Form Settings

Overview

The Settings menu outlines the settings for this particular form. See the below information for a breakdown of each setting menu and its use case

Form Details

In this section you can edit the name of the form, the status of the form, you can edit the description of the form, the colour of the form background, and the Submit button text and colour.

You can also archive the form from within this menu view as seen below.

You can also unarchive 'archived' forms from this menu when a form is archived.

Embedded Form

If you embed an External form on your own website, you can choose whether the form's name appears above it. This is handy when your web page already has its own heading and you don't want the form's title to show twice.

In the Embedded Form section, choose one of the following options:

• Show form name (default) — the form's name is displayed above the embedded form.
• Hide form name — the form's name is hidden so your own page heading can show instead.

Notifications

The notifications option works similarly to how Astalty notifications work, it allows you to customise a notification for a form submission including the notification message, method and recipient.

If you duplicate a form, its notifications are copied to the new form along with their messages, recipients and delivery methods.

Submission Message

This option allows you to customise the submission message displayed when a form is submitted.

Submission Confirmation

The submission message only appears on screen at the moment the form is submitted. If you'd also like the person who filled out the form to receive something in writing, use Submission Confirmation to email them a confirmation that their submission was received.

In the Submission Confirmation section, choose one of the following options:

• Disabled (default) — no confirmation email is sent.
• Email — a confirmation email is sent to the person who submitted the form.

The email goes to the email address on the submitting user's Astalty profile. It is sent to that person only — it doesn't replace form Notifications, which are how you alert managers or other staff that a submission has come in.

What the Confirmation Email Contains

What the email says depends on the form's usage:

Below is an example of the confirmation email for an incident form:

If you duplicate a form, the Submission Confirmation setting is copied to the new form.

Who Can Fill Out This Form

This option is a powerful addition to Forms, allowing you to control who can complete a Form. By default, all new Forms are given Admin, Manager and Team Member access, allowing your Admins, Managers and Team Members (but not Support Workers) to view and submit the Form. You can choose to restrict access to specific users or make the Form available to everyone by clicking on Edit in the Who Can Fill Out This Form section and following the prompts.

Choosing Everyone selects the All Users group, which gives every user in your organisation — including Support Workers — access to the Form. Support Workers only see it against Participants they are associated with, unless you also enable Allow Support Workers to complete this Form on any Supports within the Astalty app (covered below). If you want to isolate who can access the Form, choose specific Users or User Groups instead of Everyone.

You can also make a Form available to Support Workers within the app by selecting Allow Support Workers to complete this Form on any Supports within the Astalty app. When enabled, the Form will appear on every support for every Participant. You can see how this will look in the app by clicking here.

If you need a Form to be visible to Support Workers for one specific Participant only (for example, an ABC report created for an individual), you can do this by creating the Form and then assigning it directly to that Participant via their profile. There's more information on how to do this here.

If you duplicate a form, these access settings are copied to the new Form, including the Allow Support Workers to complete this Form on any Supports within the Astalty app option. Note that Forms assigned to an individual Participant via their profile are not carried over — you’ll need to assign the copy to that Participant separately.

Who Can View Form Submissions

This option is also one of the exciting additions, you can limit who can actually view the submissions of the form. This would be useful for confidential forms like staff incident forms or for forms such as staff supervision forms. 

This access list is also copied when you duplicate a form, so a copy of a confidential Form stays restricted to the same people.