FlexiFormsAdmin Modules
🌐 COMPLETE VISUAL TREE
FlexiForms Admin
│
├── Forms
│ │
│ ├── Quick Bar Options
│ │ ├── Create a New Form
│ │ │ ├── AI Form Setup Wizard
│ │ │ ├── Form Setup from Templates
│ │ │ ├── Create Form Manually
│ │ │ └── Import a Form
│ │ │
│ │ ├── Work on Existing Forms
│ │ │ ├── New / Delete / Clone / Import / Export / Preview
│ │ │ ├── Form Data and Files
│ │ │ ├── General Form Features
│ │ │ ├── Form Design
│ │ │ ├── HTML Templates
│ │ │ ├── Inferences
│ │ │ └── Jobs
│ │ │
│ │ └── Work on Existing Forms – Advanced
│ │ ├── User Verification
│ │ ├── Feed
│ │ ├── Request Data
│ │ └── Rule Builder
│ │
│ ├── Dashboard
│ │ ├── Form Summary
│ │ ├── Workflow
│ │ ├── Form Data and Files
│ │ ├── Chart
│ │ └── Question Stats
│ │
│ ├── Smart New Form Setup
│ │ ├── AI Form Setup Wizard
│ │ └── Quick Form Setup (Templates + AI)
│ │
│ ├── Form Operations
│ │ ├── New Form
│ │ ├── Clone Form
│ │ ├── Delete Form
│ │ ├── Import / Export Form
│ │ └── Preview Form
│ │
│ ├── Form and Design
│ │ ├── Form Settings
│ │ ├── Form Design
│ │ ├── HTML Templates
│ │ └── AI Inferences
│ │
│ ├── Jobs
│ │ ├── Import into Database
│ │ ├── Transfer
│ │ ├── Export
│ │ ├── Database Process
│ │ ├── Import into File
│ │ └── Modify Data
│ │
│ └── Advanced
│ ├── Verification Settings
│ ├── Feed
│ ├── Request Data
│ └── Rule Builder
│
├── Management
│ │
│ ├── User Management
│ │ ├── Users
│ │ └── Permissions
│ │
│ └── System Management
│ ├── Lists
│ ├── API Data Sources
│ ├── Credentials
│ ├── Applets
│ └── Settings
│
├── Monitor
│ ├── Logs
│ └── Cache
│
├── Tools
│ ├── Link Generator
│ ├── Encode / Decode
│ └── Links Page
│
└── My Account
├── My Preferences
└── Logout
🔍 Notes
Every page is accessible via the Search Bar using AI-assisted or keyword-based navigation.
For instance:
"create a form" → Forms → Smart New Form Setup → AI Form Setup Wizard
"API credentials" → Management → System Management → Credentials
"clear cache" → Monitor → Cache
FLEXIFORMS ADMIN APPLICATION MODULE HIERARCHIAL MAP
At the Very Top Menu of FlexiForms Admin, there are five main sections:
Forms | Management | Monitor | Tools | My Account
📂 FORMS
All operations for creating, editing, managing, and automating forms.
🔸 Quick Bar Sections
Create a New Form
AI Form Setup Wizard → AI-assisted creation of form, jobs, templates.
Form Setup from Templates → Choose a predefined setup and customize.
Create Form Manually → Open blank designer to build form from scratch.
Import a Form → Upload .json setup exported from another environment.
Work on Existing Forms
Form Operations → New, Delete, Clone, Import, Export, Preview.
Form Data and Files → View, search, and manage submitted data.
General Form Features → Access main configuration (unique links, expiry).
Form Design → Modify questions, layout, validations, branding.
HTML Templates → Create and edit HTML/PDF/Email templates.
Inferences → Configure AI logic (auto-grading, scoring, reasoning).
Jobs → Manage workflow actions triggered after submission.
Work on Existing Forms – Advanced
User Verification → Define how users authenticate to fill the form.
Feed → Configure pre-population from prior form data (multi-step flows).
Request Data → Define how FlexiForms reads URL/query data or IPs.
Rule Builder → Create conditional job rules (e.g., city = Auckland).
🧭 Main Tabs Under “Forms”
Dashboard
Form Summary → Overview of form setup, jobs, and activity.
Workflow → Visual map from form opening to job execution.
Form Data & Files → Review submissions, files, and exports.
Chart → Submission trends by date.
Question Stats → Distribution of answers (percentages per question).
Smart New Form Setup
AI Form Setup Wizard
Quick Form Setup with Templates & AI → Search and import full template setups.
Form Operations Page
Create (manual) / Clone / Delete / Import / Export / Preview forms.
Form and Design
Form Settings → Control behavior, links, expiry, unique delivery.
Form Design → Edit questions, sections, logic, themes, branding.
HTML Templates → Layouts for emails, PDFs, exports.
AI Inferences → Add AI-based grading and interpretation.
Jobs
Executes when a form is submitted:
Email – Send notifications or user confirmations.
Import Into Database – Store results in SQL Server tables.
Transfer – Send data to external APIs.
Export – Generate PDF/HTML/CSV/JSON.
Database Process – Call stored procedures.
Import Into File – Export data to Excel/Access/CSV.
Modify Data – Update or delete existing database entries.
Advanced (Under Forms)
Verification Settings – Configure user authentication logic.
Feed – Setup multi-step form data feeding.
Request Data – Define URL/query parameter bindings.
⚙️ MANAGEMENT
Manage users, permissions, data sources, credentials, applets, and system settings.
👥 User Management
Users → Add/Delete users, assign admin roles.
Permissions → Assign access to specific forms.
🧩 System Management
Lists → Create CSV/static lists used by API Data Sources.
API Data Sources → Connect to tables, views, or stored procedures for dynamic data injection, feed, and verification.
Credentials → Manage OAUTH2/API credentials (e.g., Salesforce, Dataverse, Xero).
Applets → Define applets (data managers) for forms to allow central editing/review.
Settings → Configure system URLs (Admin, Apps), AI instructions, base parameters.
📊 MONITOR
Observe system logs, performance, and caches.
Logs → Monitor system logs, admin activity, and audit trails.
Cache → Clear FlexiForms or Admin cache to refresh environment.
🧰 TOOLS
Utilities and helper functions for encoding, generating links, and references.
Link Generator → Build custom form URLs with query parameters or GUIDs.
Encode/Decode → Encode text (e.g., passwords) for secure URL use in verification.
Links Page → Quick access to FlexiForms website, knowledge base, training videos, sample setups.
👤 MY ACCOUNT
Manage your personal settings and preferences.
My Account → Edit personal profile and user details.
My Preferences
“Show Hints” (tooltips and on-screen tips).
“Auto-Manage Jobs” (sync job changes automatically to the form).
Password change
Logout → Sign out safely.
🌐 COMPLETE VISUAL TREE
FlexiForms Admin Application – Detailed Guide & Navigation Reference
1. Introduction & Purpose
FlexiForms Admin is the control center for creating, managing, automating, and monitoring forms, workflows, jobs, and integrations within the FlexiForms platform. This document provides a complete reference to every module, page, tab, button, and setting available in the Admin application.
It combines information from:
✅ Admin Module Map (structure of menus and pages)
✅ UI hints and tooltips from the system (tips.js)
✅ Crash Course and Knowledge Base explanations (how to do things)
✅ Navigation map (FlexiFormsAdminNavigationMap.json – AI search and routing)
🎯 Purpose of This Document
To serve as a complete reference guide for FlexiForms Admin.
To help users understand what each menu and page does.
To explain how to perform actions such as creating forms, workflows, templates, API connections, jobs, and advanced automation.
To provide structured knowledge that can be used by custom GPT assistants, documentation sites, or onboarding manuals.
👤 Who Should Use This Document?
Role
How This Document Helps
New Users / Customers
Learn how to create your first form and basic workflows.
Administrators
Manage users, credentials, lists, app settings, and permissions.
Developers
Understand API-based data sources, jobs, request data, webhooks, and system integration.
Enterprise Teams / Partners
Explore capabilities, features, configuration paths, and deployment considerations.
AI / ChatGPT-based Assistants
Use this as structured training knowledge to assist users accurately.
📌 How Pages Are Accessed in FlexiForms Admin
Each page in the Admin has a search bar at the top. Users can:
Method
Description
AI Search Enabled
The system uses AI + internal JSON map to route users to the correct page based on natural language input.
AI Search Disabled
A basic keyword match is performed using data from FlexiFormsAdminNavigationMap.json.
Manual Navigation
Users can click through the top-level menus: Forms, Management, Monitor, Tools, My Account.
2. Top-Level Navigation Overview
The FlexiForms Admin application contains five main menu categories at the top of the interface. Each menu provides different tools for creating forms, managing system settings, monitoring activity, and accessing account preferences.
📁 Top Menu Items
Menu
Purpose
Forms
Used to create new forms, edit existing forms, configure workflow jobs, design HTML templates, set up AI-based form generation, and manage form-level settings.
Management
Contains user management, permissions, list creation, API data sources, integration credentials, system parameters, and applet configuration.
Monitor
Provides access to system logs, audit logs, and cache management tools.
Tools
Includes link generator, encode/decode utilities, and shortcut pages to official documentation, training videos, and sample forms.
My Account
Allows the logged-in user to manage preferences, enable or disable hints, manage auto-job synchronization, change password, or log out.
🔍 Search Bar on Every Page
At the top of every page in FlexiForms Admin, there is a search bar that can operate in two modes:
Mode
Description
AI Mode Enabled
The system uses AI and references the FlexiFormsAdminNavigationMap.json file to predict which page the user intends to open based on natural language input.
AI Mode Disabled
The system performs a basic keyword search through links, commands, and categories inside FlexiFormsAdminNavigationMap.json to suggest the correct page.
🔗 How the Navigation Map Is Used
Each page in the Admin system is represented in the navigation JSON file with:
A link (URL path in the admin app)
Several commands (phrases users may type in the search bar)
Categories (top-level and sub-level menu names)
Example entry from the map:
{
"link": "/jobs/emailsetting",
"commands": [
"email job setting",
"send email with template",
"email notification"
],
"categories": ["Forms", "Jobs"]
}
This allows AI or search to route users correctly when they type keywords.
3. Forms Menu (Main Working Area in FlexiForms Admin)
The Forms menu is where users create new forms, edit existing ones, manage design, configure workflows, and use AI-based form generation tools. It contains three main action modes and several tabs/pages for detailed configuration.
3.1 Quick Action Selector (3 Modes)
When the Forms top menu is selected, a quick-action dropdown appears with three options:
Option
Purpose
Create a New Form
Start a new form using AI, templates, manual setup, or import.
Work on Existing Forms
Manage existing forms (clone, delete, import, export, preview, view form data, design, jobs, etc.).
Work on Existing Forms – Advanced
Configure deeper workflow settings such as user authentication (verification), feed settings, request data collection, and rule logic.
3.2 Create a New Form – Options
Method
Description
AI Form Setup Wizard
Upload a PDF or provide AI prompts; the system auto-generates form fields, HTML email templates, jobs, and workflow.
Form Setup with Templates & AI (Quick Form Setup)
Choose from predefined templates (e.g., Appointment form, HR form, Salesforce Lead form), rename it, optionally use AI to modify, then import with jobs and HTML templates included.
Create Manually
Start with a blank form and manually configure fields, design, jobs, HTML templates, and validations one by one.
Import a Form
Upload a previously exported .json or .zip file to restore form structure, logic, and jobs.
3.3 Work on Existing Forms – Main Tasks
Action
Purpose
New / Delete / Clone / Import / Export Forms
Manage form lifecycle using the Form Operations page.
Preview Form
Open the form in user view without publishing.
Form Data & Files
View all submitted form entries, download uploaded files, view exported PDFs, track failed/successful jobs.
General Form Features
Modify form name, status, expiration dates, draft/save settings, unique form link behavior, enable/disable jobs.
Form Design (SurveyJS Interface)
Add/remove questions, set page structure, conditional logic, input types, validation, themes, branding (logo, color).
HTML Templates
Create or edit email and PDF templates using HTML. AI Template Builder can generate templates automatically from form fields.
Inferences (AI Logic)
Configure AI-based reasoning on responses (e.g., auto-score tests, derive psychological or mood insights).
Jobs (Workflow Automation)
Create automation tasks: send email, transfer data to APIs, store in DB, generate PDF, modify data, call SQL procedures.
3.4 Work on Existing Forms – Advanced
Advanced Feature
Use Case
User Verification (Advanced → Validation Setting)
Control who can access the form. Options include password-protected forms, API-based verification, request parameter-based security, or database user validation.
Feed Settings
Pre-populate form fields with previously submitted form data (used in approval workflows).
Request Data Settings
Extract metadata when form link is clicked (e.g., IP, URL query parameters like ?user_key=123, cookies).
Rule Builder (Advanced Logic)
Define If/Else logic for workflow execution (e.g., “If City = Auckland, generate PDF and send email; otherwise skip”).
3.5 Main Tabs Inside a Form
Once a form is selected, the following tabs appear:
Tab
Sub-pages
Description
Dashboard
Summary, Workflow Diagram, Form Data & Files, Chart (submission stats), Question Stats
Overview of form performance and workflow.
Smart New Form Setup
AI Form Wizard, Quick Template Setup, Form Operations
Tools to create or import forms.
Form & Design
Form Settings, Form Design (SurveyJS), HTML Templates, AI Inferences
Configure layout, questions, themes, templates, and AI reasoning.
Jobs
Email, Import to DB, Transfer (API), Export PDF/CSV, DB Process, Import to File, Modify Data
All workflow automations.
Advanced
Verification, Feed, Request Data, Rule Builder
High-level settings and internal workflow control.
4. Dashboard – Form Monitoring & Insights
The Dashboard tab is the first page you see after selecting a form. It provides an overview of that form’s status, submissions, workflow, and key statistics.
It contains the following sub-tabs/pages:
4.1 Form Summary
Shows a general overview of the form:
✅ Form Name, ID, Status (Active / Passive / Expired)
✅ Created by, Last Modified by
✅ Jobs attached to this form (email, DB, transfer, PDF export, etc.)
✅ Verification status (public, password-protected, API-based)
✅ Feed & Request Data setup info
✅ Link to Preview / Open Form
✅ Form link details: Public link, Preview link, Unique user link option, Expiration date.
4.2 Workflow (Process Diagram Viewer)
Visual diagram that shows what happens when someone clicks the form link.
Flow generally includes:
User opens the form (with or without verification)
System checks feed & request data (preloads form if needed)
User fills form + submits
After submission → jobs are triggered:
Email job
Import to database job
Transfer to API (Salesforce, Azure, Xero…)
Export as PDF/CSV
Database process / Stored Procedure job
Modify data
This page helps you understand the step-by-step execution visually.
4.3 Form Data & Files
This is one of the most important pages for admins.
Here you can:
Feature
Description
View Submitted Entries
Shows a table of all submitted form records.
Search / Filter / Sort
Search by user fields, date, IP, status.
Download Files
Download attachments uploaded to the form (images, PDFs, resumes, etc.).
Export Entries
Download data as Excel, CSV, or PDF.
Job Statuses
See which jobs succeeded or failed.
Failed Job Recovery
Click “Make it Success” to ignore or re-run failed jobs.
4.4 Chart (Form Submission Graphs)
Displays submission activity over years, months, days, or hours as a line chart.
Helps track peaks and low-activity periods.
Useful for marketing campaigns, event registrations, exam entries.
4.5 Question Stats (Field-Based Analytics)
Shows answer distribution for every question.
Examples:
Gender: 60% Female / 40% Male
City: Auckland (45), Wellington (32), Christchurch (20)
Supports pie charts
Useful for surveys, applications, feedback forms.
5. Smart New Form Setup
This section explains how to create a new form in FlexiForms using different methods — AI Wizard, Templates, Manual Form, or Importing existing JSON.
You access this by clicking:
Forms → Smart New Form Setup
It includes the following sub-pages:
5.1 AI Form Setup Wizard (Most Automated)
This is the fastest and smartest way to create a form. You only provide:
A PDF, prompt, or description of fields
Optionally workflows like email, database, import to Salesforce, etc.
✅ Steps to Create a Form Using AI Wizard
Go to Forms → Smart New Form Setup → AI Form Setup Wizard
Select how you want to start:
📄 Upload a PDF (AI reads and designs the form automatically)
💬 Enter a prompt (e.g., "Create a job application form with name, email, CV upload")
Choose whether to include:
✅ Form design (questions)
✅ HTML templates for email/PDF
✅ Workflows (email, DB, transfer jobs)
AI builds the form, fields, logic, and workflows.
After completion → System redirects to Form Design page.
Click Preview Form to test.
5.2 Quick Form Setup with Templates + AI
Best when you want to start from a ready template.
✅ Steps:
Go to Smart New Form Setup → Quick Form Setup with Templates and AI
Search for a template (e.g., “job application”, “sales lead”, “appointment form”)
Provide:
📌 New form name
🧠 AI Prompt (e.g., "Change company name to Flexi Software, add mobile number field")
FlexiForms imports:
Form fields
HTML templates
Jobs (email, DB, transfer)
After creation → open the form and customize if needed.
5.3 Form Operations (Manual + Import/Export)
This page helps you manage form lifecycle.
Action
What it does
✅ New Form
Create a blank form manually
✅ Clone Form
Duplicate existing form with all jobs & settings
✅ Import Form
Upload JSON file (from export or knowledge base sample)
✅ Export Form
Download form as JSON (backup, versioning)
✅ Delete Form
Permanently remove form
✅ Preview Form
Opens a live preview
Path: Forms → Smart New Form Setup → Form Operations
5.4 Form Design (Fields & Layout)
This page is used to build and edit the form UI.
You can:
➕ Add/edit/remove questions (text, dropdown, checkbox, file upload, date, matrix, etc.)
🎨 Choose themes, branding, logos
🧠 Use AI Form Designer to modify layout with a prompt
🔁 Reorder pages/sections
✅ Add validation rules
Path: Forms → Form and Design → Form Design
5.5 HTML Template Builder (Email/PDF Templates)
Used to design:
✉️ Email notifications
📄 PDF/HTML exports
🧾 Thank-you pages
You can:
Use standard HTML + placeholders like {name}, {email}, {formdata.fieldName}
Or use AI HTML Template Builder
Path: Forms → Form and Design → HTML Templates
5.6 AI Inferences
Advanced feature to analyze responses using AI.
Examples:
✅ Auto-grade quiz answers
✅ Generate psychological report from survey answers
✅ Summarize long responses using GPT
Path: Forms → Form and Design → Inferences
6. Jobs (Workflow Automation After Form Submission)
Jobs are automated actions that FlexiForms performs after a user submits a form.
You can configure jobs such as: ✅ Sending emails ✅ Storing data in a database ✅ Transferring data to APIs (Salesforce, Azure, etc.) ✅ Exporting form submissions as PDF/HTML ✅ Running stored procedures ✅ Modifying existing data ✅ Saving data to Excel/CSV
6.1 Where to Configure Jobs
Path: Forms → Form and Design → Jobs
Each job type appears as a separate tab:
Email Job
Import Into Database
Transfer (API Integration)
Export (PDF/HTML/CSV)
Database Process
Import Into File (Excel / CSV / Access)
Modify Data (Update/Delete)
6.2 Email Job (Send Emails Automatically)
Used to send confirmation emails, admin notifications, attachments, etc.
✅ Steps:
Go to Forms → Form and Design → Jobs → Email
Click ➕ Add Email Job
Configure:
Sender → Email address (or FlexiForms email)
Recipient → Fixed email or {email} from form field
Subject → e.g. "New Application from {name}"
Email Template → Select or create HTML template
(Optional) Attach:
PDF export files
Uploaded documents
Other exports (CSV/Excel)
📌 Email jobs run immediately after form submission unless delayed by a rule.
6.3 Import Into Database (Save Form Data to SQL Table)
Saves form entries directly to a database.
✅ Steps:
Go to Jobs → Import Into DB
Choose a database connection (pre-configured under Credentials & Data Sources)
Select or create a SQL table
FlexiForms maps form fields to table columns
Save → Works instantly after each form submission.
📌 Useful for internal data storage, reporting, or connecting to BI tools.
6.4 Transfer Job (Send Form Data to API/Webhook)
Used for integrations with:
Salesforce, Xero, Microsoft Dataverse
Azure Function / Logic Apps
Slack, Teams, Webhook URLs
✅ Steps:
Go to Jobs → Transfer
Select API/DataSource or create custom HTTP request
Enter:
Method: POST / PUT / GET
Endpoint URL
Headers (e.g. Authorization: Bearer {token})
Body/JSON → Can include values like {name}, {email}, {formdata}.
Save and test.
📌 You can use OAuth2 credentials stored under System Management → Credentials.
6.5 Export Job (Generate PDF/HTML/CSV)
Creates downloadable files after submission.
Export Types:
Type
Purpose
PDF Export
Creates a branded PDF from form answers
HTML Export
Creates simple HTML document
CSV Export
Tabular data output
✅ Steps:
Go to Jobs → Export
Select format (PDF, HTML, CSV)
Select template (for PDF/HTML)
Optionally attach to Email Job automatically
Save
6.6 Database Process Job (Execute Stored Procedure)
Runs an existing SQL stored procedure after submission.
✅ Steps:
Create a stored procedure in your database → accepts @formdata as NVARCHAR(MAX)
In FlexiForms:
Go to Jobs → Database Process
Select connection & procedure name
Map {formdata} or specific fields as parameters
Save
6.7 Import Into File (Write Data to Excel/CSV)
Stores form responses into a physical file.
✅ Steps:
Create an Excel or CSV file with column names matching form fields
Go to Jobs → Import Into File
Select file and sheet name
Save → Each submission appends a row to the file.
6.8 Modify Data Job (Update or Delete Records)
Used when:
You want to change an existing record in a database
Or delete previous form data
✅ Steps:
Go to Jobs → Modify Data
Select data source/table
Create a rule:
Condition: e.g. WHERE email = {email}
Update: Change value of field
Delete: Remove record from table
Save
7. Advanced Settings
Advanced settings define how a form behaves before, during, and after submission, including user authentication, pre-filling forms, collecting data from the URL or HTTP request, and adding conditional rules.
You can access them from:
Forms → Form and Design → Advanced
It contains the following pages:
✅ User Verification (Authentication before form access)
✅ Feed (Pre-fill form with previous data or other forms)
✅ Request Data (Capture IP, URL params, cookies, etc.)
✅ Rule Builder (If–Then automation logic)
7.1 User Verification (Secure Form Access)
This controls who is allowed to open and fill the form. FlexiForms offers flexible verification options.
✅ Common Scenarios:
Scenario
How it works
Password protected form
User must enter a password before accessing form
Unique link access (by form link)
Each user gets a link like /form/123/<user_key>
Verify email exists in database / API
User enters email → API or DB is checked
Request data verification
Password stored in URL query (?p=abc123)
✅ Steps to Configure Verification:
Open Forms → Advanced → Verification Settings
Choose:
Source (User, Request Data, or API)
Source Value (e.g., {email}, {password}, {parameter})
Choose Target type:
Fixed Text (password text)
Request Data (password in URL like ?p=xyz)
API / Data Source (e.g., verify from DB table or Web API)
Define Expected Value
Save → Try preview → Form now prompts a verification screen.
7.2 Feed – Pre-Fill Form with Existing Data
Feed lets you pre-populate a form automatically using:
Previously submitted data
Data from another user record
API call (coming via Data Source)
Database record imported earlier
This is especially used in multi-step workflows, like:
Submission → Review → Approval
Where each user sees the form with existing values filled in.
✅ Steps:
Go to Forms → Advanced → Feed
Select a Data Source (database table / API / previous form entry)
Map form fields to data fields (e.g., {Name}, {Email})
Save → Now forms auto-fill when opened using feed mode.
7.3 Request Data – Capture Info from URL & Browser
This feature collects metadata when the user opens the form link.
You can collect:
Data Type
Examples
IP Address
123.45.67.89
URL Query Parameters
?city=Auckland&code=XYZ123
Browser Info
OS, Device, Browser type
Cookies / Local Storage
Session tokens, user IDs
✅ Steps to Capture Request Data:
Go to Forms → Advanced → Request Data
Click Add
Choose:
Query Parameter → e.g., key=code
Header → e.g., User-Agent
IP Address
Click Save
This data is stored in form submission and can be:
Used in email templates ({request.code})
Used in verification rules
Exported in database transfer
7.4 Rule Builder – Custom Logic (If–Then Automation)
This is where you add logic like:
Condition
Action
If "City = Auckland"
Send PDF export
If "Age < 18"
Block submission with error
If "Score > 80"
Send success email
If "File uploaded"
Transfer file to API
✅ Steps to Create a Rule:
Go to Forms → Advanced → Rule Builder
Click Add Rule
Define:
IF condition ({score} > 80)
THEN action (Send email job / run DB process / show message)
You can use:
Form fields → {name}, {email}
Request Data → {request.ip}, {request.code}
API values → {apiResult.field}
Save and test.
8. Management Module
The Management menu in FlexiForms Admin is where administrators manage users, permissions, data sources, app settings, credentials, and applets.
Access path: Top Menu → Management
It includes two main groups:
✅ User Management
✅ System Management
8.1 User Management
8.1.1 Users
Used to manage who can log into FlexiForms Admin.
You can:
➕ Add new users
❌ Delete users
🛡 Make a user Admin
👥 View list of all system users
Admin types:
Type
Description
System Admin
Has access to all environments and forms
Environment Admin
Access only within a specific environment
Regular User
Access only to assigned forms
8.1.2 Form Permissions
Controls which user can access which form.
You can:
Assign Read / Write / Full Access
Restrict users from editing sensitive forms
Allow specific users only to view form data, but not modify design
8.2 System Management
This section includes tools for managing data structures, integrations, and application settings.
8.2.1 Lists
Used to create simple static lists that can be used as dropdown options or in data sources.
Examples:
List of Cities (Auckland, Wellington, Christchurch…)
List of Departments (HR, Finance, Marketing…)
You can:
➕ Add list items manually or by pasting from Excel
🗑 Delete or modify items
🔗 Use list in dropdown fields through Data Source Binding
8.2.2 API Data Sources
Data sources allow FlexiForms to connect to external or internal systems for: ✔ Dynamic dropdowns ✔ Feed (pre-population) ✔ Verification ✔ API integrations
Data Source Types:
Type
Purpose
📄 List
Static list manually entered
🗄 Database Table/View
Pull data from SQL
⚙ Table-Valued Function / Stored Procedure
More dynamic data
🌐 Web API Endpoint
Get data from REST API (Salesforce, HR system, etc.)
These can be used for:
Dropdown questions (city, customer list, etc.)
Verification (check email exists in database/API)
Feed (pull values from existing forms)
8.2.3 Credentials
Stores authentication details (securely) for usage in Transfer Jobs or API Data Sources.
Examples:
Salesforce OAuth2 Client ID + Secret
Azure AD Token Credentials
Xero API credentials
Bearer tokens or API Keys
Used by: ✔ Transfer Jobs ✔ Database/API Connections ✔ Advanced Workflows
8.2.4 Applets
Applets enable data management for submitted forms inside the FlexiForms Apps interface.
With applets, you can:
View all submissions of a form
Edit / Update form entries
Delete, Review, Approve, Renew entries
Perform Bulk Updates
Creation steps:
Submit form at least once.
Create Import-to-DB job.
Go to System Management → Applets
Click Create Applet from Form
8.2.5 Settings
Allows administrators to configure:
✅ FlexiForms URL
✅ FlexiForms Apps URL
✅ AI Instructions
✅ Global settings (per environment)
9. Monitor Module
The Monitor section in FlexiForms Admin allows administrators to track system activity and manage application performance.
Access path: Top Menu → Monitor
It contains two pages:
✅ Logs
✅ Cache
9.1 Logs
This page displays system logs and (optionally) audit logs.
📌 Types of Logs:
Log Type
Description
System Logs
Errors, failed jobs, workflow issues
Audit Logs (if enabled)
Tracks which user performed which action and when
Workflow Execution Logs
Shows job execution success/failure for each form entry
Job Failure Logs
Shows records of failed email, transfer, import, DB jobs
Note: Audit logs must be enabled in the FlexiForms Admin application configuration file to appear here.
✅ What you can do here:
Filter by date, form, log type, or user
View full error messages or exceptions
Download logs (if allowed)
Use logs to troubleshoot job failures, API failures, or permission errors
9.2 Cache
FlexiForms uses an internal cache to store data like:
Dropdown data from APIs
Data sources (tables, lists)
Applet configurations
Form metadata
Sometimes changes don't appear immediately (e.g., new data source, modified applet). In that case, the cache needs to be refreshed.
✅ What you can do on this page:
Option
Description
Clear FlexiForms Cache
Clears cache of the main FlexiForms application (user forms)
Clear FlexiForms Admin Cache
Clears cache of the Admin portal
Auto vs Manual Cache Control
Cache timeout can be defined in config file
💡 When Should You Clear Cache?
Scenario
Should Clear Cache?
Added a new API Data Source but dropdown not updated
✅ Yes
Changed list items but form still shows old values
✅ Yes
Updated app settings (URLs, AI instructions, etc.)
✅ Yes
Added database table and cannot see it in data sources
✅ Yes
General performance issues
✅ Optional
Job or Transfer failure
❌ No — use Logs tab instead
10. Tools Module
The Tools section in FlexiForms Admin provides utility functions to create secure links, encode/decode values, and access helpful external resources.
Access path: Top Menu → Tools
It contains the following tools:
✅ Link Generator
✅ Encode / Decode
✅ Links Page (Useful URLs)
10.1 Link Generator
This tool is used to create custom form links containing:
Unique user keys
Encrypted passwords (for user verification)
Query parameters (for tracking source, university, campaign codes, etc.)
✅ What You Can Do with Link Generator
Use Case
Example
Generate unique form links
https://flexiforms.com/form/123/65fed23b-45c7...
Create password-based protected links
?p=a8f$Fdsf7sdf...
Add extra query parameters
?p=abc123&uni=Auckland
Create multiple links at once
Upload CSV / generate multiple records with unique codes
Export generated links
For sending to participants / customers
How to Use
Navigate to Tools → Link Generator
Enter:
Base form URL (or it auto-fills if you're inside a form)
Optional {encoded} placeholder for where encrypted password should go
Optional query parameters (like uni, eventId, etc.)
Click Generate
Copy or export generated links
10.2 Encode / Decode Tool
Used to create or decrypt values used in:
Verification links (passwords in URL)
Encrypted user keys
Sensitive query parameters
✅ Example Use Cases
Purpose
Example
Create encrypted password for link
Encode "Admin2025" → ?p=v9@ddfsF89...
Decode a received query parameter
d3@2!sad... → "Auckland"
Encrypt template values
Hidden values for form tracking
How to Use
Go to Tools → Encode / Decode
Type text to encrypt/decrypt
Select Encode or Decode
Copy and use in form link or verification setting
10.3 Links Page (Helpful Resources)
This page contains direct links to commonly used FlexiForms resources.
Typical links include:
🌐 Product Website
📘 Knowledge Base Website
🎓 Training Videos
🧪 Sample Form Setup Library
🛠 API Documentation (if enabled)
✅ Summary Table
Tool
Purpose
Example
Link Generator
Create dynamic links with passwords or user_keys
...?p={encoded}
Encode/Decode
Encrypt or decrypt text for link security
Password in URL
Links Page
Quick access to website, KB, videos
Training & Docs
11. My Account
The My Account section allows each user to manage their personal preferences, settings, and session.
Access from: Top Menu → My Account
It contains the following options:
✅ My Preferences
✅ Change Password
✅ Logout
11.1 My Preferences
This page allows users to customize their FlexiForms Admin experience.
✅ Available Options:
Option
Description
Show Hints (Tooltips)
Enables or disables small black popup hints on buttons, input fields, links, and form elements across the Admin UI. Helpful for beginners.
Auto-Manage Jobs
When enabled, jobs (like email or transfer jobs) are automatically added or removed from the form workflow when configured or deleted under “Jobs” tab.
Dark / Light Theme (if available)
Some versions allow theme selection.
Language Preference (future versions)
Specify interface language if multi-language support is enabled.
11.2 Change Password
Path: My Account → Change Password
Users can:
Enter current password
Set new password
Confirm password change
Passwords must follow the rules defined in the application (minimum length, complexity, etc.).
11.3 Logout
Path: My Account → Logout
Logs the user out of the system safely.
✅ Summary Table
Option
Purpose
My Preferences
Customize display settings and admin behavior
Change Password
Update login password
Logout
Securely exit the application
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