Forms in Terriqon: Design, Deploy, and Review Submissions

A Form is the instrument your field team fills in at the point of work — the questions, field types, and validation rules that turn observations on the ground into structured data. Forms are built in a drag-and-drop builder, deployed to Field Officers’ devices as part of a project, and every submission is reviewed before it feeds a KPI or an AI report. Every form belongs to exactly one project, but a project can hold as many forms as you need — registration one week, follow-up the next, exit interview at the end.

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Two ways a form is used

When you create a form, you’re choosing one of two roles for it:

• Linked to a Registry Type (Path A) — the form’s fields mirror the registry’s attributes, and every approved submission creates a new record or updates an existing one. Use this when you’re tracking individuals, facilities, or assets over time. See Registry Types for the entity side of this pairing.
• Standalone (Path B) — the form stands alone, and submissions are reviewed and stored without linking to any entity. Use this for surveys, monitoring checklists, or one-off data collection.

A single project can run both kinds side by side — for example, a registry-linked registration form and a standalone monthly monitoring form.

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Building a form

Open your project, go to the Forms tab, and click Add Form (or use the global form builder from the sidebar).

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Basics

Name the form and assign it a unique code. If you’re on Path A, this is the point to link it to the appropriate Registry Type — doing it now enables automatic record matching from the first submission.

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Sections and fields

Forms are organized into Sections — logical groupings like “Personal Info”, “Household Data”, or “Health History” — with fields inside each. Sections help field officers move through long forms without losing context. Available field types:

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Per-field settings

Each field has:

• Label, placeholder text, and help text
• Required or Optional toggle
• Validations — min/max length, min/max value, regex pattern
• Sensitivity flag — marks the field as containing PII or other sensitive data

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Sensitivity tagging

Fields you tag as Personally Identifiable or Restricted are excluded from the AI report pipeline entirely. The AI works only on aggregated, anonymised metrics; it never sees the raw values of tagged fields. Because the exclusion is driven by your tags, tagging every PII field when you build the form is what keeps personal data out of the pipeline.

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Assign Field Officers

Specify which Field Officers can submit this form from the mobile app. Only assigned officers see the form on their device.

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Publish

Moves the form from Draft to active. Published forms appear on assigned Field Officers’ devices the next time they sync.

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Form states

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Form Templates

If your organization runs the same survey type across multiple projects — a household assessment, a monthly follow-up, a facility inspection checklist — save it as a Form Template at Projects → Templates instead of rebuilding each time. Templates are organization-level, so they’re accessible from any project. Creating a new form from a template generates a pre-populated draft — sections and fields already added — which you customize before linking and publishing. The template itself is never modified; it’s a true reusable blueprint. Each template’s detail view shows the full read-only field structure, every form that’s been created from it, and a Use Template action.

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The submission review flow

When a Field Officer submits a form, it doesn’t go straight into your data. Every submission passes through a review step:

1. Field Officer submits → appears as Pending in the submissions list.
2. Admin or Manager reviews the data.
3. Approve — the submission is confirmed; if the form is linked to a registry, it creates or updates the matching record (Path A).
4. Reject — the submission is flagged; a rejection reason can be entered (up to 255 characters).

Only approved submissions feed KPIs and AI reports. This is your quality gate — it keeps incomplete or malformed data from silently distorting your dashboards. On Path A, a submission that partially matches an existing record triggers a Conflict rather than overwriting. See Registry Types → Conflict resolution for how to resolve those side by side.

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What flows from an approved submission

Every approved submission does three things at once:

• Updates the KPI it contributes to (for Numeric and Percentage KPIs, its data adds to the achieved total)
• Updates any linked registry record (Path A only — creating a new record or updating an existing one)
• Becomes eligible input for the next AI report the project generates (with your sensitive-tagged fields excluded)

That’s why review matters: the same submission moves your metrics, your entity records, and your reports simultaneously.