Managing FormSpaces



Forms are organized in folders called "FormSpaces". Forms are usually grouped into FormSpaces based on business unit, location, or function. In cases where all users can have access to all forms, sometimes one FormSpaceClosed FormSpaces are where forms are stored and organized in the TrueContext Web Portal. A TrueContext Team may have multiple FormSpaces, depending on their needs. Admins can set FormSpace permissions to control which users have access to the forms in that FormSpace. is enough.

FormSpaces control:

Current FormSpace

FormSpaces contain forms, data sourcesClosed Data sources, also known as "Lookups", are external sources of data that you upload or connect to TrueContext. You can reference this data in a form to populate answers or answer options. Data sources save typing, reduce errors, and make it easy to provide mobile users with only the relevant, most current data., data destinations, and more. When you are looking at any of these objects, you are working inside a specific FormSpace. This is your Current FormSpace.

To determine your current FormSpace:

  • Check the Manage Forms top navigation item. The Current FormSpace is the first line.


  • Or, if you are working on a page that is inside of a FormSpace, look for the folder icon below the top navigation. The Current FormSpace is also listed here.


Inside of your current FormSpace, navigate through all the items the FormSpace contains using the large icons on the top right.

You can navigate to different FormSpace items, such as Form Resources or Data Destinations, with the icons in the upper right of the main FormSpace page.

Switch FormSpaces

Switching FormSpaces will allow you to work inside a different FormSpace.

To switch which FormSpace you are working in, mouse over the arrow beside the FormSpace name, and select Switch FormSpace.


List FormSpaces

To list all FormSpaces on a team:

  • Hover over MANAGE FORMS in the main menu and select List FormSpaces.


  • Or, hover over the arrow beside your current FormSpace, and select List FormSpaces.


  • You will land on the FormSpaces list.

    The FormSpace List page displays the contents of each FormSpace you are in. This includes the number of forms, Data Sources and Destinations, Form Resources, and documents.

On the FormSpaces List:

  • FormSpaces are listed in alphabetical order. You can add a number or symbol to the beginning of the name to make it appear at the top of the list.
  • The number of forms, data sources, resources, and data destinations each FormSpace contains is listed.
  • Hover over the gear icon for quick access to options to view FormSpace details, edit a FormSpace, or delete it.

Note:Deleting a FormSpace will delete everything it contains, including forms, Data Sources, and Data Destinations.

When you hover over the gear icon for a FormSpace, you can select to view the FormSpace details, update or delete the FormSpace, or switch from your current FormSpace to the selected one.

Default FormSpace

The Default FormSpace is automatically the "current" FormSpace when users log in to the Web Portal. For teams with more than one FormSpace, the most-edited FormSpace can be set as the Default FormSpace for ease of navigation.

On the FormSpaces page, the Default FormSpace is indicated with a yellow star. Simply select the star beside the desired FormSpace to make it the default FormSpace. There can only be one default FormSpace per team.

The FormSpace List page displays the contents of each FormSpace you are in. This includes the number of forms, Data Sources and Destinations, Form Resources, and documents.

Create a FormSpace

  1. From the FormSpaces page, select Create FormSpace.


  2. Name the FormSpace.

  3. Optionally Notify users of updates to this FormSpace via Push messages. Users will receive a Push Notification through the mobile app when changes have been made. They will be prompted to refresh/reconcile the app to retrieve new data from TrueContext. This will help prevent users from submitting data against out-of-date forms.

    Note:Users must also have their mobile app set up to receive push notifications.

  4. Upload New Logo: If a logo is uploaded in the FormSpace, it will override the Team-level logo for all forms in the FormSpace. This logo will show on all PDF, Word, and HTML documents for forms in the FormSpace. The recommended size for the banner logo is 1200x400px, and supported file types include PNG (recommended) and JPG.

  5. Assign groups to the FormSpace. Users in these groups can use the forms in this FormSpace. A FormSpace can be assigned to multiple groups, and a group can be assigned multiple FormSpaces.

    Group selector for FormSpaces

  6. Assign ConnectionsClosed A Connection is an integration point that's used to link a TrueContext Data Source or Data Destination to an external service to import or export data. Data Destinations and Data Sources that share the same external service can also share the same Connection. to the FormSpace. Connections are required to link Data Destinations and Data Sources to external services.

    Connection selector for FormSpaces

Edit or Delete a FormSpace

To edit or delete a FormSpace:

  1. Navigate to the FormSpaces page.
  2. Hover over the gear icon on the right of the desired FormSpace and select Update or Delete as desired.


Note:Once a FormSpace is deleted, it cannot be recovered. Deleting a FormSpace will also permanently delete all forms, Data Sources, Data Destinations, and Resources contained in the FormSpace, and all form submissions.