Configure Forms (R365 Training)

  • Published on Mar 30, 2026
  • 7 minute(s) read
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Forms are configured on the Admin Checklists and Forms screen.

Forms are ad hoc checklists that support completion at any time. If a required completion timeframe is enabled, the form applies a recurring due date that resets after a specified number of days.

Updates to new and existing forms are automatically saved but not visible for users until the form is published.

This article covers Forms within R365 Training. For information on Forms in R365 Task Management, see the Create a Form Template article.

Security

Users must have at least one of the following permissions to configure forms:

  • Account Owner

  • Administrator (Company Admin)

These permissions are granted in the user details of a user profile. Learn more about managing R365 Training users.

Create or Edit a Form

Create a New Form

  1. From the Admin page, open the Checklists & Forms page.

  2. Select the Plus button in the top right corner.

  3. Select Create Checklist & Form.

  4. Select Form.

Edit an Existing Form

  1. From the Admin page, open the Checklists & Forms page.

  2. Select the Menu button for the desired form.

  3. Select Edit.

Duplicate an Existing Form

  1. From the Admin page, open the Checklists & Forms page.

  2. Select the Menu button for the desired form.

  3. Select Duplicate.

Configure Form Settings

Set a Form Title

The form title is visible to all users with access to submit or configure forms.

  1. Open the desired form.

  2. Navigate to the ‘Form’ section at the top of the screen.

  3. Enter the desired Title.

Updates to the form title are automatically saved. The form must be published for changes to be visible for users.

Set a Recurring Due date

Enabling a required completion timeframe adds a recurring due date that resets after a set number of days.

  1. Open the desired form.

  2. Navigate to the ‘Form’ section at the top of the screen.

  3. Enable the ‘Require a completed by timeframe’ setting.

  4. Enter the number of days allowed for form submission after the previous due date.

  5. Set the start date for the recurring due date window.

Updates to the completion timeframe are automatically saved. The form must be published for changes to take effect.

Enable a Form for Select Locations (Audience)

By default, forms are available for all locations. Forms can be limited to select locations through the ‘Audience’ setting.

  1. Open the desired form.

  2. Navigate to the ‘Form’ section at the top of the screen.

  3. Select the Audience button.

  4. Select Custom Audience.

  5. Disable ‘Send to All Locations’.

  6. Select the desired locations.

  7. Click ‘Select Roles’.

  8. Confirm the desired user roles.

  9. Click Publish.

Enable a Form for All Locations (Audience)

By default, forms are available for all locations. Forms can be limited to select locations through the ‘Audience’ setting.

  1. Open the desired form.

  2. Navigate to the ‘Form’ section at the top of the screen.

  3. Select the Audience button.

  4. Select Custom Audience.

  5. Enable ‘Send to All Locations’.

  6. Click ‘Select Roles’.

  7. Confirm the desired user roles.

  8. Click Publish.

Enable a Form for Select User Roles (Audience)

By default, forms are available for all user roles. Forms can be limited to select user roles through the ‘Audience’ setting.

  1. Open the desired form.

  2. Navigate to the ‘Form’ section at the top of the screen.

  3. Select the Audience button.

  4. Select Custom Audience.

  5. Confirm desired location settings.

  6. Click ‘Select Roles’.

  7. Disable All Roles.

  8. Select desired user roles.

  9. Click Publish.

Enable a Form for All User Roles (Audience)

By default, forms are available for all user roles. Forms can be limited to select user roles through the ‘Audience’ setting.

  1. Open the desired form.

  2. Navigate to the ‘Form’ section at the top of the screen.

  3. Select the Audience button.

  4. Select Custom Audience.

  5. Confirm desired location settings.

  6. Click ‘Select Roles’.

  7. Enable All Roles.

  8. Click Publish.

Set Notified Users

The users selected under ‘Notify on Submission’ will be notified each time the form is completed.

  1. Open the desired form.

  2. Navigate to the ‘Form’ section at the top of the screen.

  3. Select the Notify of Submission button.

  4. Select the desired users.

  5. Click Save.

Configure Sections

Add Sections

Form sections are displayed as collapsible collections of form items. Sections can keep forms organized and can assist users with navigating long forms.

  1. Open the desired form.

  2. Select the section that the new section will be placed after.

  3. Select +Section.

  4. Name the section.

  5. Configure section items.

Updates to form sections are automatically saved. The form must be published for changes to be visible for users.

Rename Sections

  1. Open the desired form.

  2. Click the title for the section to enter edit mode, then enter the new title.

Updates to form sections are automatically saved. The form must be published for changes to be visible for users.

Delete Sections

Deleting a section will also delete all child form items. This action cannot be undone. It is recommended to deactivate sections with response history instead of deleting them.

  1. Open the desired form.

  2. Select the desired section.

  3. Select the trashcan.

  4. Confirm that the section and all of its child items should be deleted.

Updates to form sections are automatically saved. The form must be published for changes to be visible for users.

Deactivate or Reactivate Sections

When a section is deactivated, it is not displayed for users, but remains configured on the form.

  1. Open the desired form.

  2. Toggle the N/A setting for the desired section.

    1. When N/A is enabled, the section and child items are hidden.

    2. When N/A is disabled, the section and child items are displayed.

Updates to form sections are automatically saved. The form must be published for changes to be visible for users.

Reorder Sections

  1. Open the desired form.

  2. Grab the header for the desired section.

  3. Drag to the desired position.

Updates to form sections are automatically saved. The form must be published for changes to be visible for users.

Configure Form Items

Add Form Items

  1. Open the desired form.

  2. Expand the section that the form item will be placed in.

  3. Select the form item that the new form item will be placed after.

  4. Select +Item.

  5. Name the form item.

  6. Configure the form item as needed.

Updates to form items are automatically saved. The form must be published for changes to be visible for users.

Delete Form Items

Deleting a form item removes it from the form entirely. This action cannot be undone. It is recommended to deactivate form items that have response history instead of deleting them.

  1. Open the desired form.

  2. Hover over the desired form item, then select the trashcan in the header.

Updates to form items are automatically saved. The form must be published for changes to be visible for users.

Deactivate or Reactivate Form Items

When a form item is deactivated, it is not displayed for users, but remains configured on the form.

  1. Open the desired form.

  2. Locate the desired form item and expand its details.

  3. Toggle the N/A setting in the bottom right corner of the item details.

    1. When N/A is enabled, the form item is hidden.

    2. When N/A is disabled, the form item is displayed.

Updates to form items are automatically saved. The form must be published for changes to be visible for users.

Change Form Item Response Type

The form item response type determines what users will input when completing the form.

  1. Open the desired form.

  2. Locate the desired form item and expand its details.

  3. Select the desired response type from the dropdown menu.

Available form item response types:

  • Checkbox

  • Yes/No

  • Short Text

  • Long Text

  • Information

  • Number

  • Single Select

  • Multi Select

  • Date

  • Date & Time

Updates to form items are automatically saved. The form must be published for changes to be live for users.

Configure Single or Multi Select Form Items

When the item response type for is Single Select or Multi Select, at least two response options must be configured.

  1. Click Add Option to add new options.

  2. Click the trashcan button to remove unneeded additional options.

    1. Option 1 and Option 2 cannot be deleted.

  3. Enter option text for all options.

Updates to form items are automatically saved. The form must be published for changes to be visible for users.

Set Form Item as Required

  1. Open the desired form.

  2. Locate the desired form item and expand its details.

  3. Toggle the ‘Required’ setting in the bottom right corner of the item details.

    1. When ‘Required’ is enabled, the form cannot be completed without input.

    2. When ‘Required’ is disabled, the form can be completed without input.

Updates to form items are automatically saved. The form must be published for changes to be visible for users.

Allow Users to Add Media to a Form Item

When media is enabled for a form item, users will be able to upload images and documents to support their response.

  1. Open the desired form.

  2. Locate the desired form item and expand its details.

  3. Toggle the ‘Camera’ setting in the bottom right corner of the item details.

    1. When ‘Camera’ is enabled, media can be uploaded.

    2. When ‘Camera’ is disabled, media cannot be uploaded.

Updates to form items are automatically saved. The form must be published for changes to be visible for users.

Allows Users to Add Comments to a Form Item

When comments are enabled for a form item, users will be able to add comments to support their response.

  1. Open the desired form.

  2. Locate the desired form item and expand its details.

  3. Toggle the ‘Text Bubble’ setting in the bottom right corner of the item details.

    1. When ‘Text Bubble’ is enabled, comments can be added.

    2. When ‘Text Bubble’ is disabled, comments cannot be added.

Updates to form items are automatically saved. The form must be published for changes to be visible for users.

Reorder Form Items

Forms can be reordered within their parent section or moved to other sections.

  1. Open the desired form.

  2. Grab the header for the desired form item.

  3. Drag to the desired position.

Updates to form items are automatically saved. The form must be published for changes to be visible for users.

Preview & Publish Forms

Preview a Form

Form Configuration Screen:

  1. On the Form Configuration screen, click the eye icon to preview the form.

Checklists & Forms Screen:

On the Checklists and Forms screen, follow these steps to preview a form:

  1. Select the Menu button for the desired form.

  2. Select Preview.

Publish a Form

Forms are published from the Form Configuration screen.

  1. Edit the desired form.

  2. Select Save.

  3. Select Save and Publish.

Set a Published Form as Draft

When set to draft, the form is unpublished and users will not be able to access it.

  1. Navigate to the Checklists & Forms screen.

  2. Select the Menu button for the desired form.

  3. Select Set as Draft.