Form: structure and logic

This section explains what a form is in the system, what it consists of, and how an administrator manages it through tabs.

1. What is a form (task register)

A form is a container for tasks and their data. It defines:

• field structure (what data to store),
• workflow logic (steps),
• access rules (who can do what),
• additional features (extensions),
• display in the task list (columns, title).

2. What a form consists of (as it looks in the UI)

Form settings tabs

• Settings — base form parameters and task title settings.
• Template (fields) — list of form fields and their parameters.
• Access — access rules and permissions.
• Routes (steps) — execution steps / route.
• Extensions — extensions (email, webhook, etc.).

3. Base form settings (Settings)

Form fields:

• name — form name.
• icon, icon_color — visual icon and color.
• folder_id — folder where the form is stored.

Task title settings (settings.task_title):

• icon — show icon.
• form_name — add form name to the title.
• task_id — add task ID.
• custom_title — custom title prefix.

Print templates:
Print templates are custom templates used to output a task to a file (PDF) or for printing.

Supported formats: .html, .xlsx, .xls, .docx

How it works:

• each template is attached to a specific form,
• when printing or exporting a task, the system injects task data into the selected template,
• the template defines the document look (structure, styles, branding),
• a form can have multiple print templates,
• templates can be added or removed without changing the form structure,
• changing a template does not affect task data, only the output format.

4. Columns in the task register (settings.columns_order)

A form stores the order of columns shown in the task register.

• Column management is available only to users with ADMIN or SUPER-ADMIN rights.
• Columns are configured in the task register by clicking the button
  (to the left of the create task button)
• The left side shows available columns, the right side shows active (visible) columns.
• Drag a column to Active columns and click Save.

5. Form fields (Template)

The Template tab is used to configure the form fields:

• add and remove fields,
• manage order,
• visibility and required conditions.

👉 Details: Form fields setup

6. Access

The Access tab is used to configure task permissions for this form.

A form supports access:

• by users,
• by departments,
• by positions,
• with specific rights (read / update / export, etc.),
• with extra conditions (if supported by the UI).

👉 Details: Form access

[SCR: Access tab]

7. Steps (Routes)

The Steps tab configures the execution route for form tasks.

Steps define:

• stage name,
• position in the route,
• assignees and approvers,
• transition or assignment rules (if supported by the UI).

👉 Details: Steps configuration (Workflow)

[SCR: Steps tab]

8. Extensions

The Extensions tab connects additional functionality to the form.

Extensions allow you to:

• configure email notifications,
• send data via webhook,
• connect integrations and other add-ons.

👉 Details: Form extensions

[SCR: Extensions tab]

9. Form lifecycle (short)

A form goes through the following lifecycle:

• Creation — the form is created and admin access is granted automatically.
• Editing — you can change name, icon, folder, task title settings, and column order.
• Duplication — the form and all its fields are copied.
• Deletion — the form is removed together with all related tasks.

Important! The form is deleted together with all its tasks!

[SCR: form actions menu (create / duplicate / delete)]

10. What admins should remember

• Form changes do not delete existing tasks but may affect how data is displayed.
• Task list column order is a separate setting and does not match field order.
• The task title is built from task_title settings and field values marked "Show in title".