Glossary
Approve / Return for edits — the two decisions a manager makes on a record in the review queue. Approving closes the record; returning sends it back as rejected with a note.
Assigned record — a record handed to a specific person, by a Send to field or by a manager. It appears on their Assigned tab.
Collect — the grant that lets somebody fill in a form and read their own records on it.
Collector — the built-in role for people who fill forms in.
Draft (form) — a form that has not been published. Nobody can collect on it.
Draft (record) — a record saved part-way, to be finished later. Unrelated to a draft form.
Field — one question on a form.
Field key — a field’s durable name (asset_id). Used by scripts, exports
and integrations. The label is what people read.
Form — a set of questions. Draft, published or archived.
Form version — a form’s structure at a point in time. A record is filled in against the version current when it started.
Record — one filled-in copy of a form. Draft, submitted, approved or rejected. The app’s database calls this a submission; this guide says record.
Record Lookup — a field that picks a record from another form and copies chosen fields from it.
Recycle bin — where deleted records go for fourteen days before being removed for good.
Repeatable section — a group of fields the person can add rows of. The rows live inside the record.
Review queue — records waiting on a manager’s decision.
Send to — a field for handing a record to somebody else to finish.
Smart List — a list of options shared by every form that uses it. Also called a choice list.
Subform — a field whose rows are real records on another form, each linked to this one as its parent.
Sync — the phone sending records and files to the server, and fetching form changes. Happens automatically when there is a connection.
View — the grant that lets somebody read every record on a form. It never allows filling the form in.
Webhook — a URL you provide that is posted to when a record arrives, changes or is decided.