Form Builder - Configuration Guide

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Overview

The Form Builder in Entity Manager allows you to create dynamic, multi-step forms for data collection. For permitting solutions, forms are used to capture permit applications, inspection checklists, review workflows, and citizen-facing submissions.

Form Builder Capabilities

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Prerequisites

Before building forms, ensure:

• Entity has been created with required fields
• User has CREATE permission on ENTITY resource
• Required field types are defined on the entity
• For payment fields: Payment provider configured in system settings
• For APO fields: GIS integration configured

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Section 1: Field Types Reference

1.1 Available Field Types

The platform supports 27+ field types organized by category:

Suggested Fields (Quick Access)

Text & Content Fields

Contact Fields

Numeric Fields

Date & Time Fields

Selection Fields

File & Media Fields

Relationship Fields

Location Fields

Advanced Fields

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Section 2: Field Configuration Options

2.1 Basic Field Settings

Every field has these configuration options:

2.2 Selection Field Options (Dropdown, Radio, Checkbox)

For fields with options:

Validation Rules:

• At least two options are required
• Duplicate option labels are not allowed
• Options can be reordered by dragging

2.3 Number Field Configuration

Navigation: Field Config → Advanced Configuration

Unit Options:

Unit Position Options:

2.4 Date Field Configuration

Navigation: Field Config → Advanced Configuration

Date Format Options:

Time Format Options:

2.5 Boolean Field Configuration

Navigation: Field Config → Advanced Configuration

Display Options:

2.6 File Field Configuration

Navigation: Field Config → Advanced Configuration → Enable File Restrictions

Allowed File Types:

Size Units:

2.7 Association Field Configuration

Navigation: Field Config → Advanced Configuration

Layout Type Options

Layout Type Description: "Select how associated records will be displayed"

Visible Fields Description: "Select which fields should be visible (Pills layout: single field, Cards layout: multiple fields)"

2.8 User Field Configuration

2.9 APO Field Configuration (Address, Parcel, Owner)

The APO field is a composite field that integrates with GIS to capture property information. It combines three data sections: Address, Parcel, and Owner.

Navigation: Field Config → Advanced Configuration

APO Required Components

Address Section Fields (8 fields)

Parcel Section Fields (7 fields)

Owner Section Fields (10 fields)

2.10 Payment Field Configuration

Payment fields enable fee collection within forms. Configure how payment amounts are calculated.

Navigation: Field Config → Payment Configuration

Amount Type Options

Payment Field Settings

Fee Schedule Configuration (Calculation Type)

Payment Add-Ons (Calculation Type)

2.11 Formula Field Configuration

Formula fields auto-calculate values based on other fields in the form.

Navigation: Field Config → Formula Configuration

Formula Syntax

• Reference fields using {fieldName} notation
• Supports basic arithmetic: +, -, *, /
• Supports comparison operators for conditions
• Fields update dynamically when referenced values change

Example Formulas:

AI Formula Creation

The formula builder includes AI assistance:

• Click Create with AI to describe the formula in natural language
• AI will generate the appropriate formula code
• Maximum instruction length: 3000 characters

2.12 Validation Rules Configuration

Navigation: Field Config → Validation

Available Validation Rules

Validation Labels and Descriptions

Built-in Regex Patterns

Validation Error Messages

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Section 3: Multi-Step Form Configuration

3.1 Form Structure

Forms in the builder have a hierarchical structure:

3.2 Creating Steps

Navigation: Form Builder → Click + Add Step or + Add Review Step

Step Types

Review Step Behavior:

"When users reach this step, they can review the data they entered in the previous steps."

Each step can contain:

• Multiple sections
• Multiple fields per section
• Step-specific submission actions

Step Features:

• Steps can be reordered by dragging
• Each step can have its own submission actions
• Steps are displayed as a wizard/stepper UI

3.3 Step Configuration

Navigation: Click on step → Settings (gear icon)

Step General Settings

Tooltip text description: "Appears as a tooltip when users hover over the Step."

Step Submission Actions

Accordion: Step Submission Actions

Configure actions that execute when the step is submitted:

"Use this to update field values, change statuses, or inject data into fields - including those not present in the current step."

3.4 Creating Sections

Navigation: Form Builder → Step → Click + Add Section

Sections help organize related fields:

• Group fields by topic (Applicant Info, Property Details, etc.)
• Sections can be reordered within a step
• Sections can be expanded/collapsed

Section Settings:

3.5 Adding Fields

Navigation: Form Builder → Section → Click + Add Field

When adding fields:

1. Select field from the entity's available fields
2. Configure field-specific options
3. Drag to reorder within or between sections
4. Set validation and visibility rules

Field Drag & Drop:

• Drag fields to reorder within a section
• Drag fields between sections
• Drag fields between steps

3.6 Form Configuration Settings

Navigation: Form Builder → Click Configure Form (settings icon)

Form Details

Navigation Controls

Customize the labels for navigation buttons throughout the form:

Tooltip: "Configure the labels for navigation buttons that appear throughout the form."

Form Display Options

Show Field Description: "Controls whether helper text is shown for each form field to assist users with filling out the form"

Form Submission Actions

Accordion: Form Submission Actions

Configure actions that execute when the entire form is submitted:

"Use this to update field values, change statuses, or inject data into fields - including those not present in the form."

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Section 4: Conditional Logic

4.1 Field Visibility Conditions

Fields can be shown or hidden based on conditions:

Navigation: Field Config → Conditions → Visibility

Condition Configuration:

4.2 Required Field Conditions

Fields can be conditionally required:

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Section 5: AI Autofill Configuration

5.1 Overview

AI Autofill allows fields to be automatically populated using AI analysis of other fields or attached documents.

Navigation: Field Config → Fill Method → Fill with AI

5.2 AI Autofill Settings

5.3 Knowledge Base Sources

Add knowledge sources to improve AI accuracy:

5.4 AI Instruction Best Practices

• Be specific about what data to extract
• Reference field names and expected formats
• Maximum instruction length: 3000 characters
• Test instructions with sample data

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Section 6: Form Submission Actions

6.1 Step Submission Actions

Navigation: Step Settings → Submission Actions → Add Action

Actions that execute when a step is submitted:

Configuration Text:

"Use this to update field values, change statuses, or inject data into fields - including those not present in the current step."

6.2 Form Submission Actions

Navigation: Form Settings → Submission Actions → Add Action

Actions that execute when the entire form is submitted:

Configuration Text:

"Use this to update field values, change statuses, or inject data into fields - including those not present in the form."

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Section 7: Form Sharing

7.1 Generating Public Links

Navigation: Form Builder → Click Share Form button

Features:

• Generate public URL for external access
• Anyone with the link can submit the form
• Track submissions from shared forms

7.2 Share Form Settings

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Section 8: Permitting Solution Patterns

8.1 Permit Application Form Pattern

8.2 Inspection Checklist Pattern

8.3 Field Configuration for Permits

Recommended Field Configurations:

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Troubleshooting

Common Issues

Fields Not Appearing in Form Builder

Check:

1. Ensure fields are created on the entity first
2. Verify you have permission to edit the entity
3. Refresh the form builder page

Conditional Logic Not Working

Check:

1. Ensure the condition field is included in the form
2. Verify the condition values match exactly
3. Check that the field is not hidden by another rule

File Upload Failures

Check:

1. Verify file size is within limits
2. Check that file type is in allowed list
3. Ensure maximum file count is not exceeded

Submission Actions Not Executing

Check:

1. Verify the action configuration is complete
2. Check that target fields exist
3. Review automation logs for errors

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Code Reference

Source Files

Field Type Configuration

Entity & Field Configuration

Form Builder Configuration

Conditional Logic & Payment

APO & Location Fields

AI & Formula Fields

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Related Documentation

• Fee Definitions Guide - Payment configuration details
• End-to-End Permit Workflow - Complete permit setup
• View Configuration - Grid and Kanban views
• Role-Based Access Control - Permissions

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This guide is aligned with the entity-manager-app codebase as of January 2026.