Forms

Goal: Create form definitions, publish shareable links, and review submissions.

Forms are organization-scoped intake templates. You define fields in the Forms catalog, publish a link for each collection campaign, and review responses in the dashboard. Public respondents submit without a Stellarbridge account.

Prerequisites

The Forms tenant feature must be enabled. An org admin enables it under Settings → Beta (platform_forms).
Any org member with OrgUser (or a role that includes form routes) may create personal forms when the feature is active.
FormAdmin or OrgUserAdmin may manage any form in the organization, create org-owned forms, and un-archive retired forms.
FormsViewResponses grants org-wide read access to submissions without catalog or publication changes.

Enable Forms for your organization

Open Settings.
Select the Beta tab.
Enable Forms.

When the feature is disabled, existing forms and responses remain visible in read-only mode; new submissions and catalog changes are blocked.

Open the form catalog

Open Forms in the dashboard navigation (shown when the feature is enabled).
Review forms you own, collaborate on, or may use (org-owned templates).
Use search to filter by name, ownership, or status.

Form names are unique within the organization (case-insensitive). Each form has an immutable id; renaming updates the display name on the same id.

Create a form

In Forms, click Create form.
Enter a name and choose Personal or Org-owned.
- Personal: you become the owner and manage collaborators.
- Org-owned: available only to FormAdmin or OrgUserAdmin; the organization stewards the template with no single user owner.
Save. The form opens in the builder with default fields you can edit.

Any org member may create a personal form. Org-owned forms require FormAdmin or OrgUserAdmin.

Build fields

On the form detail page, use the Fields tab to configure the schema.

Supported field types:

Short text, long text, email
Select one, select many
Checkbox, date

For each field, set a label, whether it is required, and optional help text. Select fields require at least one option (up to 50 options per field). Drag fields to reorder them. Save changes to bump the form version; existing publications keep the schema pinned at publish time.

Limits: up to 30 fields per form and 100 forms per organization.

Publish a shareable link

Open the form and select the Sharing tab.
Click Publish and optionally set a label, expiry, or maximum response count.
Copy the publication link and share it with respondents.

Each publication has its own token and share URL (/public/forms/…). You may run multiple publications for the same form (for example, Q1 and Q2 vendor surveys). Revoke a publication to stop new submissions on that link without archiving the form definition.

Review responses

Open the form and select the Responses tab.
Browse submissions for publications you created or forms you co-manage.
Open a response to view the full answer snapshot.

FormAdmin, OrgUserAdmin, and FormsViewResponses may read responses org-wide. Collaborators see responses for forms they co-manage. Responses are immutable after submit.

Collaborators and org-owned forms

On personal forms, the owner (or FormAdmin / OrgUserAdmin) may add org members as collaborators. Collaborators may edit the schema, publish and revoke links, and view responses on that form. They may not archive or delete the form.

On org-owned forms, FormAdmin or OrgUserAdmin manages the collaborator list.

Promote or archive

Promote to org-owned (personal forms only): FormAdmin or OrgUserAdmin converts a personal form to an org-owned template. This is one-way; the former owner may be kept as a collaborator.
Archive: retires the form definition. No new publications may be created; all active publications stop accepting submissions. Stored responses remain readable. The name stays reserved while archived.
Un-archive: FormAdmin or OrgUserAdmin restores an archived form on the same id.

Public respondent flow

Recipients open the publication link without logging in, complete the fields, and submit. Identity is self-reported through form answers only; the platform does not verify email ownership in the current release. Submissions are rate-limited and protected by the platform WAF.

For the recipient perspective, see Public links.

Audit and retention

Each submission records a FORM_SUBMITTED audit event with form id, version, publication id, response id, and field keys answered. Answer values are stored on the response record only; they are not duplicated into audit or SIEM payloads by default.

Submitted responses are retained until explicitly purged by a later feature. Disabling the Forms feature blocks new submissions but does not delete existing responses.