Communication Tools


What is the Forms Tool?

The Forms Tool allows you to create custom forms with workflows, email alerts, and exportable submissions data.

These forms are for site users only; they cannot be accessed or submitted by people without a login to your site.

How to create & build a form

  • Go to Admin > Tools > Forms Tool > Forms List
  • Click the [+ Create new form] button. The Form Builder opens
Form Builder - Details
  • Give your form a name
  • Provide a description for other admins, such as the target audience of the form
  • Click [Save & Next]
Form Builder - Builder
  • Drag and drop in a question block, then choose the question type (e.g. multiple choice, textbox)
  • Drag and drop in styling elements, such as headings or images
  • Mark mandatory questions as 'required'
  • Click [Save & Next]
Form Builder - Preview
  • See what your form will look like when published
  • If required, go back a step to make changes
Form Builder - Workflow & Permissions

By default there are no approval steps.  If you require one or more, click the  [+ Approval step] button

  •  View form submissions & Status change modifications
    • Submitter
      • By default, the submitter can view the form. Would you also like them to recieve an email notification to confirm their submission? If so, tick 'Receives notification email'
    • Admins
      Select your Admins to have view permissions and/or recieve a notification email.
      • User from database: anyone who has an account on the site
      • Email address / inbox: this might be a group email inbox, such as
      • User from form: you will only see this option if one of your form questions is a 'Person Search' question type. This could be used when the submitter is asked to select their line manager or budget holder
      • Globally defined admins: used only for Senior Site Administrators
      • Note:  an email address / inbox cannot be given permissions to view the form as it does not have a site account or login 
  • Approver form permissions & Request form approval emails
    • The same applies as with the Admins above
  • Click [Save & Next]
Form Builder - Emails

There are three email templates, one each for submitters, admins and approvers.

For each email template:

  • Update the sender name e.g. " Intranet"
  • Update the sender email address if required. Make sure it is in a valid email address format, e.g.  ""
  • Preview to check the text of each email. If you require amendments and would like assistance with the HTML, email us at
Form Builder - Settings & Activation
  • Enter a confirmation message
  • Decide on whether you want to allow users to resubmit, and where the user should be redirected to
  • Activate your form if you are happy with  it

Link to a form

Once your form is active, you then need to direct users to the form with a link on the intranet.

This link could be added to a content item or directly to a section page.

To get your form link:

Submissions Data

To view and/or export your submissions data:

  • Go to Admin > Tools > Forms Tool > Forms List
  • Click on [View & Export] next to your form

Initial Setup - Sender Emails

The default sender email addresses are managed using the following dictionary IDs:

  • 30696
  • 30766
  • 30767

You can also update sender email addresses per form in the Form Builder 'Emails' tab.