Build a Form

Table of Contents

Create a New Form

Add a Section to a Form

Add a Question to a Form

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Each form in iTacit is made up of:

• Sections: Logical groupings of questions (e.g., “Employee Information,” “Manager Comments”)

• Questions: Individual fields that collect data from the user

• Answer Styles: The format of each question (e.g., text, dropdown, multiple choice)

Access the Form Builder

To begin, log in to the Admin Tools app and navigate to Menu > Library > Form Builder.

This is where you’ll create and manage all forms and checklists.

Create a New Form

1. In the Form Builder, click New

2. Enter a clear, descriptive Form Title for your form. Example: “Employee Performance Evaluation”

3. Select the Form Type:

• Form: Used for structured data collection, evaluations, or workflows.

• Checklist: Used for task-based forms, such as inspections or daily routines.

4. Check the box labeled “Enable this form to be selected for use in a form library item” if you plan to publish this form to employees via the Library.

5. Review the Group Properties for the form. These optional settings allow you to control how the form behaves and appears to users:

• Automatically number sections in this form: Adds sequential numbering to each section, which is helpful for longer forms or formal documentation.

• Display each section on a different page: Enables a paginated layout, where users complete one section at a time. This improves readability and focus, especially on mobile devices.

• Add together the answers to all numeric questions and display at the end of the form: Automatically calculates a total score based on numeric responses. You can also:

  • Label the total (e.g., “Total Score” or “Final Rating”)

  • Choose to use currency format if the values represent monetary amounts

6. Review the Question Display Options. This section controls how questions are presented to the user when they complete the form. You can choose one of the following modes:

• Always display all questions in order: This is the default setting. All questions will appear in the order they are listed in the Form Builder.

• Allow randomization: This option is useful for surveys or assessments where you want to reduce bias or prevent memorization. You can:

  • Shuffle the order of questions: All questions are shown, but in a randomized sequence.

  • Allow questions to be randomly chosen: Only a subset of questions is shown, selected at random.

• Allow conditional questions: Enables branching logic, allowing questions or entire sections to appear only if certain conditions are met based on previous answers.

  • Example: If a user selects “Unsatisfied” in a satisfaction question, a follow-up question asking why can be displayed conditionally.

7. Determine who can edit the form and who can use it in the Form Library It

8. Click Apply to save the initial setup.

 

Add a Section to a Form

To add a section, click the New button in the Form Builder. You’ll see the following options:

• Create new form: Starts a completely new form from scratch.

• Create new version of this form: Opens the Form Versioning workflow, allowing you to update the current form while preserving its history.

• Create new section: Adds a blank section to your form.

• Create new section copy: Allows you to duplicate an existing section from the same or another form. This is useful when you want to reuse a standard section layout or question set. Section copies can be edited.

• Create new section reference: Links to a section from another form. This is helpful when you want to maintain a shared section across multiple forms and update it in one place. Section references cannot be edited.

1. Click New > Create New Section.

2. Enter a clear, descriptive Section Title for the section. Example: “Employee Information”

3. Check the  "Show this title" checkbox to display the title in the form

4. Use the Description field to provide context or instructions for the section.
Example: “Please complete all fields below with the employee’s current information.”

5. Check the  "Show this description" checkbox to display the description in the form

6. Review Advanced Section Settings for the section.

• Automatically Number Questions in This Section: Check this box to apply sequential numbering to each question within the section. This is especially useful for formal evaluations or referencing specific questions in reports or discussions.

• Add Together the Answers to All Numeric Questions: Add together numeric answers with a custom label.

  • Label: Enter a custom label for the total score (e.g., “Section Score” or “Subtotal”).

  • Use Currency Format: Check this box if the numeric values represent monetary amounts (e.g., expense forms or budget approvals).

• Randomized Question Pools: These fields allow you to define how many questions should be randomly selected from a pool of available questions:

  • Required Random Questions: Enter the number of questions that must be selected from the main pool.

  • Optional Random Questions: Enter the number of additional questions that can be randomly selected from an optional pool.

• Section Reusability Options: At the bottom of the section editor, you’ll see two radio buttons under “Allow this section to be”:

  • Copied (can be edited in other forms): Allows this section to be copied into another form, where it can be modified independently within that other form.

  • Referenced (cannot be edited in other forms): Allows this section to be referenced in other forms. If this section is referenced in another form, it cannot be edited from within the other form.

7. Section Reusability Options: At the bottom of the section editor, you’ll see two radio buttons under “Allow this section to be”:

• • Copied (can be edited in other forms): Allows this section to be copied into another form, where it can be modified independently within that other form.

  • Referenced (cannot be edited in other forms): Allows this section to be referenced in other forms. If this section is referenced in another form, it cannot be edited from within the other form.

8. Click Apply to save your changes.

Add a Question to a Form

Navigate to the section where you want to add the question. Click the New dropdown menu. Choose one of the following options:

• Question: Create a new question from scratch.

• Question Copy: Duplicate an existing question from the same or another form.

• Question Reference: Link to a question from another form. This keeps the question synced across forms.

1. Click New > Question.

2. Enter the prompt or label for the question.

3. Check the Required box to make the question mandatory. The user will not be able to submit the form without answering it.

4. Select the appropriate answer style from the dropdown.

• Single Line Text: A short text input field for brief responses such as names, titles, or single-word answers.
• Paragraph: A larger text box for detailed responses, comments, or explanations that require multiple sentences.
• Multiple Choice: Allows the user to select one option from a predefined list of choices.
• Multiple Select: Enables the user to select multiple options from a predefined list.
• Numeric: Accepts only numeric values (e.g., quantities, measurements, or IDs).
• Date: Provides a calendar picker for selecting a specific date.
• Date and Time: Allows the user to select both a date and a time for scheduling or timestamp purposes.
• Dropdown: Displays a list of options in a dropdown menu; the user selects one option.
• Signature: Captures a digital signature for approvals, acknowledgments, or consent.

5. Review Additional Options.

• Copied or Referenced

  • Copied (can be edited in other forms): Allows this question to be copied into another form, where it can be modified independently within that other form.

  • Referenced (cannot be edited in other forms): Allows this question to be referenced in other forms. If this question is referenced in another form, it cannot be edited from within the other form.

    • Reference questions like “Employee ID” or “Department” across multiple forms to ensure consistency and reduce maintenance.

• Searchable in Analytics / Usable as a Form Subject: Check this box to make the question available as a filter or data point in the Form Analytics dashboard. This is especially useful for questions that you may want to report on later, such as:

  • Employee name

  • Department

  • Satisfaction rating

6. Click Apply to save a question.