Form overview

Forms collect structured answers, files, and other evidence. They are useful for assessments, checklists, intake questions, observations, and any workflow that should produce a consistent Report.

How Forms work

A Form is Library content. Its questions and supporting content are organized into ordered sections that people complete one at a time. A Form can contain:

• Checkbox, Short text, Long text, Number, Date & time, Single choice, Multiple choice, and Upload fields;
• Info text for instructions that do not collect an answer; and
• Display image content for visual guidance.

Authors can make fields required, add field-specific limits, and optionally configure automatic grading. Each completed Form creates an immutable Report that preserves the questions, answers, uploaded files, and score that applied at submission time.

Use a Form when collecting consistent answers is the main goal. Use a Guide when the main goal is step-by-step instruction or an interactive activity. A Guide can also be mapped to a Form so one completion produces a combined Guide and Form Report.

Create, test, and use a Form

1. In Library, open the folder where the Form should live. Open Create, select New Form, enter a name, and select Create Form. You can also import a compatible .form archive.
2. In the Form builder, add sections, fields, and supporting content. CareMap autosaves changes; there is no separate Save button.
3. Open Form issues and resolve anything that prevents filling, then use Preview to test the section flow and answer rules without creating a response or Report.
4. From Library, select Fill Form. Choose who the Report is About, complete the sections, and select Submit Form.
5. Open View report after submission, or find the result later under Reports.

Forms may also be opened from an available assignment or reminder. Authors can duplicate, rename, move, export, or archive a Form from its Library actions. Archiving stops new responses but keeps existing submissions and Reports.

Access and Form states

Folder access controls who can see, fill, or edit a Form. People with usable access can fill a ready Form. Folder owners and editors can author Forms when Form authoring is available for their license. To give someone access, share the Library folder with the appropriate permission level.

Library shows the current Form state:

• Needs setup means the Form has issues that must be fixed before filling.
• Ready means the active Form can accept responses when the workspace and the person's access allow it.
• Archived means the Form no longer accepts new responses.

Forms do not have separate draft, publish, or version states. A successful autosave updates the current active Form, but past Reports remain unchanged.

Fix common problems

• New Form is missing: Check that you are in a writable Library folder and that Form authoring is available for your license.
• Fill Form is missing or the Form will not open: Confirm that the Form is Ready, active, and in a workspace that can accept new responses.
• The Form says Needs setup: Edit it, open Form issues, and resolve each listed item.
• An expected Report is missing: Confirm that submission reached the Form submitted screen, then check the current workspace and Report filters.
• Someone else cannot use the Form: Review the containing folder's sharing and permission level.