When you open a workflow step, it may contain one or more form activities. Each form presents a set of questions and fields for you to complete. Forms can include text fields, dates, numbers, dropdowns, checkboxes, and more. Some fields are pre-populated with information from the person record, and validation rules ensure the data you enter is correct before the step can be completed.
How forms work within steps
Forms are part of workflow step activities. When a step is created, its mandatory form activities are loaded automatically based on the step definition. Each form appears as a separate tab in the step editor.
You complete forms by:
Opening the step in the step editor.
Clicking on the form activity tab.
Working through the sections and completing the required fields.
Moving to the next activity when finished.
📌 Note: Some forms have multiple sections. You can navigate between sections within a form using the section controls.
Field types
Forms can contain the following types of field:
Field type | Description |
Short text | A single-line text field (up to 4,000 characters). |
Long text | A multi-line text area for longer entries. |
Rich text | A formatted text field with basic styling options. |
Number | A numeric field, which may have specific range limits. |
Date | A date picker. |
Date and time | A date and time picker. |
Yes/No (Boolean) | A checkbox. |
Dropdown (Lookup) | A dropdown or radio button selection from a predefined list of options. |
Image | An image upload field. |
📌 Note: The specific fields available depend on the form template. Each form is configured by your system administrator.
Pre-populated fields
Some fields on a form are automatically filled in with data from the person record when the form is opened. For example, the person's name, date of birth, or address may appear without you needing to enter them.
Pre-populated fields can be:
Editable - you can change the pre-populated value if needed.
Read-only - the value is shown for reference but cannot be changed.
🤓 Tip: Some fields are dynamically pre-populated based on your answers to other questions. For example, selecting a related person in one field may automatically fill in their details in another.
Mandatory and optional fields
Mandatory fields must be completed before the step can be finished. If a mandatory field is empty, the form displays a validation error.
Optional fields can be left blank if the information is not available or not relevant.
⚠️ Important: You cannot finish a step until all mandatory fields across all mandatory forms are completed.
Validation
Forms validate your entries in several ways:
Validation type | What it checks |
Data type | The value matches the expected format (for example, a valid date in a date field). |
Mandatory fields | All required fields have been completed. |
Range limits | Numeric values are within the allowed range. |
Custom rules | Additional business rules configured for specific fields or the form as a whole. |
Validation indicators appear on each form tab in the step editor to show whether the form is complete and valid.
When validation errors appear
Before first save — only data type errors are shown immediately.
After first save — mandatory field and additional rule checks are also displayed.
On finish — all validation rules are checked across all forms before the step can be completed.
🤓 Tip: If you see validation errors when trying to finish a step, check each form tab for the specific fields that need attention.
Repeating sections and tables
Some forms include repeating sections or tables where you can add multiple rows of information. For example, a form might allow you to add multiple family members or multiple addresses.
Click Add to add a new row or section.
Complete the fields for each entry.
Click Remove to delete a row you no longer need.
Party search fields
Some forms include a party search field that allows you to search for and select a person or organisation from within the form. This is used when the form needs to reference another person, such as a family member, carer, or professional.
Click the search icon or button in the party search field.
Enter search criteria (for example, a name or date of birth).
Select the correct person from the results.
Their details are linked to the form.
Form types with special actions
Some form templates trigger specific actions when completed:
Form type | What happens on completion |
Add child protection plan | Makes the person subject to a child protection plan. |
Amend/end child protection plan | Makes the person subject to a child protection plan. |
Add registration | Registers the person (Scotland). |
Amend/end registration | Updates or ends a registration (Scotland). |
Financial assessment | Routes the form to financial assessment processing. |
📌 Note: These special actions are configured on the form template by your system administrator. Standard forms simply capture and store the information you enter.