How to add a new form

You usually create the form in your external form tool first, then add it to circleOS so staff can require it, send it, and track submissions.

Add a form to circleOS

1. Go to Settings → Workflow → Forms.
2. Click Create Form.
3. Fill in:
   • Title: the name staff will recognize.
   • External ID: the ID from your form platform, for example the Fillout form ID.
   • Platform: usually fillout.
4. Save the form.

New forms are created unpublished. After you save, circleOS opens the form detail page so you can review the setup before staff use it.

If a form with the same External ID already exists, circleOS blocks the duplicate so you do not accidentally create two records for the same external form.

What you can do on the form detail page

The form detail view has two main tabs:

• Submissions to review everything submitted for that form
• Settings to update the form record and sync behavior

The summary area shows the operational metadata staff usually need at a glance, including the external ID, platform, published state, category, priority, sync mode, document sync settings, and form validity.

Submissions tab

Use Submissions to review all submissions for that form across patients.

Settings tab

Use Settings to edit the form title or external ID and control how submissions are handled.

The main switches are:

• Published: whether the form is available to use in requirements and workflows.
• Use bulk sync instead of webhook: when enabled, circleOS syncs submissions on the scheduled bulk sync instead of showing the per-form webhook URL.
• Sync documents: create document records from submissions.
• Auto-publish documents: automatically publish those synced documents.
• Generate plans from submissions: create a draft plan whenever a new submission arrives.

That last option lives in Settings rather than the summary strip, so it is easy to miss on a first pass.

Right sidebar actions

Depending on the platform and sync mode, the sidebar can show:

• Copy URL: copies the patient-facing app link for that one form.
• Open in Fillout: jumps to the Fillout editor for that form. This only appears for Fillout forms with an external ID.
• Webhook URL: shown when bulk sync is off, so your form platform can push submissions into circleOS.
• Phone preview: a quick preview when circleOS can derive a patient-facing URL, for example from Fillout or a stored base URL.

Common setup pattern

For most teams, the setup is:

1. Add the form.
2. Turn on Published.
3. Decide whether submissions should arrive by webhook or scheduled bulk sync.
4. Turn on Sync documents only if submissions should create patient documents.
5. Turn on Auto-publish documents only if those documents should immediately become patient-facing.
6. Turn on Generate plans from submissions only if each new submission should create a draft plan for the submitting patient.

If submissions are not showing up

Check these in order:

1. The form is Published.
2. The External ID matches the form in your external platform.
3. You are using the right sync mode:
   • webhook mode when the external tool posts to the webhook URL
   • bulk sync mode when you rely on the scheduled sync
4. The submission reached circleOS with enough patient context to be linked back to the right patient record.
5. Sync documents is enabled only if you also expect a linked document. Submission tracking itself does not depend on document sync.