Forms — Workflows: step-by-step

These end-to-end workflows walk through the most common tasks in Forms.

A) Create and design a form

1. In the left menu, click Forms (ensure your permissions allow access).
2. Click Create New Form, enter a name, then click Create.
3. In Step 1 – Design, drag blocks from the right-hand panel onto the canvas.
4. If the form should create or update contacts: drag the Add/Update Contact block.
   • In Properties, set the label and (optionally) enable Organisation.
   • In Fields, use Add Field to include default and custom fields (pre-configured options are pulled in automatically).
5. For survey-style questions: drag a Question block and choose a type (Text, Single Choice, Single Choice (with other), Multi Choice, Multi Choice (with other), Single Choice Rating, Date, Number, Mobile, Email, Phone, Address, Matrix Scale Choice, Data Table).
   • Set Label, Required, Description, or Hide.
   • Use Conditional Settings to show a question only when a prior answer meets a condition.
   • For Data Table, add and configure columns (label, required, number).
6. Add any content, media or navigation blocks you need (New Page, Next/Previous, Video, Attachment, Divider, Rich Text, Image, Button, URL Redirect, Columns).
7. If selling memberships or taking payments:
   • Add a Subscription block and configure Available Plans, Default Status, and payment options (Auto-renew, Default plan, immediate payment or save method).
   • Add a Payment Method block: select gateway(s), enable Discount Codes, configure Fees and Invoicing (select Xero under Integrations if required).
   • In Advanced, decide whether to always capture payment method and whether to skip payment details when the total is $0.
8. If needed, add an Account Payment block so users can view a statement and pay arrears.
9. Style the form using the Style controls (typography, colours and background).
10. Scroll to the Successful Submission page and write the success message.
11. Ensure a Submit button is present as the last action — without it the form will not submit or process.
12. Click Preview (top right) to verify.

B) Publish, share and embed

1. Click Next (top right) or jump to Step 2 – Preview & Publish.
2. Use Share Link to copy a unique public URL (for socials, emails outside SwiftFox, etc.).
3. Set Form Expiry (date/time) and the closed message to display after expiry.
4. To embed on a website, copy the iframe code from Add to Website and set the height/width (increase height to remove scrollbars).
5. For Umbraco, note the Form ID and use the SwiftFox Form block to render the form with site styling.
6. To pre-address a respondent, use Create Form for Individuals to generate a person-specific link.
7. To integrate an external form, use API Details (JWT token + Question IDs).

C) Monitor responses & activity

1. In Step 2 → Report tab, view Total responses / people / unique people and per-question summaries.
2. In Step 2 → Feed tab, see each submission as a post; React, Comment, Create Task, or open Full details.
3. On the Home Activity Feed, see automatic system posts for submissions.
4. On a Person's Profile → Posts, open the submission post and click for Full details.

D) Manage existing forms & data

1. On the Forms list, use the three-dot menu to Edit, Rename, Clone, or Delete; export responses via the row's download icon or Export responses in Step 2.
2. Use Search/Filter/Sort to find forms quickly.
3. Download CSV exports for historical analysis (row = submission; columns = questions).

E) Send a form via SwiftFox email

1. In the email builder, insert a Form block and select your existing form.
2. Because of email tracking, you do not need an Add/Update Contact block — the unique link identifies the recipient automatically.