Digital Forms
Create and manage structured digital forms to streamline approvals, data collection, and internal workflows.
Submitting a Form
1
From the Dashboard
Go to Tasks & Notifications.
Click on the form notification.
Fill in the required details and click Submit.
2
Via Email Notification
Go to Tasks & Notifications.
Click on the form notification.
Fill in the required details and click Submit.
3
Open the Forms Module
Select the form link from the list.
Enter the required details and click Submit.
The Task manager will receive notifications; emails can be sent according to the approval workflow that has been configured.
Create a Form
Create a Simple Form
1
2
Once form field is pre-populated
Change the Field Type from Textbox to your preferred type.
Enter a Field Label.
Toggle Required if the field must be mandatory.
(Optional) Add a Field Description to give users extra context.
3
Open the Forms Module
Select the form link from the list.
Enter the required details and click Submit.
Add additional fields as needed.
Available Form Fields
Textbox | A free-text input field where users can enter any text, including special characters (e.g. | Display Header | A static text field for section headings or instructions. |
|---|---|---|---|
Number | Accepts numeric values only (no letters or symbols). Example: phone numbers. | Display Files | Add files to your form that users can download (e.g. policies). |
Requires a properly formatted email address. | Display Text | A static text field for explanatory text or instructions. | |
Radio Button | Allows users to select a single option from a predefined list. | Payment Text | A payment field where users can enter the amount they want to pay (e.g. donations). |
Checkbox | Allows users to select one or more options from a predefined list. | Payment Radio Button | Allows users to select a single predefined payment option. |
Dropdown | Provides a dropdown list of predefined options. An optional toggle in Settings allows multiple selections. | Payment Checkbox | Allows users to select one or more predefined payment options. |
File Upload | Lets users upload a file or attachments (e.g. PDF, images, etc) | Approval Type | Used to link one or more approval workflows to a form. When submitting, users can only select one workflow. |
Date Picker | Provides a calendar interface for selecting a date. Users can scroll through months/years or select from dropdowns. | ||
Time Picker | Allows users to select a time from a dropdown or enter it manually. |
Assign Form Approval Workflow
Approval workflows can be assigned to a form by adding an Approval Type field.
1
Open the Forms module via the side navigation panel.
Create or edit a form.
Under Form Fields, click Add Field.
Set the Field Type to Approval Type.
Enter a Field Label (e.g. Leave Approval Workflow).
Provide a Field Description if needed.
2
Options
Toggle Required to On if the workflow must always be selected.
In Approval Workflow Options, select one or more workflows from the list of existing approval workflows.
Rules and Limitations
You may add multiple Approval Type fields to a form and use conditional logic to show/hide them. Only one Approval Type field can be visible to the end user at a time. A form cannot be published if multiple approval workflow fields are visible at once (to ensure submissions follow a single approval process). Approval workflows cannot be used on forms that include payment fields.
Form Access / Visibility
Access Options | |
|---|---|
Public | Available to anyone with the link. |
User Group | Restricted to selected users in Paperly. |
User Groups |
|---|
Current Staff |
Current Parent |
Current Student |
Targeting Options (by Group) | |
|---|---|
Current Staff | Assign to all staff or specific staff. |
Current Parent | Assign to specific parents of students, parents of year level(s), or parents of class(es). |
Current Student | Assign to specific students, year level(s), or class(es). |
Rules and Limitations
You can use one targeting mode per form: individuals or classes/year levels (not both at the same time). If you need both (e.g., a few individuals and a year level), create separate forms or versions to cover each audience.
Form Meta Data
In Paperly, form metadata is the setup information that defines how a form works in the background.
Metadata of a Form Includes
Field Name | Description |
|---|---|
Form Name | The title used to identify the form. |
Description | A short explanation of the form’s purpose. |
Is this for an Excursion | Specifies if the form should be available within the Excursions module. |
Public Link | Defines whether the form is publicly accessible. |
User Group | Defines who can access the form (e.g., Current Staff, Current Students, Current Parents). |
Form Open | The date/time when the form starts accepting submissions. |
Form Closes | The date/time when the form stops accepting submissions. |
Allow submissions after form closure | Allows submissions after the Form Closes date/time. |
Accounts Code | Required only if the form has payment fields; used for finance tracking. |
Auto-publish after creation | Automatically publishes the form when the creator saves it. |
Send email notification upon form publication | If enabled, when the form is published and the Form Open date/time is reached, email notifications are sent to users in the selected User Group. |
Form Management
View/Manage Specific Form
If you have been assigned to the form, you can access it through one of the following:
Access Type | Instructions |
|---|---|
Navigation Menu |
|
Dashboard |
|
From an Email |
(If you’re not already logged in, you’ll be prompted to log in to Paperly.) |
Schoolbox Schools
A notification will also appear in the Paperly component, which takes users directly to the form.
You can only open a form if you belong to the assigned user group. For example, if the form is assigned to Current Staff and you try to access it as a Current Parent, you will see an error page with the message: “You have not been assigned as a user to access this form.”
View/Manage All Forms
The Form Index List displays all forms relevant to the logged-in user.
Visibility differs by role:
Permissions/Roles | Instructions |
|---|---|
Admin Users |
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Standard Users |
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Approvers |
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Form Submissions
Review Form Submissions
If you have been assigned to the form, you can access/review submissions through one of the following:
Access Type | Instructions |
|---|---|
Forms Module |
|
Dashboard |
|
Email Notification |
(If you’re not already logged in, you’ll be prompted to log in to Paperly.) |
Approve/Reject a Submission
To approve or reject a form submission, follow these steps:
1
Open the form submission via one of the available access points
Dashboard
Email
Forms Module
2
Review the submitted details. Choose one of the following options:
Approve – select the Approve button to finalise the submission.
Reject – select the Reject button to decline the submission.
Requires Resubmission – select this option to send the form back to the user so they can edit their responses and resubmit for approval.
Form Settings
Form Approvals
Approval vs. Notify
Set to Approval to request to XYZ, or Notify to
Create Form Approval Workflow
1
Navigate to form settings
Click to Form Approval Workflows
Then click Add Workflow.
2
Insert a title here
Name – Internal reference name.
Display Name – User-facing name.
Description – Purpose of the workflow.
3
Add at least one approval step:
Name – Step name.
Description – Instructions/details.
Type – Approval/Notify?
Approver – Assign staff approver.
4
Save your settings
Click save to save your workflow.
Or choose to add additional approval steps.
Approval vs. Notify
To request approval from another user, set the Approval Type as "Approver". To simply notify another user of an update/submission to a form, set the Approval Type to "Notify".
Edit Form Approval Workflow
Navigate to the workflow list, click Edit.
1
Navigate to form settings
Click to Form Approval Workflows, then click Add Workflow.
2
Insert a title here
Name – Internal reference name.
Display Name – User-facing name.
Description – Purpose of the workflow.
3
Add at least one approval step:
Name – Step name.
Description – Instructions/details.
Type – Approval/Notify?
Approver – Assign staff approver.
4
Save your settings
Click save to save your workflow, or choose to add additional approval steps.
Workflow Versions
Updates/edits create a new version of the workflow.
Editing Creates New Version
Existing form submissions continue to follow the workflow version they were created under. New form submissions will follow the latest edited version.
Form Permissions
Assign Form Permissions
1
Navigate to Forms → Settings → Permissions.
Click Add Staff.
Select the staff member.
2
Assign a User Role
Assign a User Role
(Admin: can see all forms and all form entries)
Click Save.
Delete Form Permissions
1
Go to Forms → Settings → Permissions.
Locate the staff member in the list.
2
Delete Form Permissions
Click the red bin icon under the Action column.
You do not delete a permissions directly. Instead, you should remove the staff member and re-add them with the updated User Role.
Admin Access to Form Features
Admin users have access to: |
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Creating an Excursion/Trip in Forms
Creating a Form for an Excursion/Trip allows staff to collect and manage all required details, permissions, and approvals in one place.
1
Setup New Excursion/Trip Form
Open the Forms module.
Click Add New Form to begin creating a new form.
2
Complete the Form Details
On the Create New Form screen, fill in the following details:
Load from a Form Template - Select an existing template to pre-populate your form (optional).
Form Name - Enter a clear and descriptive name (e.g., Year 9 City Excursion Form).
Description - Add any instructions or details that staff should know before completing the form.
Is this for an excursion? - Select Yes to allow attaching to an excursion.
Form Open / Form Closes - Set the date and time the form will open and close for submissions (optional).
Allow submission after form closure - Select Yes only if you want to accept late submissions.
Accounts Code - Add an internal code for reporting or budgeting (Required for payments).
Auto-publish after creation - Select Yes if you’d like the form to publish automatically once created.
Send email notification upon form publication - Select Yes if you’d like notifications to send when the form is published.
Click Save to move on to the next stage.
Add Form Fields
After saving, scroll to the Fields section and click Add Field
1
For each field, complete the following:
Field Type - Select the data type (Textbox, Number, Email, Radio, Checkbox, Dropdown, File, Date Picker, Time Picker, etc.).
Field Label - Enter the name that will display on the form (e.g., Destination, Teacher in Charge, Student Year Level).
Field Description - Optionally, provide instructions or clarifying notes.
Required - Toggle on if this field must be completed before submission.
2
Click Add Field again to include additional fields as needed.
Textbox / Email / Number - for short input fields.
Radio / Checkbox / Dropdown - for selection-based questions.
Date Picker / Time Picker - for scheduling or date-specific fields.
File - for uploading supporting documents such as risk assessments.
You can mix and match field types depending on the data you’re collecting
Add Form Conditions (Optional)
1
Under Form Conditions, click Add Condition or Add Group Condition
You can set up conditional logic.
This allows you to show or hide fields based on a user’s response.
2
Note:
Only Radio, Toggle, and Number fields are currently available as conditional triggers.
3
Save and Publish
Once all fields and conditions are added, choose one of the following options:
Save - Save the form as a draft.
Save and Create Form Template - Save the form for use as a template.
Publish - Make the form available for staff submissions.
After publishing
Once your excursion form is published:
Staff can access it under the Forms module.
Approvers will receive notifications according to the assigned workflow.
You can monitor submissions and approval progress in real time.
Time Saver Tip
To save time, you can duplicate an existing form and update the relevant fields.
Need help? Contact Support