Form Builder

The Form Builder lets you create customizable form templates for each module (Deviations, CAPAs, Audits). All three module types are managed from a single unified Form Builder section with a type selector dropdown.

Open the Form Builder

1. On the left sidebar, select Admin.
2. In the admin sidebar under Templates & Forms, select Form Builder.
3. Use the type selector dropdown at the top to switch between:
   • Deviation form templates
   • CAPA form templates
   • Audit form templates

The template list displays all existing form templates for the selected type, showing their name, description, default status, active status, and available actions.

Create a form template

1. On the template list, select Create Template.
2. Enter a Name for the template.
3. Enter a Description that explains the template’s purpose.
4. Check Is Default to use this template automatically when users create new records.
5. Check Is Active to make the template available immediately.
6. Add sections and fields as described below.
7. Select Save.

Add a section

Sections group related fields under a heading.

1. In the template editor, select Add Section.
2. Enter the section Name (the heading users see).
3. Enter an optional Description to display below the heading.
4. Set the Order Index to control display order (lower numbers appear first).
5. Check Is Required if users must complete this section.

Add a field to a section

1. Within a section, select the field type from the field type selector.
2. Configure the field properties:

Property	Description
Field Type	The type of input control (see supported types below)
Name	Internal field identifier used by the API
Label	Display label shown to users
Description	Helper text displayed below the field
Order Index	Controls display order within the section
Is Required	Whether users must fill in this field
Is Visible	Whether the field is shown (hidden fields can store defaults)
Default Value	Pre-populated value for new records
Enable AI Suggestion	Turns on AI-powered auto-fill suggestions for this field
Configuration	Type-specific settings (for example, dropdown options or file size limits)

Supported field types

Field Type	Description	Configuration Options
text	Single-line text input	—
textarea	Multi-line text area	—
select	Dropdown menu	options: Array of choice strings
number	Numeric input	—
date	Date picker	—
boolean	Checkbox (true/false)	—
document_picker	Multi-select document chooser with search	—
capa_picker	Multi-select CAPA chooser with search and status filters	Status filter options: open, in_progress, closed, draft
deviation_picker	Multi-select deviation chooser with search	—
image	Image upload with drag-and-drop, preview, and captions	allowed_types, max_size_mb, allow_multiple
file	File upload	allowed_types, max_size_mb, allow_multiple

Document picker

The document picker field provides a search input to filter documents by title or status, a multi-select list showing matching documents, and selected document tags with individual remove buttons.

CAPA picker

The CAPA picker field provides a search input with debounced API-powered search (searches by ID, title, status, or description), status filter checkboxes (open, in_progress, closed, draft), a multi-select list showing matching CAPAs with creation date and linked deviation count, and selected CAPA tags with individual remove buttons.

Image upload

The image upload field provides a drag-and-drop zone for image files, click-to-browse file selection, configurable allowed file types (default: jpg, jpeg, png, gif), configurable maximum file size (default: 10 MB), an image preview grid with thumbnails, optional caption input per image, and individual image removal.

Edit a form template

1. On the template row, select Edit.
2. Modify the template name, description, sections, or fields as needed.
3. Drag fields using the grip handle to reorder them.
4. Select Save.

Caution

Editing a template that is in use affects all future records created with that template. Existing records retain their original field values.

Clone a form template

1. On the template row, select Clone.
2. A copy of the template is created with a modified name (for example, “Copy of Original Template”).
3. Select Edit on the cloned template to customize it.

Tip

Cloning is useful when you need a variation of an existing template for a specific department or process. Clone the base template and modify only the fields that differ.

Set the default template

1. On the template row, select Set as Default.
2. The selected template becomes the default for its module.

Only one template per module can be the default at a time. The default template is automatically used when users create new records in the corresponding module.

Preview a form template

1. On the template row, select the Preview icon (eye icon).
2. Review how the form appears to end users in the preview modal, including all sections and field types.
3. Close the preview to return to the template list.

Download a template definition

1. On the template row, select Download.
2. The template definition file saves to your computer.

Use downloaded definitions for backup, documentation, or transfer to another environment.

Configure AI suggestions

1. While editing a template, locate the field you want to enhance.
2. Check Enable AI Suggestion on that field.
3. Select Save.

When AI suggestions are enabled on a field, the system offers AI-powered auto-fill suggestions when users fill out the form.

Note

AI suggestions are optional assistive features. Users can always override or ignore AI suggestions and enter their own values.

Practical example: Build a custom deviation form for line clearance failures

Your manufacturing site needs a deviation form specifically for line clearance failures, with fields that differ from general deviations.

1. Open the Form Builder and select Deviation from the type selector.
2. Select Create Template and name it “Line Clearance Failure”.
3. Add a section named “Failure Details” (required, order index 1):
   • Add a select field labeled “Production Line” with options: Line A, Line B, Line C, Packaging Line 1.
   • Add a select field labeled “Failure Type” with options: Residue Found, Wrong Label, Cross-Contamination, Equipment Not Cleared.
   • Add a textarea field labeled “Description of Finding” (required).
   • Add an image field labeled “Photographic Evidence” (allow multiple, max 10 MB).
4. Add a section named “Impact Assessment” (required, order index 2):
   • Add a select field labeled “Batch Impact” with options: Single Batch, Multiple Batches, No Batch Impact.
   • Add a document_picker field labeled “Affected SOPs” to link relevant procedures.
   • Add a boolean field labeled “Product Release Hold Required”.
5. Enable AI Suggestion on the “Description of Finding” field so the system suggests structured descriptions based on the failure type.
6. Set the template as active and select Save.

Now when operators report a line clearance failure, they see a focused form with exactly the fields they need — reducing data entry time and improving consistency.

Permissions

Action	Required Permission
View form templates	Admin role
Create, edit, or delete templates	Admin role
Set default template	Admin role