My Forms Library

From the Forms Library, you can create new forms, update existing ones, and prepare forms for use in workflow tasks.

Access the Forms Library

• When the Forms Library is enabled, go to Events & Forms > Forms.

Your experience may vary depending on your organization’s configuration. Some organizations may still manage forms under Administration instead of Events & Forms.

Forms Library structure

The Forms Library is organized into tabs to support different aspects of form management.

• My Forms Library – Forms created and managed within your organization
• Rival Forms Library – Prebuilt forms provided by Rival
• Fonts – Manage fonts used in forms and generated documents
• Lists – Create and manage list values used in form fields
• Surveys – Access and manage survey-based forms

Create forms

Forms can be created in two ways, depending on your workflow.

• ROSI Form Builder – Upload a document and generate a draft Smart Form automatically
• Smart Form Builder – Create and configure a form manually within Workflow

Click + New Form in My Forms Library to begin.

Manage forms

Each form in My Forms Library includes actions to help you manage and maintain forms.

• Preview forms before publishing
• Edit forms in Form Builder
• View version history and roll back to a previous version if needed
• Clone forms to create new versions
• Download form configurations
• Convert Classic Forms to Smart Forms
• Delete forms that are no longer needed

If a form is checked out by another user, you cannot edit it until it is released. Undo Checkout discards changes made since the form was checked out.

Export, import, and convert forms

Export forms

Export a form to move it from one Workflow environment to another (for example, from staging to production).

1. Go to Events & Forms > My Form Library.
2. Locate the form you want to export. The form must be published before it can be exported.
3. Click the export/download icon next to the form.
4. The form downloads as a JSON file.

What's included in the export:

• All form fields and layout
• Associated lists
• Images and embedded hyperlinks
• Acknowledgement files (PDF, DOC, and DOCX) attached to Acknowledgement components

What's not included:

• Acknowledgement components configured with an external document URL (the URL reference is preserved, but no file is downloaded)
• Banner images (handled separately through the banner image export/import process)

Import forms

Import a previously exported JSON form file into the target environment.

1. Go to Events & Forms > My Form Library in the target environment.
2. Click Import Form.
3. Select the JSON file you downloaded from the source environment.
4. If a form with the same name already exists, you will be prompted to rename it.
5. The system validates and imports the form, including any bundled acknowledgement files.

Acknowledgement file handling during import:

• Uploaded PDF, DOC, and DOCX files are automatically transferred — no manual re-upload needed.
• Files nested inside Section components are included.
• If the same file already exists in the target environment, the existing file is reused.
• External URL acknowledgements are imported as-is.

File requirements for Acknowledgement uploads:

Note: The team privilege Import Forms to Production is required. Importing is intended for environment migration — to create a form from a document, use + New Form with ROSI Form Builder.

Convert forms

Convert Classic Forms to Smart Forms using the Convert action in My Form Library.

Form types

Forms in the My Forms Library are color-coded to help identify the type of form.

• Purple – Smart Forms (including forms created with ROSI Form Builder)
• Blue – Classic Forms (legacy form experience)
• Green – Rival Custom Forms (custom forms provided or configured for your organization)
• Orange – Rival Library Forms (prebuilt forms provided by Rival)

Rival Library Forms are managed in a separate Rival Forms Library tab to keep system-provided forms separate from your organization’s forms.

Additional tools

Additional tabs in the Forms Library provide tools to support form creation and management.

• Lists – Manage selectable values used in form fields
• Fonts – Configure fonts used in forms and generated documents
• Surveys – Create and manage survey-based forms

What to expect

• Forms must be published before they can be used in workflow tasks
• Forms can be checked out while being edited by a user
• Forms are displayed in pages, with sorting available by column
• Available features depend on your organization’s configuration and user privileges
• Some legacy forms may behave differently from newer Smart Forms
• When a published form is attached to a task, users opening the task for the first time receive the latest published version
• If a form already exists for an in-progress task, that existing form opens for editing; completed task forms open in view/print mode

Enablement

The New Forms Library experience and ROSI Form Builder are disabled by default to support a controlled rollout.

Administrators with appropriate permissions can enable the experience in Administration > Settings > UI > Enable New Forms Library.

Enabling this setting will:

• Move Forms from under Administration to Events & Forms in the main navigation
• Enable the New Forms Library experience
• Enable ROSI Form Builder for creating new forms