👤 This feature is available for the following applications:
Standalone application ✅
Consortium application ❌
🔐 This feature is available for the following user/s:
Administrator ✅
Application Member ❌
Application User with “Review” ability ❌
Application User ❌
🔍 Purpose
This guide helps administrators do the following:
Create a new form template
Edit questions in a form
Add logic to form questions
Make a form private to certain teams or users
Publish a form template
🛠️ Prerequisites
No prerequisites.
📝 Step-by-Step Guide
(a) Creating the New Form Template
1. Navigate to your application
2. Click on your navigation menu
3. Click on the Forms module
4. Click on the Form Templates tab
5. Click the Create button
6. Click the Name field and name your new Form Template
7. Click Save and then close the window
8. Click on the name of the Form Template you've just created
(b) Creating the Sections
1. Click the Create Section icon
2. Click the Name field and enter a name for your section
It is possible to make sections both Repeatable and Disabled. To turn on these features, simply toggle on while creating your section.
3. Click Save and then close.
To add additional sections, simply repeat the process above.
Please note that it is also possible to create parent/child sections. We have demonstrated this further down in this guide.
(c) Creating the Questions
1. Click the Create Questions icon
2. Click the Question field to write your questions
3. Click the Question Type field to select your relevant question type
You can use predicative typing, or scroll through the dropdown to find your question type.
The different question types are as follows:
- Short Answer
- Paragraph
- Multiple Choice
- Check Boxes
- Dropdown
- File Upload
- Linear Scale
- Multiple Choice Grid
- Date
- Time
- Content Block
- ABN Lookup
- Number
- Decimal
- Email
- Percent
- Phone Number
- Address
- URL
- Country
- Lookup
For more information about each Question Type, you may refer to our article Available Question Types
4. Optional: Enter a sub-text or question description
Providing a question description is helpful for sharing resources, providing question context or providing definitions for certain words or terms within a question
5. You can make your question optional by toggling off the Mandatory toggle
All questions are set to mandatory by default.
A Form cannot be submitted until all mandatory questions have been completed.
It is best practice to use question logic to ensure that suppliers are only seeing questions that are relevant to them.
For example, Australian suppliers might be asked to provide their ABN, where as a New Zealand supplier might by asked for the NZBN.
We have demonstrated how to set up question logic further down in this guide.
6. Once you are satisfied with your question wording, click Save and then Close.
(d) Adding answer options to the question
1. Click on the Answers tab
Please note, to add more than one question at a time you will need to use the upload answers tab and enter your answer options each on a new row
2. Click Add an Answer
3. Click the Answer field and type your first answer option
4. Click Add an Answer to save your answer option and then click close.
(e) Adding Question Logic
Question logic may be used to ensure that suppliers are only seeing the questions that are relevant to them.
For example, if a supplier indicates that they are registered 'overseas', you may wish to ask them a series of questions that are only relevant to non-Australian suppliers.
In the example below, we are applying logic to the question "Please select your country of registration".
Based on our logic, this question should only appear if the supplier has answered "Overseas" to the question "Where is your supplier registered".
As demonstrated below, logic can also be applied to sections.
Logic can only be applied to binary questions (e.g. multiple choice, check box), and not free text questions (e.g. short answer, paragraph)
1. Click the Logic tab of the question you'd like to apply logic to
2. Click Create
3. Click the Question field
4. Select the question you'd like to base your logic on
5. Select your comparator
6. Click the Answer field and select your answer option
In this example, if "Where is your supplier registered" equals "Overseas", the question "Please select your country of registration" will be triggered.
Suppliers that had selected "Australia" will not see the new trigger question.
7. Click Save and then close once done.
(f) Editing Questions
You may like to edit a question if you have noticed an error, or have changed your mind on an element of a question
1. Click the Edit Question icon
2. Update your question as required, and click Save and Close once satisfied
(g) Adding Logic to Sections
To add logic to your sections, repeat the same process as outlined above
To add logic to a section, you must have set up at least two sections, and one question with binary answer options
(h) Creating Parent/Child Sections
To create a parent/child section, you must have at least two sections set up
1. Click the Edit Section icon of the section you wish to make the child, and then click on the Parent Section field
2. Select the section you'd like to make the parent
3. Click Save and then close once done.
In this example, you will now see that Section Two sits under Section One and is only visible when the drop-down arrow is clicked
(i) Form Permission
For suppliers or any of your internal team to be able to view a live Form, you will need to Publish the form template
1. Click the Settings icon
2. Toggle on Published
3. Click Save
As demonstrated below, it is also possible to make a Form template 'private' so that only designated users can view it
4. Toggle on Private
5. Click Save
6. Click Team Permissions or User Permissions to permit a team or individual user to see the Form Template
7. Search for your desired user and toggle on Permitted
(j) Testing your Form Template
After you have finalised your form template, you may like to test to ensure the question design & logic makes sense, and it is triggering in the way you would anticipate
1. Click on the Navigation Menu
2. Click on the Forms module
3. Click on the Create button
4. Click the Form Template field
5. Select your newly created Form Template
6. Click the Organisation field and select your Organisation’s profile
7. Click Save
8. Complete the form as if you were a supplier
9. To identify any questions you may have missed, click the Unanswered Questions icon
✋ Need Help?
You have reached the end of this guide.
For assistance, please reach out to your Customer Success Manager, email [email protected], or click the chat icon in the bottom-right corner — we’re here to help!