Forms Overview
Create and manage data collection forms for compliance assessments and questionnaires.
Forms Overview
Forms in PartnerAlly help you collect structured data for compliance purposes. Use them for self-assessments, vendor questionnaires, data collection, and compliance checklists.
What Are Forms?
Forms are structured questionnaires that collect specific information. They're used for:
| Use Case | Example |
|---|---|
| Self-Assessment | Annual security self-assessment |
| Vendor Assessment | Third-party security questionnaire |
| Data Collection | Collecting asset inventory information |
| Compliance Checklist | Pre-audit verification checklist |
| Attestation | Policy acknowledgment forms |
| Risk Assessment | Risk identification questionnaire |
Forms turn unstructured data collection into organized, auditable records that integrate with your compliance program.
Form Components
Questions
Forms contain questions with various types:
- Text input (short and long)
- Multiple choice (single select)
- Checkboxes (multi-select)
- Date/time pickers
- File uploads
- Rating scales
- Yes/No toggles
Sections
Group related questions:
- Organize by topic
- Add section descriptions
- Conditional sections
Logic
Control question flow:
- Skip logic (show/hide based on answers)
- Required vs. optional
- Validation rules
Form Lifecycle
Create → Publish → Distribute → Collect → Analyze| Stage | What Happens |
|---|---|
| Create | Build the form with questions |
| Publish | Make the form available |
| Distribute | Send to respondents |
| Collect | Gather responses |
| Analyze | Review and use the data |
Accessing Forms
Navigate to forms via:
- Sidebar - Click "Forms" in the main navigation
- Tasks - Form tasks link directly to forms
- Keyboard - Press
GthenF
Form List
The forms page shows:
- All forms you have access to
- Form status (draft, published, closed)
- Response count
- Last modified date
Form Statuses
| Status | Meaning |
|---|---|
| Draft | Being created, not yet available |
| Published | Active and accepting responses |
| Closed | No longer accepting responses |
| Archived | Stored for records |
Documentation Sections
Viewing Forms
Navigate and find forms in your library.
Form Builder
Create and edit forms with the visual builder.
Templates
Use and create form templates.
Responses
View and analyze form responses.
Forms and Workflows
Forms integrate with workflows:
Form Tasks
Create tasks that require form completion:
- Add a "Form" type task to a workflow
- Link it to a specific form
- Assignee completes the form
- Form submission completes the task
Assessment Workflows
Common pattern:
- Create assessment form
- Create workflow with form tasks
- Distribute to team
- Collect responses
- Review and act on findings
Form Best Practices
Design
- Keep forms focused and concise
- Group related questions
- Use clear, simple language
- Provide context where needed
Questions
- Make questions unambiguous
- Use appropriate question types
- Mark truly required fields only
- Include help text for complex items
Distribution
- Set clear deadlines
- Communicate the purpose
- Follow up on incomplete responses
- Thank respondents
Analysis
- Review responses promptly
- Identify patterns and trends
- Act on findings
- Document conclusions
Long, complex forms have lower completion rates. Consider breaking large assessments into multiple shorter forms.
Form Permissions
Who can do what:
| Role | Permissions |
|---|---|
| Admin | Create, edit, delete all forms |
| Form Creator | Create and manage their forms |
| Respondent | Complete assigned forms |
| Viewer | View form responses (if permitted) |
Common Questions
Can I edit a published form?
Yes, but with caution:
- Minor changes are usually fine
- Major changes may invalidate previous responses
- Consider creating a new version instead
Are responses anonymous?
By default, responses are attributed:
- Respondent identity is recorded
- For anonymous surveys, configure accordingly
- Compliance forms typically need attribution
Can I require digital signatures?
Yes, if configured:
- Add attestation fields
- Require acknowledgment
- Signature is recorded with timestamp
How do I export form data?
- Go to the form's Responses tab
- Click "Export"
- Choose format (CSV, PDF)
- Download the data
Integration with Compliance
Forms connect to your compliance program:
| Integration | Example |
|---|---|
| Gap Evidence | Form responses as compliance evidence |
| Risk Input | Risk assessment forms feed risk registry |
| Control Verification | Checklists verify control operation |
| Audit Support | Questionnaires document audit readiness |
Next Steps
- Form List - Find and manage forms
- Form Builder - Create new forms
- Templates - Use pre-built templates