory updates or changing requirements.

1. Click on the vertical ellipsis icon under the Action column, against any displayed row entry of the Forms Library page to toggle the row-context menu option labeled as Edit.

Fig: 50 - Clicking on the Edit menu option

2. After clicking on it, the following page loads with the General Information and Workflow Settings sections visible. The breadcrumb on the top-right indicates that you are currently in the first step of form editing. Here you can view the entire form name, type, description, reviewer pool, approver pool, filer pool related info and applicable mail template, if set earlier. All data/fields are in editable mode. Make necessary changes as per your requirement.

   Fig: 51 - General Information and Workflow Settings sections

3. Click on the Next button at the bottom-right to proceed to the second step.

Fig: 52 - Proceeding to the second stage

4. Get redirected to the second step of the form, titled as Form Content. The breadcrumb on the top-right indicates that you are currently in the second step. There are four fields here labeled as follows:
   • On Screen Information
   • Policy Statement and Applicable Rules
   • Reviewer Information
   • Form Instructions
   You can make any changes or inputs here. If these fields were earlier populated, then the data is displayed in this stage. Make necessary changes as per your requirement.

Fig: 53 - Form Content partial view of the second step

5. Click on the Next button at the bottom-right to proceed to the third and last step.
6. Get redirected to the third step of the form with the Field Library panel displayed on the left panel and the steps and constituting questions / form fields on the right side of the page, as designed for the form earlier. You can drag and drop any fields from the left panel. The breadcrumb on the top-right indicates that you are currently viewing the third step.

Fig: 54 - Third step various page elements

7. On the right, each field configuration can be viewed by clicking on the expand icon. Scroll down on the expanded field config area of an existing answer type to view the previously provided details. Click on the collapse icon to close the expanded edit field details area.
   
   You can also view the answer types included in each section by clicking on the label displayed at the top. You can make any changes here.
8. You can also use the delete icon to remove an answer type from the section, or use the duplicate icon to clone a particular field configuration of an answer type.
9. Click on the + icon at the top-right to add a new section and drag answer types from the left side on this new section. Make appropriate field level configurations.

Fig: 55 - Animated view of editing a custom form in the third step

10. Click on the Save button at the bottom-right once you have made all of your changes. This closes this page and redirects you to the Forms Library page, showing the updated form in the grid view.

2.4.3. Using the Publish menu option

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Overview

The Publish option makes the form available for use. Once published, the form can be accessed by intended users and submissions will be logged accordingly in the SurgeONE system.

The Forms created here, once published, get reflected on the Forms page. To publish a created form, perform the following step:

1. Click on the vertical ellipsis icon under the Action column, against any displayed row entry of the Forms Library page to toggle the row-context menu option labeled as Publish. The status of the form must be Draft. Otherwise, this menu option is greyed-out.

Fig: 56 - Clicking on the Publish menu option

2. Click on it. A confirmation modal loads. Provide your confirmation to publish this form by clicking on the Yes, Publish button.
3. The following success notification gets triggered and the form gets published - which can be used by associated firms, agencies or clients. The status of the form gets updated showing the color-coded Active tag, as visible under the Status column of the grid view.

   Fig: 57 - Success notification and form status update

2.4.4. Using the Clone menu option   Feature currently disabled

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Overview

The Clone feature enables users to quickly create copies of existing forms which are already created in the system.

2.4.5. Using the Form Preview menu option

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Overview

The Form Preview feature enables users to quickly preview forms which are already created in the system.

1. Click on the vertical ellipsis icon under the Action column, against any displayed row entry of the Forms Library page to toggle the row-context menu option labeled as Form Preview.

Fig: 61 - Clicking on the Form Preview menu option

2. After clicking on it, a rendered version of the chosen form loads and is visible in the full page view.

   Fig: 62 - Rendered version of the chosen form

Let us try to understand the various elements present in the rendered form.

Fig: 63 - Elements of the rendered version of the chosen form

The above screenshot is indicated with numerical values which correspond with the stated points of the table below.

Sl. No.	Page Element	Description and Benefit
1		The name of the form provided at the time of form creation or form update later on gets displayed at the top. Benefit: Helps the user quickly check the form he / she is previewing.
2		The form description gets displayed if you hover you mouse pointer over the info icon beside the form name at the header. It is displayed only if it is provided in the form. This icon is absent if there is no description provided for the form. Benefit: Provides quick glance of description, if present.
3		The Submission Name field is present in the form only if the Submission Name Required? slider was enabled during form creation or editing. If present, it is a mandatory field. Benefit: Ensures each submission is uniquely identifiable for tracking and reference.
4		The section name is displayed at the top of the rendered form. If multiple sections are present in a designed form, multiple section names get displayed accordingly. Benefit: Helps users navigate complex forms by clearly separating content into sections.
5		The field number of all answer types set in the form are indicated before the question label. Any other answer type of a new section continue the serial numbering. The question label is displayed. Any fields of the form which are mandatory have a red asterisk (*) mark against the field label / name. Also, any placeholder label provided earlier gets displayed within the field input area to assist any user who will fill up the form. Benefit: Provides clarity on mandatory inputs and guides users to fill forms correctly.
6		A question mark icon can be present beside the label if help text was set for the field during form creation or editing. You can hover your mouse pointer over the icon to the right of any form field to reveal the tooltip (help text) associated with it. Benefit: Provides instant guidance to reduce errors and improve user confidence while filling forms.
7		Current status of the form being viewed gets displayed at the bottom-left. The current status of the form is displayed as a color-coded status tag. The color-coded status tag is read-only and cannot be changed during preview of the form. The status tag label and color can vary depending on the form. Benefit: Keeps users informed of progress and form state at a glance.
8		The Cancel button is present to close this rendered form page and get redirected to the Forms Library grid view. Benefit: Provides quick exit and return to the library without losing navigation context.
9		Displays icons for the stages of the form. This breadcrumb view displays the current and other stages of form processing during its preview. Benefit: Helps users track progress and understand where they are in the workflow.
Additional Information: The stage-wise icons can vary depending on the configuration of the form. If no pools are configured (in the Workflow Settings section of the first step of form configuration), then the above image is displayed to depict the form stages. Submission Complete If only the reviewer and approver pools are configured, then the below image depicts the form stages that are displayed. The stages are also mentioned in the following bullet points. Submission Review: Reviewer Pool Approval: Approver Pool Complete Fig: 64 - View of the stages when only the reviewer and approver pools are configured If only the filer pool is configured, then the below image depicts the form stages that are displayed. The stages are also mentioned in the following bullet points. Submission Filing: Filer Pool Regulatory Filing Complete Fig: 65 - View of the stages when only the filer pool is configured If all the pools, that is the reviewer, approver and filer pools are configured, then the below image depicts the form stages that are displayed. The stages are also mentioned in the following bullet points. Submission Review: Reviewer Pool Approval: Approver Pool Filing: Filer Pool Regulatory Filing Complete Fig: 66 - View of the stages when the reviewer, approver and filer pools are configured
NOTE: The following one-liners help you understand what each stage stands for. Submission – Initial entry of the form into the workflow. Review: Reviewer Pool – Assigned reviewers validate and provide feedback. Approval: Approver Pool – Approvers grant formal authorization to proceed. Filing: Filer Pool – Filers prepare and submit finalized documents. Regulatory Filing – Submission made to external regulatory authorities. Complete – Successfully finished with any / all configured stages finished.
10		Option to toggle the expanded and collapsed view of the information panel area. The panel contains the following elements - On Screen Info, Instructions and Audit Trail. These have been explained in the following three rows below. Benefit: Allows flexible viewing of supporting details without cluttering the main form area.
11		In the second stage of form creation or update, you can set a suitable information in the panel area which will be displayed here on screen to guide users with contextual details or instructions while they view, use or fill out the form. This section provides users with a concise overview of the form's purpose and requirements directly on the screen. Benefit: Clear upfront details reduce confusion and improve accuracy in submissions.
12		In the second stage of form creation or update, you may also set applicable instructions or logic that the form should follow during execution in the Form Instructions area. This section outlines step by step guidance for completing the form accurately. Instructions may include how to fill each field, acceptable formats for responses, and examples where applicable. Users are encouraged to review these directions carefully before submission to avoid errors or delays. Benefit: Dictated instructions help streamline the process and ensure consistency across all entries.
13		The form audit trail area is collapsed by default. Clicking on the down arrow icon at its right expands the panel area to reveal system recorded log details. These displayed records are useful because it provides a transparent record of every action taken on a form, including who created, edited, reviewed, or approved it and when those changes occurred. Benefit: Ensures accountability, supports compliance, and helps trace issues or discrepancies quickly.

2.4.6. Using the Version Change menu option

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Overview

The Version Change feature enables users to quickly make a new version of existing forms which are already created in the system.

1. Click on the vertical ellipsis icon under the Action column, against any displayed row entry of the Forms Library page with Active status to toggle the row-context menu option labeled as Version Change. The menu option is also present for forms with Draft status, but is greyed-out for such forms.

Fig: 67 - Clicking on the Version Change menu option

2. After clicking on it, a modal window gets triggered to display the version update success message. Click on the OK button to close this modal.

   Fig: 68 - Version change success notification

3. An updated version of the form gets created and is visible in the grid view. The previous version is not displayed. The version number value increments after version update and the status changes from Active to Draft. The Version Change menu option is still present but is greyed-out. It gets enabled only when this form is published.

   Fig: 69 - Version updated of chosen form

2.5. Pagination

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Overview

Pagination controls are provided to help users navigate through multiple pages of form entries. This feature improves performance and usability by limiting the number of entries displayed at once, making it easier to browse and manage large datasets. Users can efficiently navigate to the exact set of entries they need without unnecessary scrolling by using the pagination options.

Pagination options are provided at the bottom-left, to navigate through multiple pages of entries, which populate the grid view as per the selected count of items per page. Selectable options are 10, 20 and 50, where the former is set by default.

Prev and Next buttons are also provided to navigate to the next and previous pages respectively, along with individual page numbers to navigate to a particular page.

Fig: 70 - Pagination options

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