Forms User Manual – UnitusTI Help Center

Design a form: sections, questions, choices, tables, signatures, and static text.
Publish the form, then start a submission for a client or a user.
Email a link. A client can open that link without signing in to UnitusTI.
Finish the submission, print a PDF, and, when the form was built for it, copy answers onto the client record.

The page title is Custom Forms . The menu item and the first tab are both Forms .

1. Open Forms

Sign in to UnitusTI and select your center.
Open the Center menu.
Choose Forms .

The menu item is shown to administrators, teachers, paraeducators, guardians, and the other center roles UnitusTI grants for this module. If you do not see it, your profile does not include one of those roles.

The page opens on the Forms tab. Submissions is the second tab. Settings sits on the same row.

You can also open a person’s submissions from that person’s page. See §14.

2. Before you start

2.1 Who can change a form or a submission

Action	Who
Open Forms, fill a submission, print, export	Anyone who can open the module.
Design a form, publish it, or return it to draft	An Administrator , or the user who created that form. Design is available only while the form is Draft .
Delete a form	An Administrator , or the user who created it.
Finish, reopen, archive, or apply answers to the client record	An Administrator , or the user who started that submission.

Author on the open form shows that person’s user id.

2.2 Settings

Settings applies to the whole center. Open it from the tab row.

Field	What it controls
Days the client link stays open	How many days a client link from Send stays valid. The default is 14. The value must be from 1 to 365.
Client email template	Subject , Cc , and E-mail template used when you assign a form to a client.
User email template	The same three fields when you assign a form to a user.

The note under the templates says: %NAME%, %FORM%, and %LINK% are replaced when the message is sent.

If the center has never saved settings, new messages start from:

Subject: A form was assigned to you: %FORM%
Body: Hello %NAME%, / A form was assigned to you: %FORM%. / %LINK%

Save stores the dialog. Cancel discards it.

3. The two tabs

Tab	What it is
Forms	The catalog of forms you design. A published form is what you assign.
Submissions	One filled copy of a form, for one client or one user.

Settings is a button on this row. It is not a third tab.

4. Forms list

Open Forms .

Columns are Name , Description , and Status . Type in the name or description box to filter the rows already on screen. Status can be All , Draft , or Published .

Click a row to select it. Click the name to open the form.

The button on the right changes with the selection:

What is selected	Button
Nothing, or a Draft	New form
A Published form	Start submission

More → Export downloads the filtered list as Excel.

On the left of the name, the row menu (visible when the row is hovered or selected) has:

Item	What it does
Clone	Asks for a new name, then opens a Draft copy.
Delete	Shown to an administrator or the author. Confirms with Delete and Undoable Action .

A name must be longer than 3 characters and shorter than 100. Continue stays unavailable until the name fits.

5. Create and design a form

5.1 Create

On Forms , click New form .
The title is New Template . Enter the name and choose Continue .
The new form opens as a Draft .

The form has no sections yet. The message is There are no Sections in this Form.

5.2 The editor

Three areas:

The left edge is the outline. Expand it to jump to the title, a section, or a field.
The center is the form.
The right edge is the editor for whatever you click. Collapse it with the arrow. If the selection cannot be resolved, it says Select a zone .

Click the underlined title to edit the form itself: Name , Description , Author , and Created . Author and Created are read-only. Save stores the name and description. create Section starts a section.

A published form opens in view mode. Choose Draft on the toolbar before changing it. See §5.8.

5.3 Sections

create Section asks for Name , Description , and Repeteable . If the section repeats, set Max. Repetitions , then Ok .

Click the section title to edit it on the right:

Field	Notes
Name , Description	Shown on the form.
Repeatable	The person filling the form can add copies of this section, between Minimum and Maximum .
Save	Stores the section.
Create Field	Adds a question. See §5.4.

The section menu can Move Up , Move Down , or Delete .

On a submission, a repeatable section can be cloned or removed from that same menu, within the minimum and maximum. The confirm for a copy is Duplicate Section .

5.4 Fields

Select the section.
Click Create Field .
The title is New Field . Choose a Type and Continue .
The new field is selected on the right. Set Name and Description , then Save .

The description is the help icon beside the question.

The field menu can Move Up , Move Down , or Delete . Delete confirms with Are you sure you want to delete this item?

5.5 Field types

Type	What the person fills
Short Text	One line.
Long Text	Several lines.
Date , Time , Date and Time	A date, a time, or both.
Number , Decimal	A whole number, or a number with decimals.
True / False	A yes/no value.
Email , Phone	Checked as an email address or a phone number.
Single Choice	One option.
Multiple Choice	Any number of options.
Table	A grid. See §5.7.
Static Text Block	Text you write for the reader. It is not an answer, and it has no Mandatory checkbox.
Signature	A signature. Staff use the signature pad. A person on the public link draws it and types a name. An empty signature shows Pending signature .

Mandatory requires an answer before the value is accepted. Default is the starting value for a simple field. Set it on the form design, then Save .

5.6 Source and target

Source is available on Short Text and Long Text . It copies a value from the client chart when the submission is for a client.

Source	What is copied
All	Nothing. The field stays empty until someone types it.
Case Manager	The name of the first case manager on the client’s team.
Legal Guardian	The name of the first legal guardian.
Emergency Contact	Phones, email, and postal code of the emergency contacts, joined together.
Teacher Name	Listed in the menu. It is not copied. A client submission that uses this source can fail to start. Leave the source on All unless you mean one of the three sources above.

The copy runs when the submission is created, and again when you choose Update automatic fields in More on an open client submission.

Target writes an answer back to the client record after the submission is finished. See §10. The empty choice is None .

Field type	Targets you can pick
Short Text	Name , Middle Name , Last Name
Date	Date of birth
Email	Email
Phone	Home Phone , Mobile

Each target can be used on one question. Saving a second question with the same target shows This update is already used on another question.

5.7 Choices and tables

Select a Single Choice or Multiple Choice field. On the form, the item menu can Move Up , Move Down , Insert Before , Insert After , Delete Row , and Settings . A new item asks for Enter Item Name . The name must be longer than 2 characters.

Arrange in a row lays the options across the page. Leave it off to stack them.

Select a Table . On a column header, the menu can Move Left , Move Right , Insert Before , Insert After , Delete , Rename , and Settings . Settings sets the column Type and Mandatory . Pin columns and Pin rows keep the header structure from being rearranged while the form is filled. A table column cannot itself be a table, a choice list, a signature, or a static text block.

5.8 Publish

On a Draft , Publish asks Are you sure you want to publish this form? After you confirm, the status is Published .

A published form can be assigned. It cannot be redesigned until you choose Draft on the toolbar. Submissions already started keep the copy they were given. Later edits to the form do not rewrite them.

Close returns to the list.

6. Submissions list

Open Submissions .

Columns are Name , Description , Type , Client , User , and Status .

Filter	Choices
Name , Description	Text match on the rows already loaded.
Type	All , Client , or User .
Status	All , Assigned , or Finished .

Client shows the client’s name. User shows the user id.

When Type is Client or User , type that person’s id in the box on the left and leave the field (or press Enter). The name appears under the box, and the list reloads for that person. An empty id shows an empty list.

A finished client submission that still needs §10 shows Pending review under the status.

New starts a submission. More → Export downloads the filtered list as Excel. Click the name to open the submission.

Archived submissions stay in All . The status filter has no Archived choice.

7. Start a submission

New on Submissions , or Start submission on a published form, opens Start submission .

Form — a published form. If you started from a published row, this is already filled and cannot be changed.
Type — Client or User .
Select Client or Select User .
Name — the submission name. It starts as the form name. You can change it.
Next .

The next step is E-mail template :

Field	Notes
To	The person’s email. Required to send.
Cc	Starts from Settings .
Email Bcc	Optional.
Subject	Starts from Settings . %FORM% and %NAME% are already replaced.
E-mail template	Preview or Edit . The caption says %LINK% is replaced with the submission link when the message is sent.

Button	What it does
Back	Returns to the form and the person.
Continue without email	Creates the submission and does not send mail.
Send	Creates the submission and sends the message. To , Subject , and the body must be filled.

A client message contains a public link. The person does not sign in. The link stays open for Days the client link stays open . A user message contains a UnitusTI link. The user signs in to open it.

If the message cannot be sent, the submission is still created. Open it from Submissions .

8. Fill a submission

The status of a new submission is Assigned .

Click a question and type the answer. Short answers are stored when you leave the field. A choice, a table, or a signature is stored when you change it.

Update automatic fields (in More ) is shown on a client submission that has at least one Source . It copies those values again from the client chart.

The invitation row under the title is described in §12.

9. Finish, reopen, and archive

Finish is next to the status, and also in More , while the submission is Assigned and you are an administrator or the author. It asks Are you sure you want to finish this submission? The status becomes Finished .

A finished submission cannot be edited. Reopen asks Are you sure you want to reopen this submission? and returns it to Assigned . Reopening clears Pending review .

Archive in More sets the status to Archived . An archived submission is not offered for finishing, and its public link stops working.

10. Apply answers to the client record

This step exists when all of the following are true:

The submission is for a Client .
At least one question has a Target .
The status is Finished .
You are an administrator or the author.

The list and the open submission show Pending review . More → Apply opens Apply to client record .

Column	Meaning
Field	The question.
Current value	What the client record has now.
Submitted answer	What was answered. A blank answer says No change and cannot be selected.

Checked rows are written to the client record when you choose Apply . Pending review then clears. The client chart is not changed until you apply.

11. The public link

The link in a client email opens the submission with no UnitusTI sign-in. The person answers and chooses Finish . The confirm is the same finish question. The page then says This submission was already completed.

Finishing from the link also marks the submission Finished . If the form has targets, it becomes Pending review . The author and the client’s team receive an email. That notice is in English. The subject is A submission was finished: plus the submission name, and the body links back into UnitusTI.

What the person sees	Meaning
This link has expired.	The expiry date has passed.
This link is not valid.	The link is unknown, or the submission was archived.
This submission was already completed.	Someone already finished it. The link does not show the answers.

12. Invite

On an open Assigned submission, the row under the title is a separate invitation. It does not send email. Use §7 when you want the message to go out.

Field	Notes
Email	The address the invitation is stored for.
Grant	View can open the link and cannot change answers. Fill and Update can answer and Finish .
Expiry	The date the link stops working. Required.
Invite	Stores the invitation. The notice is Saved successfully!

13. Print and change log

On the open form or submission, More includes:

Item	What it does
Print	Downloads a PDF of the open form or submission.
Change Log	Opens the activity channel for that submission. The title is the submission name. Entries include the email sent at assignment, Finished , and the apply step.

14. Forms on a client or user page

Page	Tab	What you get
Client chart, and client enrollment	Custom Forms	That client’s submissions. Columns are Name , Status , Created , Last update , and Pending review . New opens Forms with Start submission already aimed at this client.
User account	Custom Forms	That user’s submissions. There is no New button and no Pending review column.
Center information	Custom Forms	Submissions stored at center scope. New submissions are created for a client or a user, so this list is usually empty.

Filter by Name . Page size is 10, 25, or 50. The empty list says No Data . Click the name to open the submission in Forms.

15. Typical workflow

Open Center → Forms .
In Settings , set Days the client link stays open and the client and user email templates.
New form . Add sections and fields. Set Source or Target only on the questions that should read or write the client record.
Publish .
Start submission . Pick the client or user. Send , or Continue without email .
The person fills the public link, or you fill the submission in UnitusTI.
Finish .
If the list shows Pending review , open the submission and Apply the answers you want on the client record.
Print when you need a PDF. Archive when the submission should leave daily work.

16. Troubleshooting

Problem	What to try
Forms is not in the Center menu	Your profile needs a role that includes this module, such as administrator, teacher, paraeducator, or guardian.
New form will not continue	The name must be longer than 3 characters and shorter than 100.
The form will not accept edits	It is Published , or you are not an administrator or the author. Choose Draft if you are allowed to redesign it.
Publish is missing	You are not an administrator or the author, or the form is already published. A published form shows Draft instead.
Start submission is missing on the forms list	Select a Published row. New form is the button for a draft or for no selection.
The form list in the wizard is empty	Publish a form first. The wizard lists published forms only.
A client submission fails as soon as you send or continue	A field Source is Teacher Name , or another source the chart cannot fill. Set Source to All , Case Manager , Legal Guardian , or Emergency Contact , publish again, and start a new submission.
Update automatic fields is missing	The submission must be for a client, still Assigned , and have at least one Source .
This update is already used on another question.	Pick None , or a target that no other question uses.
The client did not receive mail	To must be filled, and you must choose Send rather than Continue without email . Check Settings if the subject or body is empty.
The client link says it expired	Days the client link stays open had already elapsed, or the Expiry on Invite is in the past. Start again or reopen and send a new message.
The link says it is not valid	The address is wrong, or the submission was archived.
The link says the submission was already completed	Someone chose Finish . Staff open it from Submissions . The public link does not show the answers after that.
Finish or Apply is missing	You must be an administrator or the author. Finish is for Assigned . Apply is for a finished client submission that still shows Pending review .
Apply does not list a question	That question has no Target , or the target type does not match the field type in §5.6.
A blank answer cannot be checked	That row is No change . It is not written to the client record.
Reopen removed Pending review	That is expected. Finish the submission again to ask for review once more.
An old submission did not pick up a form edit	Each submission keeps the form as it was when it was started. Start a new submission after you publish the change.
Delete is missing on a row	Delete is limited to an administrator or the author.

17. Glossary

Term	Meaning in this module
Forms	This module, and the tab that lists form designs.
Custom Forms	The page title, and the tab on a client, user, or center page.
Form	The design: sections and questions. In the assign wizard the field is also labeled Form .
Draft	A form that can still be designed. It cannot be assigned.
Published	A form that can be assigned. Choose Draft to design it again.
Submission	One copy of a published form for one client or one user.
Assigned	A submission that is still open for answers.
Finished	A submission that was finished. Answers are locked until Reopen .
Archived	A submission removed from daily work. Its public link no longer opens.
Pending review	A finished client submission whose targets have not been applied to the client record.
Source	Where a short or long text question copies a client-chart value from.
Target	Which client-record field an answer can update when you Apply .
Grant	What a public link allows: View , Fill , or Update .
Author	The user id of the person who created the form or started the submission.

This manual describes Forms as it works in UnitusTI. Labels follow the English UI: Forms, Submissions, New form, Start submission, Draft, Published, Assigned, Finished, Settings, Apply to client record.