Managing Your Form Registry

Overview

The form registry is your workspace's private catalog of every form you run. This article covers the lifecycle of a form — creating, editing, publishing, pausing, archiving, and deleting — and how to keep a growing registry organized with keys, types, and priority weights.

The status lifecycle

Every form moves through four statuses:

1. Draft — being built. Not accepting responses. Safe to change freely.
2. Active (Published) — live and accepting responses.
3. Paused — temporarily stopped. Existing responses are kept; new ones are blocked until you resume.
4. Archived — retired. Kept for the record and analytics, but not live.

To change status, open a form and pick the new status, then save. Moving Draft → Active is how you publish; Active → Paused is the quickest way to stop intake without losing anything.

Form keys and form types

• The form key uniquely identifies a form (lowercase letters, numbers, -, _; at least two characters). It's generated from the name but you can set your own — pick something short and stable.
• The form type categorizes the form and links it to its responses. It also drives automatic routing: any type recognized as contact or quote is routed to Messaging (see Collecting contact and quote requests).

Keep keys and types consistent across your registry — for example, prefix related forms (hr-application, hr-timeoff) so they group naturally.

Priority weight

Each form has a priority weight from 0 to 100 (default 50). It does two things:

• Sorts the registry — higher weight appears first.
• Orders route evaluation — a higher-weight form's routes are considered before a lower-weight form's.

Raise the weight on the forms that matter most (revenue-driving intake, urgent requests) so they surface first and route first.

Edit a form

1. Open the form from the registry.
2. Change any attribute — name, key, type, fields, routing, priority, or status.
3. Save. Each save is recorded as a change to the form definition.

Edits to a live form take effect immediately, so make substantial structural changes (removing required fields, reworking steps) thoughtfully, ideally by pausing first.

Archive vs delete

• Archive when a form is done but you want to keep it and its analytics. It leaves the registry's active view but stays in the record.
• Delete only when a form was created in error or you're certain you'll never need it. Deleting removes the form definition. Prefer archiving in almost every case.

Because form changes are sensitive, admin creates, updates, and deletes require a step-up action token and are recorded as sensitive actions — you get a clear audit trail of who changed what.

Example: quarterly cleanup

An operations lead reviews the registry each quarter:

1. Archives seasonal forms (holiday RSVP) that are between runs.
2. Pauses a hiring form while a role is on hold.
3. Raises priority weight on the two forms driving the most pipeline so they sit at the top.
4. Deletes a duplicate test form created during a demo.

Tips

• Pause, don't delete, when you might reuse a form.
• Standardize keys and types with prefixes so related forms cluster together.
• Use priority weight as your table of contents — the top of the list should be your most important forms.
• Archive to preserve analytics — you keep the historical numbers without cluttering the live view.

Troubleshooting

"A valid form key is required." Keys must be at least two characters and only lowercase letters, numbers, hyphens, or underscores. Remove spaces and symbols.

A form update was rejected as empty. An update must change at least one attribute. Adjust a field and save again.

I can't create or edit a form. Form writes require the appropriate admin action token. If you're blocked, you may not have write access — check with your administrator.

FAQ

Can two forms share a form key? No — the key identifies one form.

Does archiving delete responses? No. Responses are kept, and the form remains in analytics.

Is there a limit to how many forms I can have? The registry is designed to hold your whole organization's catalog; use statuses and priority to keep it navigable.