Form Presets (Flow Customizations)

A Form Preset (technically called a “Flow Customization” in Penbox) is a configured instance of a Form Template with specific options, security settings, and defaults. Presets allow you to reuse the same template in different contexts with different configurations.

Terminology: In the API and some interfaces, Form Presets are called “Flow Customizations.” Both terms refer to the same concept.

Why Use Form Presets?

Form Presets solve a common problem: you’ve designed a great form template, but you need to use it in different ways for different situations.

Without Presets

Create separate form templates for each variation
Duplicate work when making changes
Hard to maintain consistency
Template library becomes cluttered

With Presets

One template, multiple configurations
Update template once, all presets benefit
Consistent form structure
Clean, organized template library
Easy to create variations

Preset vs. Template

Aspect	Form Template (Flow)	Form Preset (Flow Customization)
Purpose	Defines form structure and elements	Configures how template is used
Content	Steps, fields, validation, automations	Options, security, defaults, branding
Created in	Penbox Studio	Admin settings
Versioning	Yes, explicit versions	No, links to template version
Relationship	One template → many presets	Many presets → one template

Creating Form Presets

Form Presets are created from published Form Templates.

Basic Information

Field	Description	Required
Name	Preset identifier	Optional
Title	Display name for the preset	Optional
Enabled	Active/inactive status	Yes (default: true)

Linking to Template

Each preset links to a specific Form Template:

{
  "relationships": {
    "flow": {
      "data": {
        "id": "uuid-of-form-template",
        "type": "flows"
      }
    }
  }
}

The preset automatically uses the latest published version of the template unless you specify otherwise.

Preset Configuration

Options

The options object overrides default values from the Form Template. Example use cases:

Custom welcome message per customer segment
Different help text for internal vs. external users
Specific default values for different contexts
Custom branding elements

{
  "options": {
    "welcome_title": "Welcome, Premium Customer",
    "help_email": "[email protected]",
    "default_account_type": "business"
  }
}

Options Metadata

Control which options are hidden from users creating forms:

{
  "options_meta": {
    "options.help_email": {
      "hidden": true
    }
  }
}

This keeps the form creation interface clean by hiding administrative settings.

Access Security

One of the most powerful features of Form Presets is the ability to configure security requirements.

OTP Email Security

Require one-time password sent via email:

{
  "access_security": {
    "otp": {
      "email": {
        "enabled": true,
        "default": true,
        "mandatory": true,
        "template": "otp-email"
      }
    }
  }
}

Properties:

enabled: Make this option available
default: Use by default when creating forms
mandatory: Must be used (can’t be disabled for individual forms)
template: Email template to use for sending OTP

OTP SMS Security

Require one-time password sent via SMS:

{
  "access_security": {
    "otp": {
      "sms": {
        "enabled": true,
        "default": false,
        "mandatory": false,
        "text": "Your verification code is: {code}. Valid for 10 minutes."
      }
    }
  }
}

Properties:

enabled: Make this option available
default: Use by default when creating forms
mandatory: Must be used (can’t be disabled for individual forms)
text: SMS message template (must include {code})

Password Security

Require username and password:

{
  "access_security": {
    "password": {
      "enabled": true,
      "default": false,
      "mandatory": false,
      "length": 8,
      "lower": 1,
      "upper": 1,
      "numeric": 1,
      "alpha": 2,
      "login": {
        "username": "client",
        "password": "secure123"
      }
    }
  }
}

Properties:

enabled: Make this option available
default: Use by default
mandatory: Must be used
length: Minimum password length
lower: Minimum lowercase characters
upper: Minimum uppercase characters
numeric: Minimum numeric characters
alpha: Minimum alphabetic characters
login: Default username/password (optional)

Combining Security Methods

You can enable multiple security methods and let users choose, or require specific combinations: Example 1: Choose one

{
  "access_security": {
    "otp": {
      "email": { "enabled": true, "default": true },
      "sms": { "enabled": true, "default": false }
    },
    "password": { "enabled": true, "default": false }
  }
}

Example 2: Require both

{
  "access_security": {
    "otp": {
      "email": { "enabled": true, "mandatory": true }
    },
    "password": { "enabled": true, "mandatory": true }
  }
}

Invitations

Customize invitation emails for forms created from this preset:

{
  "invitations": {
    "subject": "Please complete your onboarding form",
    "from": {
      "email": "[email protected]",
      "name": "Onboarding Team"
    },
    "template": "custom-invitation-template",
    "reminders": {
      "enabled": true,
      "count": 3,
      "interval": 2,
      "unit": "days"
    }
  }
}

In-Portal Forms

Form Presets can be made available in a public portal where contacts can self-serve:

{
  "in_portal": true
}

When enabled:

Form appears in your customer portal
Contacts can start the form themselves
No invitation needed
Still respects access security settings

Use cases:

Self-service document upload
Public application forms
Customer portal request forms
Support ticket submission

Archiving Presets

Presets can be archived when no longer needed:

{
  "archived_at": "2024-01-15T10:00:00Z"
}

Archived presets:

Don’t appear in active preset lists
Can’t be used to create new forms
Existing forms still work normally
Can be unarchived if needed

Working with Form Presets

Creating Forms from Presets

When you create a form from a preset:

Select the Form Preset
Enter contact information
Security settings from preset are applied
Options from preset are used as defaults
Form is created and ready to send

Use Case Examples

Customer Segments

Scenario: Same onboarding form, different experience for different customer tiersPresets:

Premium Onboarding
- Personalized welcome message
- Dedicated support email
- SMS + Email OTP for security
Standard Onboarding
- Standard welcome message
- General support email
- Email OTP only
Partner Onboarding
- Partner-specific branding
- Partner support contact
- Password protection

Regional Variations

Scenario: Same form structure, different languages and compliance per regionPresets:

EU Customer Form
- GDPR-compliant text
- EU support contacts
- Privacy policy link
US Customer Form
- US-specific disclosures
- US support contacts
- Different privacy policy
Asia Customer Form
- Regional language support
- Local support contacts
- Region-specific requirements

Internal vs. External

Scenario: Same information needed, different security and defaultsPresets:

External Client Form
- High security (OTP + password)
- Formal tone
- External help resources
Internal Team Form
- Lower security (auto-access)
- Casual tone
- Internal wiki links

Workflow Automation

Scenario: Same form triggers different automationsPresets:

Sales Lead Form
- Routes to sales team
- Creates CRM entry
- Sends to sales automation
Support Request Form
- Routes to support team
- Creates ticket
- Sends to support automation

Tracking Preset Usage

Form Presets track how many forms have been created from them:

{
  "$requests_count": 142
}

This helps you understand:

Which presets are most used
Which configurations work best
When to retire old presets
Usage patterns over time

Preset Lifecycle

Best Practices

Use meaningful names

Name presets clearly so team members know when to use each one. “Premium Customer Onboarding” is better than “Form Config 1.”

Match security to sensitivity

High-security forms for sensitive data (PII, financial, health). Lower security for general inquiries or surveys.

Document preset purposes

Use the description or internal documentation to explain when and why to use each preset.

Review preset usage regularly

Check $requests_count to identify unused presets. Archive or delete ones that aren’t being used.

Test security settings

Always test the complete form flow with security settings enabled to ensure good user experience.

Keep presets focused

Don’t create presets for every tiny variation. Group similar use cases together.

Version with templates

When updating the underlying template, consider if presets need configuration updates too.

Archive, don't delete

Archive old presets instead of deleting them. This preserves history and allows reactivation if needed.

Common Configurations

High Security Preset

{
  "name": "High Security Form",
  "access_security": {
    "otp": {
      "email": {
        "enabled": true,
        "default": true,
        "mandatory": true
      },
      "sms": {
        "enabled": true,
        "default": true,
        "mandatory": true
      }
    }
  }
}

Use for: Financial information, health data, legal documents

Public Self-Service Preset

{
  "name": "Public Self-Service",
  "in_portal": true,
  "access_security": {
    "otp": {
      "email": {
        "enabled": true,
        "default": true,
        "mandatory": false
      }
    }
  }
}

Use for: General inquiries, support tickets, feedback forms

Internal Team Preset

{
  "name": "Internal Use Only",
  "access_security": {
    "password": {
      "enabled": true,
      "default": true,
      "mandatory": true,
      "login": {
        "username": "team",
        "password": "internal123"
      }
    }
  }
}

Use for: Internal data collection, team surveys, process forms

Premium Customer Preset

{
  "name": "Premium Customer",
  "options": {
    "welcome_title": "Welcome, Valued Customer",
    "support_email": "[email protected]",
    "priority": "high"
  },
  "access_security": {
    "otp": {
      "email": {
        "enabled": true,
        "default": true,
        "template": "premium-otp-email"
      }
    }
  }
}

Use for: VIP customers, enterprise clients, high-value accounts

Next Steps

Form Templates

Learn about creating form templates

Forms

Understand form instances

Security Guide

Complete guide to form security

Portal Setup

Set up your customer portal

Get Started

Cases

Forms

Why Use Form Presets?

Without Presets

With Presets

Preset vs. Template

Creating Form Presets

Basic Information

Linking to Template

Preset Configuration

Options

Options Metadata

Access Security

OTP Email Security

OTP SMS Security

Password Security

Combining Security Methods

Invitations

In-Portal Forms

Archiving Presets

Working with Form Presets

Creating Forms from Presets

Use Case Examples

Tracking Preset Usage

Preset Lifecycle

Best Practices

Common Configurations

High Security Preset

Public Self-Service Preset

Internal Team Preset

Premium Customer Preset

Next Steps

Form Templates

Forms

Security Guide

Portal Setup

Get Started

Cases

Forms

​Why Use Form Presets?

​Without Presets

​With Presets

​Preset vs. Template

​Creating Form Presets

​Basic Information

​Linking to Template

​Preset Configuration

​Options

​Options Metadata

​Access Security

​OTP Email Security

​OTP SMS Security

​Password Security

​Combining Security Methods

​Invitations

​In-Portal Forms

​Archiving Presets

​Working with Form Presets

​Creating Forms from Presets

​Use Case Examples

​Tracking Preset Usage

​Preset Lifecycle

​Best Practices

​Common Configurations

​High Security Preset

​Public Self-Service Preset

​Internal Team Preset

​Premium Customer Preset

​Next Steps

Form Templates

Forms

Security Guide

Portal Setup

Why Use Form Presets?

Without Presets

With Presets

Preset vs. Template

Creating Form Presets

Basic Information

Linking to Template

Preset Configuration

Options

Options Metadata

Access Security

OTP Email Security

OTP SMS Security

Password Security

Combining Security Methods

Invitations

In-Portal Forms

Archiving Presets

Working with Form Presets

Creating Forms from Presets

Use Case Examples

Tracking Preset Usage

Preset Lifecycle

Best Practices

Common Configurations

High Security Preset

Public Self-Service Preset

Internal Team Preset

Premium Customer Preset

Next Steps