Forms collect the same information the same way every time: new client enquiries, site visit checklists, activity reports, sign-offs and feedback. You build a form once, share it where it is needed, and every answer comes back to one place. You will find Forms in the Case Manager, under Forms in the left sidebar.
The Forms page has three tabs:
- Form designs: the forms you build.
- Shared forms: where people fill them in: the firm, cases, or a public link.
- Responses: everything sent back, in one list.
1. Build a form
- On the Forms page, click New form. The builder opens.
- Type a name at the top, for example “Client check-in”.
- Pick a question type from Add a field on the left: short text, paragraph, dropdown, checkboxes, yes or no, number, date, time, sign-off, file upload and more. It is added to the current section.
- Click a question to set it up on the right: the question wording, the answer type, whether it is Required, its width, help text and, for choices, the options.
- Rename the section, or click Add section to group questions under another heading.
- Click Preview to see the finished document, shown with sample answers, exactly as it prints to PDF. Click Build to go back to editing.
- Click Publish when it is ready, or Save draft to finish it later.
Shortcut: you can also ask the AI assistant in chat to build a form for you, then check and publish it here.
2. Share it
Open a published form from Form designs and click Share. The Share dialog asks three questions.
Where does it appear?
- The whole firm: everyone in the firm can fill it in.
- Every case: it appears on every case’s Forms tab.
- Chosen cases: only on the cases you pick.
- Public link: anyone with the link can fill it in, without an account. See section 3.
Who can read the responses? Only the person who filled it, the case team, named reviewers, or whoever shared it and admins.
Responses go to. Add the people who receive this form. They are told each time a response comes in, and they can read every response, even when the form is not part of a case or a process.
Then click Share. The form now appears under Shared forms. To change who receives it later, open the shared form and click Change next to “Responses go to”.
Let people start it from My Tasks
Tick People can start it from My Tasks in the Share dialog (or later, under Change). The form is then listed under New in My Tasks for everyone it is shared with, so people can start it themselves whenever they need it, for example an expense claim or an incident report. The dialog shows who their answers will be sent to before they start.
3. Collect answers from anyone with a public link
- In the Share dialog, choose Public link and click Share.
- On the shared form’s page, hand the link out from the Public link card:
- Copy link to paste it anywhere, such as your website or a message.
- Email it to send it from ModulawAI: type the addresses (separated by commas or new lines, up to 50 at a time) and an optional note, then click Send. Each person gets their own email from your firm, so nobody sees the other addresses. Whoever shared the form, its receivers and admins can send it.
- Share… (on a phone, or in browsers that offer it) opens your device’s share sheet, so you can send the link by WhatsApp, Messages or any app you use.
- Open shows you exactly what visitors see.
- Visitors see a page with your firm’s name and logo, in light or dark mode. They give their name and email, fill in the form and press Send answers. No sign-up and no password.
- After sending, they see a thank-you page with a reference for their answers.
What a public form does not show. Questions that need a firm login are left off the public page: choosing a person from your firm, file uploads, attachments with remarks, and document acknowledgements. Keep those for forms shared inside the firm. Visitors never see your firm’s records, and each address can only send a limited number of responses in a short time, to keep spam out.
4. Read the responses
Every answer lands in the Responses tab, from every place the form is shared. Search, or pick one form to narrow the list. Each row shows who sent it, the form, where it belongs, its status and the date. A response from a public link shows “Public link, not on a case yet” until you file it.
Open a response to read the answers. As a document shows it laid out like the finished document, and Download PDF saves a copy.
Export the responses
- On a shared form’s page, or in Responses once you pick one form, click Download CSV for a spreadsheet with one row per response and one column per question.
- Save to Documents keeps the same file in your Personal documents. Only you can see it until you share it.
- An export only includes the responses you are allowed to read, so it never shows more than the form itself would.
5. File a response to a case
- Open the response and click File to case.
- Search for the case and pick it, then click File it.
- The response now shows “Filed to” that case. The case team can read it, and its PDF is filed in the case’s documents.
Filed to the wrong case? Click Move on the response to file it somewhere else.
6. Use forms in Processes and AI Workflows
- Processes: make a form one step of a procedure people work through in order. Each step says which form to fill in, who fills it in, when it is due and what happens next, for example a self assessment, then a line manager review, then sign-off. See the Processes guide.
- AI Workflows: start a workflow the moment a form is submitted. In the workflow builder, under When to run, choose On an event, then Form submitted. Responses from inside the firm and from public links both start it. Add the steps you want, for example handing the answers to one of your AI employees to triage.
Common questions
Do clients need a ModulawAI account to fill in a public form? No. Anyone with the link can fill it in.
Who is told when a response arrives? The people you add under “Responses go to”. They are told each time, and can read every response.
Where do public answers go? Into Responses, marked as coming from the public link and not yet on a case. File each one to the right case when you are ready.
Can I share the same form in more than one way? Yes. Share it again, for example once with the whole firm and once as a public link. Every response still lands in the same Responses list.
Who can use it
Forms are available on all plans and to all roles by default. The module can be turned on or off per workspace in Settings, then Modules, and also appears as a tab inside each case.