Forms Overview

Individuals, Staff, and other records in SETWorks often need standardized documentation completed on a recurring basis — consent forms, intake questionnaires, monthly summaries, incident reports, and similar paperwork that funders and stakeholders require. Forms digitize that paperwork and let you pull data in from other parts of SETWorks instead of re-keying it, which cuts down on repetitive data entry and reduces transcription errors. Because completed Forms are stored electronically against the relevant record, they support audit readiness and give programs a consistent, retrievable trail of documentation for compliance reviews.

What is a Form?

All users

A Form is a configurable, electronic version of a paper form that staff complete and save directly within a record (an Individual, Staff, Employer, Provider, or Department) or within an Activity Record. Forms live under the Forms tab on the relevant record.

Note: Forms auto-save as you work. A status indicator near the form title briefly shows a saving icon and returns to a saved state after each change, so data entered is preserved even before you click Save.

ⓘ Terminology can be modified within SETWorks to better fit the needs of your organization. If the terminology in our articles are not the same on your site, talk to your local administrator to assist in translation.

How to Access, Add, or Modify a Form

Accessing Forms — Open the relevant record (for example, an Individual's profile) and click Forms in the left-side navigation menu. The Forms tab lists every form completed for that record, with filters for Form, Start Date, End Date, Status, and Priority to narrow the list.

Adding a Form — Click + Create Form above the list. In the Provide Form Prerequisites window, select the form you want to complete from the Forms dropdown, then fill in the fields presented.

Modifying a Form — Locate the form in the list and click Actions on its row, then choose Edit to reopen and update it.

Form Information

Priority: Displays the form's priority level, if one is configured for that form type.
Form Name: The name of the form template that was completed.
Signatures: Indicates the signature status of the form, such as No Signatures Required, when the form template doesn't require a signature to complete.
Status: Read-only field showing the form's current state (for example, Completed). Updates automatically as the form is saved or finalized.
Updated By: Read-only field showing the user who last saved changes to the form.
Updated On: Read-only field showing the date and time of the last update. This is calculated automatically.
Actions: Row-level menu with Edit, Print, Download, Snapshots, Duplicate, and Archive options for managing an individual form entry.
Consumer: Completed for or about an Individual (for example, a monthly summary).
Staff: Completed for or about a staff member or user (for example, an annual checklist).
Employer: Completed for or about an employer (for example, a workplace analysis).
Provider: Completed for the needs of the provider organization (for example, an office maintenance inspection).
Department: Completed for or about a specific department (for example, residential home fire drills).
Activity Record: Completed within a single Activity Record and applies only to that record (for example, daily behavior documentation).

Types of Forms

Forms can be configured for several different record types, depending on who or what the form is about:

Common use cases include monthly or quarterly summaries, consent forms, disclosure forms, release-of-information forms, goal plans, intake questionnaires, and satisfaction surveys, among many other purposes.

Completing a Form

When you select a form from the Provide Form Prerequisites window, it opens with whatever fields the template defines — these can include text boxes, text areas, currency fields, date pickers, timestamps, radio button groups, dropdown lists, rating scales, multi-select lists, and checkbox groups. Fields marked with a red asterisk are required. Once required fields are complete, click Save to finalize the form, or use the dropdown next to Save for additional options such as Save as Draft, Save & Duplicate, Print All, or Print Step.

Note: Saving a form moves its status to Completed and returns you to the Forms list. Use Save as Draft if you need to leave a form incomplete and return to it later.

Signatures

Forms support electronic signatures where a template requires them. Staff can sign using a PIN number or a digital signature pad, and Individuals can sign directly on-screen using a tablet, smartphone, or mouse. Forms can also request electronic signatures from external users, typically sent via email.

Frequently Asked Questions

Do I need to click Save to keep my progress on a form?

No — Forms auto-save as you enter data, so progress isn't lost if you navigate away. Save is still what finalizes the form and moves its status to Completed.

What's the difference between Save and Save as Draft?

Save finalizes the form and marks it Completed. Save as Draft preserves your progress without finalizing, so you can return and finish it later.

Can I delete a form once it's been completed?

The Actions menu on a form offers Archive rather than a delete option, which removes it from the active view without a permanent deletion. If you need a form permanently removed, check with your administrator on your organization's policy.

Can forms pull in data from elsewhere in SETWorks?

Yes — one of the main benefits of Forms is auto-populating data from other areas of SETWorks (such as record details) so staff don't have to re-enter the same information repeatedly.

Can a form be converted into a report?

Forms can be converted into reports for easier exporting or printing, which is useful for sharing completed documentation with funders or stakeholders outside SETWorks.

Who can see or complete a Form?

Access to specific form templates and the records they attach to is governed by your organization's SETWorks permissions. Check with your local administrator if a form type you expect to see isn't available.