> ## Documentation Index
> Fetch the complete documentation index at: https://docs.penbox.io/llms.txt
> Use this file to discover all available pages before exploring further.

# Introduction

> Understanding forms for data collection

**Forms** in Penbox are individual form instances sent to specific contacts for data collection. Each form has a unique link and can be secured with various authentication methods.

<Note>
  **Terminology**: In Penbox's technical documentation and API, forms are referred to as "requests." In this user documentation, we'll primarily use "form" since that's more intuitive.
</Note>

## What is a Form?

Think of a form as a personalized questionnaire sent to a specific person. Each form:

* Has a **unique link** that only works for that specific recipient
* Can be **secured** with passwords or one-time codes
* Tracks its own **status** (pending, completed, etc.)
* Stores the **response** data when submitted
* Can **expire** after a certain time period
* Triggers **automations** when completed

## When to Use Forms

Forms are ideal for collecting information from external parties:

<CardGroup cols={2}>
  <Card title="Customer Onboarding" icon="user-plus">
    Collect customer information, documents, and agreements
  </Card>

  <Card title="Document Requests" icon="file-invoice">
    Request specific documents from clients or partners
  </Card>

  <Card title="Data Collection" icon="clipboard-list">
    Gather structured data for compliance, verification, or analysis
  </Card>

  <Card title="Applications" icon="file-circle-check">
    Process applications, registrations, or submissions
  </Card>

  <Card title="Surveys & Feedback" icon="comment">
    Collect feedback, surveys, or satisfaction ratings
  </Card>

  <Card title="KYC/AML" icon="shield-check">
    Gather Know Your Customer and compliance information
  </Card>
</CardGroup>

## Form Reference Numbers

Each form is automatically assigned a unique **6-character alphanumeric reference** (e.g., `A4K7X9`) for easy identification and tracking.

**Reference numbers are used for:**

* Quick lookup and search
* Customer support
* Email communications
* Tracking conversations
* Audit trails

## How Forms Work

### Creating Forms

Forms can be created from **Form Presets**:

1. Select the Form Preset to use
2. Enter contact information (email, name, phone)
3. Optionally pre-fill data
4. Set expiration date (if needed)
5. Form is created and ready to send

### Sending Forms

When you send a form, the contact receives:

1. **Invitation email** (if configured)
   * Link to the form
   * Instructions
   * Your branding
   * Deadline (if applicable)

2. **Unique access link**
   * Can be shared separately
   * Works on any device
   * Can use custom domains

### Contact Experience

1. Contact clicks the form link
2. Security check (if configured): OTP, password, or auto-access
3. Welcome page with instructions
4. Fill out form steps
5. Review page to check answers
6. Submit or decline
7. Confirmation page

### After Submission

When a contact submits a form:

* Response is stored
* Automations are triggered
* Team notifications are sent
* Status changes to "completed"
* Confirmation sent to contact

## Form Components

Every form consists of:

### Portal Pages

* **Welcome Page**: Introduction and instructions
* **Form Steps**: The actual form with fields
* **Review Page**: Review before submission
* **Ending Page**: Thank you and next steps

### Security

* **Access control**: OTP email, OTP SMS, password, or open
* **Expiration**: Optional deadline for completion
* **Link security**: Unique, non-guessable URLs

### Notifications

* **Invitations**: Initial email to start the form
* **Reminders**: Automated reminders if not completed
* **Confirmations**: Confirmation when submitted

### Data

* **Pre-filled data**: Information you already know
* **Response data**: Information collected from contact
* **Attachments**: Files uploaded by contact
* **Metadata**: Tracking information and timestamps

## Best Practices

<AccordionGroup>
  <Accordion title="Use appropriate security">
    Match security level to data sensitivity. Use OTP for sensitive information, auto-access for surveys.
  </Accordion>

  <Accordion title="Set reasonable expiration">
    Give contacts enough time to complete forms. Typical: 7-14 days for standard requests, 48 hours for urgent ones.
  </Accordion>

  <Accordion title="Pre-fill known information">
    Always pre-fill data you already have. This respects the contact's time and improves completion rates.
  </Accordion>

  <Accordion title="Configure reminders">
    Automated reminders significantly improve completion rates. Set 2-3 reminders before expiration.
  </Accordion>

  <Accordion title="Test before sending">
    Always test forms before sending to contacts. Click through the entire process to ensure it works smoothly.
  </Accordion>

  <Accordion title="Respond quickly">
    Contacts expect acknowledgment when they submit forms. Configure automated confirmation emails.
  </Accordion>
</AccordionGroup>

## Forms vs. Cases

Understanding the relationship:

| Aspect           | Forms                               | Cases                             |
| ---------------- | ----------------------------------- | --------------------------------- |
| **Purpose**      | Collect data from external contacts | Track internal work and processes |
| **Who uses**     | Customers, clients, partners        | Your team                         |
| **Lifespan**     | Short (minutes to weeks)            | Long (days to months)             |
| **Creation**     | From Form Presets                   | From Case Templates               |
| **Relationship** | Can create or update cases          | Can trigger forms                 |

Forms and Cases work together:

* Forms collect data that flows into cases
* Case workflows can automatically send forms
* Form submissions can create new cases
* Case updates can trigger new forms

## Next Steps

<CardGroup cols={2}>
  <Card title="Form Templates" icon="pen-ruler" href="/forms/form-templates">
    Learn how to build form templates
  </Card>

  <Card title="Form Presets" icon="sliders" href="/forms/form-presets">
    Configure form variations
  </Card>

  <Card title="Form Security" icon="shield-halved" href="/forms/security">
    Protect forms with security controls
  </Card>

  <Card title="Form Notifications" icon="bell" href="/forms/notifications">
    Set up invitations and reminders
  </Card>
</CardGroup>