Form builder reference
PilotBPM forms collect structured data, run automations on submit, and can be filled internally (signed-in users) or externally (public links).
Internal vs external forms
| Access | Who can fill | Identity | Typical URL |
|---|---|---|---|
| INTERNAL | Signed-in tenant members | User account recorded | /forms/{id} (Fill tab) |
| PUBLIC | Anyone with the link | Email required | /forms/public/{id} |
| PROTECTED | Anyone with link + access code | Email required | /forms/public/{id} |
| ANONYMOUS | Anyone with the link | No identity stored | /forms/public/{id} |
Internal forms live under Forms → {form} → Fill. Department scoping and permissions (form.view, form.manage) control who sees and edits them.
External forms are published and served at /forms/public/{id}. The same schema powers both — only access mode and renderer context differ.
Form settings (toolbar → Form settings)
- Name / description — shown on fill pages and in admin lists.
- Access — INTERNAL / PUBLIC / PROTECTED / ANONYMOUS.
- Department — optional scope.
- Retention — days to keep submissions (blank = forever).
- Step navbar — multipage titles + icons across the top.
- Store submission data — when off, submit actions still run but rows are not saved.
- Notify emails, success message, redirect URL.
Forms can be archived or deleted permanently (builder toolbar or form card menu). Deletion is blocked while linked to RentQue.
Builder layout
- Left sidebar — field palette only. Drag onto a page’s Load tab or click to add.
- Top toolbar — Form settings, Events, AI, Import, Delete, Save.
- Page cards — each page has Load (fields + on-load actions), Submit (ordered actions), and Options (title, icon).
Click a field to open its inline inspector directly below that row. The sidebar stays palette-only so you never scroll the whole page to reach field settings.
Field types
| Type | Purpose |
|---|---|
| text / textarea / email / phone / number | Standard inputs |
| hidden / password | Hidden or masked values |
| select / radio / checkbox_group | Choices (static or dynamic lists) |
| checkbox / date / range | Toggle, date, slider |
| file | Upload with extension/size/rename rules |
| button | Custom submit / navigation / URL |
| content / container | HTML block or field grouping |
| calculated | Formula over other fields |
| pdf_preview | Live preview of a PDF action |
Each field has a stable key and belongs to one page.
Field behaviors
Toggle behaviors as chips on the selected field: Required, Icon, Hint, Placeholder, Default value (shortcodes OK), Validation, Dynamic options, Show if / Required if, file rules, button action, formulas, etc.
Dynamic options & list filtering
On select, radio, or checkbox_group, enable Dynamic options and pick:
- RentQue properties, Departments, Sub-departments, Team members, or a custom List (Forms → Lists).
Limit which entries appear:
- Show all entries
- Only selected entries — include only the chips you click
- All except selected entries — exclude clicked chips
Submit actions
Runs in order on the page’s Submit tab:
| Action | Purpose |
|---|---|
| Send email | Shortcodes in subject/body; optional PDF attach |
| Generate PDF | HTML → PDF (Chromium); filename, orientation, header/footer |
| File uploads & PDFs | Route uploads and/or generated PDF (see below) |
| Go to next page | Multipage flow |
| Launch workflow / Open ticket / Notify | Downstream automation |
| Start RentQue application | RentQue bridge |
File uploads & PDFs
Add File uploads & PDFs on the Submit tab (a banner explains the flow). Configure:
- What — upload fields and/or PDF from an earlier Generate PDF action.
- Where — File Cabinet, company documents, or submission only.
- Cabinet targeting — resident folder vs property record; fixed or field-mapped department.
Event listeners (toolbar → Events)
React while filling: field changes, blur, or page opens. Add conditional Only when rules, then Set field value, Show field, or Hide field.
Shortcodes
Use in emails, PDF HTML, defaults, and file rename templates.
{{field_key}},{{__table}},{{__ip}},{{__date}},{{__uuid}}{data:field},{var:name},{user:email},{date:},{fields:completed}{file:safename},{file:extension},{str:uuid},{str:ip}
Import
Import accepts ChronoForms-style JSON backups into schema v2.