Forms list

Note: The Forms list is available only when you are using the Nintex CE Platform Experience. Switch to the new experience to see this list.

The Forms page displays a list of your table forms (forms linked to a table), your workflow start forms (forms used to start a workflow upon submission), and those forms shared with you. You can view the list of table forms and workflow start forms you have access to and manage your forms. You can also:

  • Create table forms as part of solutions or as standalone forms.

  • Open, sort, reset, publish, delete, deactivate, and reactivate table forms.

  • Configure dependencies.

  • View form URLs.

  • View tables linked to forms.

Users with an Administrator role can see all table forms and workflow start forms in the tenant.

For more information on table forms, see Table forms. For more information on workflow start forms, see Nintex - Form.

If you want to view a list of your Task forms, click Workflows and see Forms.

Jump to:

Access the Forms page

The forms list is displayed in the Forms page.

  1. Go to Forms > All forms.

  2. Click Standalone or Solution to view forms that are part of solutions or forms that are standalone and not part of solutions.

Open the Form designer for a table form

The Create form button that's available in the Forms page opens the Form designer. The Form designer is where you create, save, and publish forms. Forms can be added to solutions or created as a standalone form. For more information about solutions, see Solutions.

  1. Go to Forms > All forms.

  2. Click Create form.

  3. Select Add to a solution.

  4. Select Add to existing solution.

  5. Select the existing solution.

  6. Click Create.

  7. Enter a Table name.

  8. Enter a Description.

  9. If the data stored in this table will not be in English, select the check box.

  10. Click Get started.

  11. See Table forms for instructions on creating table forms.

  1. Go to Forms > All forms.

  2. Click Create form.

  3. Select Add to a solution.

  4. Select Create as standalone.

  5. Click Next.

  6. Enter a Solution name.

  7. Enter a Solution description.

  8. Select a Color.

  9. Click Create.

  10. Enter a Table name.

  11. Enter a Description.

  12. If the data stored in this table will not be in English, select the check box.

  13. Click Get started.

  14. See Table forms for instructions on creating table forms.

  1. Go to Forms > All forms.

  2. Click Create form.

  3. Select Create as standalone.

  4. Read the important note. Standalone forms and tables cannot be added to a solution later. If you think this form may be used in a solution at some point, it is recommended that you add it a solution now.

  5. If you want to add the new form to a solution instead, click Add to solution. If you want to continue to create the new form as a standalone form, click Create standalone and go to To add a new form to an existing solution or To add a new form to a new solution.

  6. Enter a Table name.

  7. Enter a Description.

  8. If the data stored in this table will not be in English, select the check box.

  9. Click Get started.

  10. See Table forms for instructions on creating table forms.

Manage forms

You can sort, reset, publish, delete, deactivate, and reactivate table forms; configure dependencies; view the form URL; and view tables linked to forms in the Forms page.

Each form in the list has an options menu that lists options relevant to that form. To open the options menu, find the form you want and click that's displayed on the right of the form you want. For information about all the different options available, see Options ().

Forms can be sorted based on the name, status, access type, the last edited date and time, and the user who last edited the form.

  • Click the Forms list column heading to sort the forms in ascending or descending order in that column.

To edit an existing form:

  1. Go to Forms > All forms.

  2. On the Forms page, on the right of the form you want, click and then select Edit from the options menu. The Form designer opens. If a published form is edited and changes are applied, a new draft is created and displayed with the Draft status. Once a draft form is published, that will become the published form for the table.

To remove changes in an existing form and revert to the original auto-generated form:

  1. Go to Forms > All forms.

  2. On the Forms page, on the right of the form you want, click and then select Reset from the options menu. The Form designer opens. If a published form is reset and changes are applied, a new draft is created and displayed with the Draft status. Once a draft form is published, that will become the published form for the table.

To change the configuration of an existing form by updating the provided values:

  1. Go to Forms > All forms.

  2. On the Forms page, on the right of the form you want, click and then select Configure Dependency from the options menu.

  3. Update the fields you want to change. You can adjust all the fields without opening the Form designer.

  4. Click Publish. The form is published. Navigate to the form using the provided form URL and then submit it with your entered values.

    Note: Add the required users to the Tables permissions for the linked table. Users will not be able to view or interact with the form until the necessary permissions are granted. For more information, see Table permissions and roles.

  5. Click OK.

To publish an existing form:

  1. Go to Forms > All forms.

  2. On the Forms page, on the right of the form you want, click and then select Publish from the options menu.

  3. (Optional) Change the Form Name.

  4. (Optional) Change the Form Description.

  5. Select a Form Access type.

    • Authenticated users in this tenant: To access a web-based form using its URL, users must log in with their Nintex CE Platform username and password. To find the URL of your form, see View the form URL. By default, this allows all authenticated users in the tenant to access the form. To restrict access to specific users and groups you choose, publish the form and then add the required users to the Table permissions to select the users and groups that can have access to the form. For information about table permissions, see Table permissions and roles.

    • Anyone with the form URL: Anyone who has the form URL can access and submit the form, and does not need to log in with a Nintex CE Platform user name and password. To find the URL of your form, see View the form URL.

  6. (Optional) The Available in My Nintex check box is selected by default. Clear this check box if you don't want the form to be available in My Nintex.

  7. Click Confirm.

    The form is published and the Form published dialog is displayed with the generated Form URL.

  8. To copy the URL of the web form, click to copy the link or copy the URL from its text box.

    You can use this URL to paste to a web browser to open the form or you can share the URL with users to enter data.

    Alternatively, you can click the Open in new tab icon to directly navigate to the form in a new tab.

  9. Add the required users to the Table permissions for the linked table. Users will not be able to view or interact with the form until the necessary permissions are granted. Unauthenticated users can submit the form but can’t view the data. For details, see Tables permissions and roles.

  10. Click OK to close the Form published dialog box.

    The form status will now change to Published.

Deactivating a form will unpublish it. This feature can be used to pause data entry using the form. You can reactivate it at any time.

To deactivate an existing form:

  1. Go to Forms > All forms.

  2. On the Forms page, on the right of the form you want, click and then select Deactivate from the options menu.

  3. Click Deactivate.

You can reactivate published forms that have been deactivated.

To reactivate an existing form:

  1. Go to Forms > All forms.

  2. On the Forms page, on the right of the form you want, click and then select Reactivate from the options menu.

To view the form URL:

  1. Go to Forms > All forms.

  2. On the Forms page, on the right of the form you want, click and then select Form URL from the options menu.

  3. To copy the URL of the web form, click to copy the link or copy the URL from its text box.

    You can use this URL to paste to a web browser to open the form or you can share the URL with users to enter data.

    Alternatively, you can click the Open in new tab icon to directly navigate to the form in a new tab.

  4. Add the required users to the Table permissions for the linked table. Users will not be able to view or interact with the form until the necessary permissions are granted. Unauthenticated users can submit the form but can’t view the data. For details, see Tables permissions and roles.

  5. Click OK to close the Form published dialog box.

To view the form table:

  1. Go to Forms > All forms.

  2. On the Forms page, on the right of the form you want, click and then select View table from the options menu. The table opens. For more information, see Tables.

You can only delete draft forms. After a form is published, you can only deactivate or reset the form. For more information, see Deactivate forms and Reset forms.

To delete an existing draft form:

  1. Go to Forms > All forms.

  2. On the Forms page, on the right of the form you want, click and then select Delete from the options menu.

  3. Click Deactivate.

Forms columns and selections

Column or selection Description

Name

Name specified when the form was saved or published.

Status

Status of the form.

  • Published: All forms that are published display the Published status.

  • Deactivated: All forms that have been deactivated and unpublished display the Deactivated status.

  • Draft: A draft form is a saved form that's not published. If you edit a published form and save the changes, it becomes a draft version of that form and is given the Draft status.

  • Invalid: If a table has a published or draft form, and a column referenced by the form is deleted from the table, the affected form becomes invalid. For more information, see Invalid forms.

Access type

Access type of the form.

  • Authenticated: Users must log in with their Nintex CE Platform username and password to access the web-based form using its URL.

  • Anonymous: Anonymous forms allow anyone with the form URL to access and submit data without signing in. For more information, see Anonymous table forms.

Last edited

The date and time that the form was saved or published.

Edited by The name of the user who saved or published the form.

Options ()

Lists selections relevant to the indicated form.

  • Edit: Opens the form in the Form designer. If a published form is edited and changes are applied, a new draft is created and displayed with the Draft status. Once a draft form is published, that will become the published form for the table.

  • Reset: Removes changes in an existing form and reverts it to the original auto-generated form.

  • Configure Dependency: Changes the configuration of an existing form by updating the provided values.

  • Deactivate: Available only for published forms. Deactivate and unpublish a published form. This feature can be used to pause data entry using the form. The status of deactivated forms is displayed as Deactivated.

  • Reactivate: Available only for published forms that have been deactivated. Reactivate a form that has been previously deactivated. The form is reactivated, and the status is changed to Published.

  • Publish: Publish the form for it to be available for participants to submit data.

  • Form URL: Available only for published forms. View or copy the generated form URL. You can use this link to view the published form and enter data into the table.

  • View table: View the table. For more information, see Tables.

  • Delete: Available only for Draft forms. After a form is published, you can only deactivate or reset the form. Delete the table form created for the table.