Configure form settings in the Form Builder

This topic describes how to configure a form using the Form Builder. It also describes the different settings you can customize at a form level.

Supported on all tiers:




The form settings screen gives you the ability to edit a number of your form's properties, ranging from general information about the form to workflow settings. Any changes made will be saved to a new version of the form.

Shows the settings options in the form builder

Form Information

Edit the following general information about the form:

Mobile App Settings

The mobile app settings section controls what form-related information is visible to your mobile users. These include Form Options, and Image Options.

Form Options (Index and Summary)

Form navigation Index

The navigation index is the list of pages in a multi-page form.

  • Show only visited pages: The user will only be able to see their current page, and pages they have already visited. This forces users to work through the form linearly; they can only move forward by going to the next page.

  • Show all pages: All pages in the form will be visible in the navigation index. This means that users can work through the form in any order that they want, such as jumping ahead several pages.

    Note:Be careful when combining this with conditional logic as it is possible for users to skip past a conditional logic trigger. If they later go backwards and trigger that conditional logic, it may change or erase some of their work.

Summary page

The summary page allows a mobile user to quickly review form data before submitting the form on their device. This is useful for checking that all data has been entered correctly, or for showing a customer a view of all data entered before asking them to sign off. Users can share the summary page if the box labeled Allow users to share summary page is selected. Viewing a summary does not submit the form.

Image Options

Save photos captured in app to the device's camera roll: If needed, enable this option to allow mobile users to save photos taken within the ProntoForms app for use outside the app. This will use device storage space, and we recommend that you only select this option when it's absolutely required.

Note:If you have HIPAA compliance requirements, we recommend that you do not enable the option to save images on devices.

Exception Categories

This section lists your Exception categories. Exceptions are used to categorize problems identified during the course of a field technician's work as the user completes a form.



This section deals with documents, or methods of displaying the contents of your form submission in various ways. The documents selected here will be made available for download via the web portal, through the API, and the Sent Box of the mobile app rather than being automatically sent to a Data Destination.

Select which documents you wish to make available in this manner from the dropdown.

Info:The following topics provide more information on documents, the Sent Box, the Data tab on the Web Portal, and the API:

Workflow Settings

This section controls the allowed interactions between the home office and the mobile user. These include edits to existing form submissions, dispatches, and using the Inbox on the mobile app.

Configure how you want mobile users or supervisors to begin a workflow.

Forms Box (User-initiated)
Mobile users can open blank forms from the Forms box in the ProntoForms mobile app.
Inbox (Dispatched forms)
Supervisors can dispatch a form to one or more mobile users. They can choose to prepopulate some of the answers to the form. Mobile users can access all forms dispatched to them from their Inbox in the ProntoForms mobile app.
Inbox and Forms Box
Mobile users can open blank forms from the Forms box or dispatched forms from their Inbox.

Info:Make sure that the Forms box or Inbox are enabled for your team.

When you select one of the options that lets users access dispatched forms, you can allow users to decline them. When a user declines a dispatch, the form submission status changes to DispatchClosed The term "dispatch" refers to the act of sending a form to a mobile user. Typically, a dispatched form includes some information pre-filled to give the recipient context for the work to be done. Dispatch can be manual or automated (using a Dispatch Data Destination or the ProntoForms REST API). Declined.

Note:If you enable the ProntoForms TeamworkClosed ProntoForms Teamwork is an Enterprise tier feature that enables mobile users to transfer icomplete forms for other users to complete as part of a multi-user workflow. This can be useful for jobs that require someone else's expertise or that span multiple shifts. setting, users can’t decline forms.


ProntoForms allows your team to edit form submissions. There are two ways to initiate an edit: from the Web Portal, or in the mobile app. All editing of form submissions is done in the mobile app. The ability to edit form submissions is configured at the form level, giving you control over which forms you want to allow your users to edit.

  • Allow web portal users to send form submissions back to mobile users for editing: When enabled, edits can be initiated from the web portal.

  • Also allow mobile users to edit their own form submissions from the Sent box: When enabled, users can edit the forms they submitted from their Sent box.

  • Also allow mobile users to edit other users’ submissions from the Search box: When enabled, users can edit other user’s submitted forms from their Search box.

Info:Forms sent for editing are unable to be declined, unlike standard dispatches. The topic Editing Form Submissions describes how editing form submissions works in more detail.

Note:Editing form submissions is incompatible with the Data Record Passthrough setting.

ProntoForms Teamwork

Select the checkboxes to enable users to transfer incomplete forms that another user can complete. You can select the following options:

  • Allow users to transfer forms directly to other users. Users can transfer incomplete forms directly to any users who have permissions to access the form.

  • Allow users to release incomplete forms for any other team member to claim.

Tip: With any ProntoForms Teamwork configuration, supervisors can always unassign and reassign forms as needed.

This feature is only available for Enterprise tier customers.

Info:If you enable this setting, users can’t decline dispatched forms. The topic Steps to Enable ProntoForms Teamwork on a Form describes the ProntoForms Teamwork feature in more detail.

Sent Box Options

These options apply to teams that have the Sent box enabled.


Max Data Records in Sent Box

This setting controls the maximum number of submissions of this form held in the Sent box. Enter “0” to disable storage of items in the Sent box. To remove restrictions, leave the field blank.

Note:This setting does not affect the number of submissions of other forms held in the Sent box.

Days in the Sent Box

This is how long form submissions will be available in the Sent box. To remove restrictions, leave the field blank.

Search Options

Select this option if you want users to access form submissions in the Search box of the Mobile App.

Info:You must enable the Search box on a team level to use this setting. The topic Enable the Mobile Search feature describes how to enable the Search box at the team level.

Advanced Properties

Data Record Naming

Enter a Naming Expression to customize the name of dispatched, saved, and submitted forms.

The system displays the unique, customized name at various stages of your workflow:


The topic Customize Dispatched, Saved, and Submitted Form Names with Data Record Naming describes how to name Form Submissions in more detail.

Data Record Naming does not affect the name of files sent through Data Destinations. The topic Change How Form Submissions Are Named and Organized in Cloud Services describes how to name files in Data Destinations.

Data Passthrough

If selected, no submitted form data will be saved in the ProntoForms system, only a record of where the data went. This is a useful setting for organizations who collect sensitive information, but it is only recommended for use in cases where it is necessary, as this setting limits the ability of the ProntoForms team to troubleshoot.

Before you enable Data Passthrough, consider the following:

Info:The topic Enable Data Passthrough on Forms describes the limitations of the Data Passthrough feature in more detail.

Advanced Options

Collect geo location:

Enable this setting to automatically collect a form-level geo stamp that the user can’t see. The geo stamp shows the location of the mobile device when the user submits the form. This means that you don’t need to add a geo stamp question to the form unless you want the mobile user to be able to edit the location.

Note: This setting depends on the mobile device location settings. Location services must be enabled on the device for the system to capture the geo-location.

Maximum Submission Size:

This is useful for forms that capture image files, which can be quite large. Choosing this option will help avoid problems in transmission and minimize the impact to data plan usage. We recommend a maximum of 2 MB for best performance on all devices. This is the default value.

Unique Reference Number

When building a form, it is possible to attach a customized unique reference number to the form submission to ensure each file name is different and easily recalled. This can be useful when customizing how your data shows up in the Data tab in the Web Portal.

Reference Number Prefix

The reference number prefix will be shown before the reference number.

The form submission name will contain this prefix in the Web Portal. Manually downloaded documents will also contain this prefix in the file name. The prefix can be any string of text, but it is often the form name.

Note:Data Record Expression Language cannot be used in the prefix.

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