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Issue a form to someone on site or outside the project

Category: Forms And Templates

Pick a form and send it by email or public link, pre-filled where you want it, to one person or to many, and see who has replied.

Input Parameters​

ParameterTypeRequiredDescription
Form TemplateDropdownYesSelect the form template to issue.
Recipient TypeDropdownYesIs the form being issued to an internal team member or an external party?
Internal RecipientDropdownNoSelect the team member to issue the form to.
External Recipient NameTextNoName of the external recipient.
External Recipient EmailTextNoEmail address of the external recipient. Used to send the form link and for verification.
Form Instance TypeDropdownYesHow should the form be completed?
Custom TitleTextNoOptional custom title for this form instance (defaults to the template name).
Instructions for RecipientTextNoOptional instructions or context for the person filling in the form.
Expires In (Days)DropdownNoSet an expiration for the form. After this period the form can no longer be submitted.
Generate QR CodeBooleanNoGenerate a QR code linking to the form for easy sharing or printing.
Pre-fill ContextTextNoOptional information for pre-filling form fields. Describe what values should be pre-populated (e...
Enable Follow-on TaskBooleanNoStart something automatically when the form comes back — writing an inspection up, or producing a...
What happens nextDropdownNoChoose what should happen automatically when the form is submitted.
Auto-execute Follow-on TaskBooleanNoIf enabled, the follow-on task will run automatically when the form is submitted. If disabled, it...

Parameter Details​

Recipient Type

Is the form being issued to an internal team member or an external party?

Options:

  • internal - Internal - a team member in your organisation
  • external - External - someone outside your organisation (subcontractor, client, etc.)

Default: internal

Form Instance Type

How should the form be completed?

Options:

  • assigned - Assigned - one specific person completes the form once
  • open - Open - multiple people can complete the form (e.g., sign-on sheet)
  • anonymous - Anonymous - anyone with the link can complete without identification

Default: assigned

Expires In (Days)

Set an expiration for the form. After this period the form can no longer be submitted.

Options:

  • 1 - 1 day
  • 3 - 3 days
  • 7 - 7 days
  • 14 - 14 days
  • 30 - 30 days
  • `` - No expiry

Generate QR Code

Generate a QR code linking to the form for easy sharing or printing.

Default: False

Enable Follow-on Task

Start something automatically when the form comes back — writing an inspection up, or producing a report.

Default: False

Auto-execute Follow-on Task

If enabled, the follow-on task will run automatically when the form is submitted. If disabled, it will require manual approval.

Default: True

Outputs​

Summary​

Type: Text/Markdown

Summary

Outputs​

Type: Array

Outputs

Completion Time​

Type: Text/Markdown

Completion Time

Form Instance Id​

Type: Text/Markdown

Form Instance ID

Public Share Url​

Type: Text/Markdown

Public Share URL

Qr Code Url​

Type: Text/Markdown

QR Code URL

Example Use Cases​

Issue Safety Inspection to Supervisor​

Issue a daily safety inspection form to an internal supervisor

Configuration:

  • Template Id: template_123
  • Recipient Type: internal
  • Issued To User Id: user_456
  • Instance Type: assigned
  • Title: Safety Inspection - Block A - Week 12
  • Instructions: Please complete the daily safety inspection for Block A ground floor by end of day.
  • Expires In Days: 7
  • Generate Qr Code: False

Issue RAMS Acceptance to Subcontractor​

Issue an open form to an external subcontractor for operatives to sign

Configuration:

  • Template Id: template_789
  • Recipient Type: external
  • External Name: Mike Johnson
  • External Email: mike@groundworks-ltd.co.uk
  • Instance Type: open
  • Title: RAMS Acceptance - Groundworks Package
  • Instructions: All operatives must read the RAMS and sign this acceptance form before starting work.
  • Expires In Days: 30
  • Generate Qr Code: True

Tags: forms · form-instance · issuance · sharing · external

Last updated: 2026-08-31