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About

The Form Publisher is a tool designed for capturing field-level insights, collecting data, and coordinating workflows across an ecosystem. It allows managers to build structured data templates that can be assigned as tasks within projects.

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Quick Start

  • To access the Form Publisher, navigate to the drop down menu in the top-right corner of the platform and select “My Workflows”
  • Click the ‘Create Form’ button to enter the builder.
  • Basic Information: Provide a Form Name and Directions.
    • Directions are the “helper text” that the person filling out the form will see to help them understand what information is required.

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Methods for Building Forms

There are two primary ways to create forms within Open Impact: using the AI Generator to prompt editable form fields or the Manual Builder to customize your own fields.

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1. AI Form Generator

The AI Generator is the most efficient way to convert suggestive prompts, existing documents (like PDFs) or written instructions into digital forms.
  • Input Information in the ‘Chat’
    • Give Instructions: In the chat field, tell the AI Assistant what you need the form to do and any specific constraints or details.
    • Upload or Paste: You can upload a PDF of an existing form, type information, or paste text directly into the query field.
    • Click the Arrow to generate the draft form.
    • The AI Assistant will indicate when it has generated a draft form.
  • Preview and Edit form
    • Before the fields are finalized, you can select ‘Review’ to preview, reorder, and rename fields and select ‘Create Form’ when complete.
    • Once the form is generated you can also further edit each field by double clicking on any field.
    • You can edit the ‘Prompt Name’ or change the ‘Container Type’ to a different type of field format, or ‘Select from Existing’ to use saved fields.
    • Select ‘Update’ to save changes
  • Iterative Building: In the ‘Chat’ tab you can ask the AI Assistant to edit the form, such as asking to add additional fields to further refine the form before finishing.
  • Click ‘Save’ when you are satisfied with the results 

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2. Manual Field Builder

To build field-by-field, the manual builder allows you to add blocks.
  • Click “+ Add your first block”
  • The ‘Fields’ options contain field containers for collecting data:
  • Text Input/Area: For short written responses such as names
  • Text Area: For longer written responses, such as paragraphs
  • Select: For multi-select options
  • Radio Groups: For single-select options
  • Color Picker: for selecting color values 
  • Date Time: For selecting from a range of date and time options 
  • Range Slider: For selecting from a range of numerical values
  • Rich Text Editor: For dynamic text
  • After selecting a container, choose your prompts 
    • To Select from Existing Prompts
      • Check the box next to the prompt you would like to use
      • Use the search bar to find prompts
    • To Add a new Prompt: click the ‘Add’ button
      • Enter the prompt information and click ‘Save’
      • Find the new prompt in the list and check the box to use it 
  • Once you have selected all of the prompts you would like to use, click ‘Add Selected’
  • Continue to add blocks until your form is complete 
  • You can edit fields and click ‘Save’ when you are satisfied with the results 
Suggestion:
Reuse existing prompts whenever possible to ensure data is codified and structured consistently across all your forms

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Publishing and Collections

Once your form is built, it must be published to a ‘Template Collection’ to be used in projects.
  1. Click ‘Publish’ at the bottom of the screen after saving your form
  2. Select a Collection: Choose an existing ‘Template Collection’ (typically organized by organization or project) or create a new one
  3. Title the form in the ‘Task Template Name’ field
  4. Add ‘Instructions’ about using the form
  5. Select if you want to ‘Require Approval’, and/or to ensure the form is live select ‘Make active’ 
  6. Select ‘Publish’

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Managing Your Templates

To manage all your form templates, navigate to the menu in the top-right corner of the platform and select “My Workflows” and then “Template Collections”. 
  • You can ‘Search’ for a specific template collection
  • View Collections: Click the right facing arrow to the left of a collection for the drop down to see individual forms within the collection
  • Edit Settings: Use the Settings (Gear) icon to change high-level details like the form name or active status
  • Edit Fields: Use the Edit (Pencil) icon to return to the form builder and modify specific fields. Select ‘Save’ if you make changes.

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FAQ

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