Heratio Help Center article. Category: Labels & Forms.

Forms Builder

User Guide

Create custom metadata entry forms tailored to your repository, collection type, or level of description using a visual drag-and-drop builder.

Overview

Key Features

• WHAT YOU CAN DO
• • Create custom form templates
• • Drag-and-drop field builder
• • Multiple field types (text, date, select, etc.)
• • Assign forms to repositories or description levels
• • Clone and customize existing templates
• • Import/export templates as JSON
• • Pre-built templates (ISAD-G, Dublin Core, etc.)
• • Form preview before deployment
• • Draft auto-save functionality

How to Access

Dashboard Overview

The dashboard shows key statistics and quick links:

Statistics Cards

Quick Links

• Templates - Create and manage form templates
• Assignments - Assign templates to repositories and levels
• Library - Browse pre-built templates

Managing Templates

Viewing Templates

Go to Admin > Form Templates > Templates

You will see a list of all templates:

Creating a New Template

1. Click New Template
2. Fill in the details:
   • Name: A descriptive name (e.g., "Photo Collection Form")
   • Description: Brief description of the form's purpose
   • Form Type: Select the record type
     • Information Object
     • Accession
     • Actor
     • Repository
     • Custom
   • Layout: Single page or tabbed
3. Click Create
4. You will be taken to the Form Builder

Form Builder

The drag-and-drop interface for designing forms.

Layout

Adding Fields

Method 1: Drag and Drop

1. Drag a field type from the left palette
2. Drop it onto the form canvas
3. The field appears in the form

Method 2: Heratio Fields

1. Use pre-configured Heratio fields from the bottom palette
2. These automatically map to the correct database fields

Field Types

Editing Field Properties

1. Click on a field in the canvas
2. The properties panel shows on the right:

• FIELD PROPERTIES
• Label:
• [Title ]
• Field Name:
• [title ]
• (internal identifier)
• Help Text:
• [Enter the title of the ]
• [record ]
• Placeholder:
• [e.g., Meeting minutes ]
• Default Value:
• [ ]
• Required
• Read Only
• [Save Field]

Reordering Fields

1. Click and hold the grip handle on a field
2. Drag to the new position
3. Drop to place
4. Order is saved automatically

Deleting Fields

1. Click the trash icon on a field
2. Confirm deletion
3. Field is removed from the form

Form Assignments

Assign templates to specific contexts so the right form appears for the right records.

How Assignment Works

Creating an Assignment

1. Go to Admin > Form Templates > Assignments
2. Click New Assignment
3. Configure:

• CREATE ASSIGNMENT
• Template:
• [Photo Collection Form v]
• Repository:
• [Historical Society v]
• (leave blank for all)
• Level of Description:
• [Item v]
• (leave blank for all)
• Collection (optional):
• [ v]
• Priority: [100]
• (higher = more important)
• Apply to child records
• [Create Assignment]

Assignment Examples

Template Library

Pre-built templates ready to use.

Available Templates

Using Library Templates

1. Go to Admin > Form Templates > Library
2. Browse available templates
3. Click Install on desired template
4. Template is added to your system
5. Optionally clone and customize

Form Preview

Test how your form will look before deployment.

Previewing a Template

1. From the Form Builder, click Preview
2. See the form as users will see it:

Template Information Panel

The preview also shows:

• Template name and type
• Total field count
• Required vs optional fields
• Active/inactive status

Import and Export

Share templates between systems or create backups.

Exporting a Template

1. Find the template in the list
2. Click the Export (download) icon
3. A JSON file downloads to your computer

Importing a Template

1. Go to Admin > Form Templates
2. Click Import
3. Select your JSON file
4. Optionally rename the template
5. Click Import
6. Template is created with all fields

CLI Export/Import

# Export a single template to file
php artisan ahg:forms-export --template-id=1 --output=my-template.json

# Export all templates of a given type
php artisan ahg:forms-export --type=information_object --output=io-forms.json

# Import templates from file
php artisan ahg:forms-import --file=my-template.json

# Import, auto-renaming to "<original> (imported)" to avoid name collisions
php artisan ahg:forms-import --file=template.json --rename

Auto-Save and Drafts

Forms automatically save work in progress.

How Auto-Save Works

Recovering a Draft

1. Navigate to the record you were editing
2. If a draft exists, you'll see a prompt:

• DRAFT FOUND
• A draft was saved on
• 2026-01-30 at 14:32
• [Restore Draft] [Discard]

3. Click Restore Draft to continue editing
4. Click Discard to start fresh

Listing Templates

Form templates are managed from the web UI at Admin > Form Templates (/admin/formTemplates). The listing shows every template grouped by type, with its field count, version, and whether it is a built-in [SYSTEM] template. Open a template to view its fields, or the Assignments tab to see where it applies. Use the type filter to narrow to a single entity type (for example information_object).

Example Listing

=== Form Templates ===
Found 5 templates:

INFORMATION_OBJECT:
  #1: ISAD-G Minimal [SYSTEM]
      Fields: 8 | Version: 1
      Minimal ISAD(G) compliant form

  #2: ISAD-G Full [SYSTEM]
      Fields: 26 | Version: 1
      Complete ISAD(G) form with all elements

  #3: Dublin Core Simple [SYSTEM]
      Fields: 15 | Version: 1

  #4: Photo Collection Item [SYSTEM]
      Fields: 19 | Version: 1

ACCESSION:
  #5: Accession Standard [SYSTEM]
      Fields: 15 | Version: 1

Best Practices

Template Design

Assignments

Troubleshooting

Form Not Appearing

1. Check assignment exists - Is there an assignment for this context?
2. Check assignment is active - Is the assignment enabled?
3. Check template is active - Is the template enabled?
4. Check priority - Is another template taking precedence?

Fields Not Saving

1. Check required fields - Are all required fields filled?
2. Check validation - Does the data meet validation rules?
3. Clear cache - Run php artisan optimize:clear

Import Fails

1. Check JSON format - Is the file valid JSON?
2. Check file size - Large files may timeout
3. Check permissions - Does the web server have write access?

Field Type Reference

Text Input

• Use for: Short text (titles, names, identifiers)
• Options: Placeholder, default value, max length

Text Area

• Use for: Longer text without formatting
• Options: Placeholder, rows, max length

Rich Text

• Use for: Formatted text (scope and content, notes)
• Options: Toolbar configuration

Date

• Use for: Single dates
• Options: Format, min/max date

Date Range

• Use for: Date spans (1990-2000)
• Options: Format, labels for start/end

Select (Dropdown)

• Use for: Choose one from list
• Options: List of options, default value

Multi-Select

• Use for: Choose multiple from list
• Options: List of options, min/max selections

Autocomplete

• Use for: Type-ahead search (actors, subjects)
• Options: Source (taxonomy, actor, repository)

Checkbox

• Use for: Yes/No options
• Options: Default checked state

Radio Buttons

• Use for: Choose one from visible options
• Options: List of options

File Upload

• Use for: Attach documents
• Options: Allowed types, max size

Heading

• Use for: Section titles
• Options: Level (h3, h4, h5)

Divider

• Use for: Visual separation
• Options: None

Need Help?

Contact your system administrator if you experience issues with the Forms Builder.

Part of the Heratio AHG Framework