Additional Forms
An additional form lets an approver collect more detail before deciding, instead of rejecting a request outright and making the requester start again from scratch. You attach a form mid-review, the request pauses at Awaiting Info while it's filled in, and the approval picks up exactly where it left off once it comes back.
The sections themselves are reusable definitions an Admin builds under Settings → Field Mapping → Additional Form Fields — see Field Mapping. Each one is a set of fields. Attaching puts a copy of those fields on this request, to be filled in for this request only.
For a plain clarification that shouldn't pause anything, use the request's comments thread instead.
Attaching a Form
While you have a pending approval step on a request, Attach Additional Form appears alongside the other approver actions. The dialog has three parts:
- Sections to include — tick one or more. Everything you tick in a single action becomes one form with one section per item ticked, and the recipient fills it in and submits it as a single form. The button says Attach form however many you tick. To ask for two things separately, attach twice.
- Assign to — defaults to the requester. You can route it to any active member of your organisation instead, including yourself. Viewers cannot be assigned a form.
- Optional note — context for why you're asking. It's shown above the form and included in the notification email.
The picker lists only forms that are enabled, contain at least one field, and aren't already attached and outstanding on this request. Attaching a form that has already been completed on this request is allowed — that's a new round.
A form is also left out when the same questionnaire is already part of the request's own form. If an Admin has added a field group of that name to the Request Form, Decommission or Booking form under Field Mapping, the requester is being asked those questions anyway, so attaching it would ask them twice. This now applies to bookings too, which gained a configurable form of their own.
If an organisation moves a questionnaire from Additional Forms onto the main form, requests raised before the move keep the attached copy — with the answers that were given — and the main form does not show the same questions a second time on those requests. A tab left with nothing else in it disappears along with the duplicate. Requests raised after the move simply show the questions on the main form as normal.
Attaching a form immediately:
- moves the request to Awaiting Info and its workflow to On Hold
- blocks Approve and Reject for every approver until nothing is left outstanding — only an admin override can force a decision through an on-hold workflow
- notifies the assignee (or the requester, if you didn't assign it) by email and in-app
You can attach further forms while a request is already Awaiting Info.
Completing a Form
Additional forms sit on the request itself, beside the main form. On an environment request or a decommission request, open the Forms view and you'll see a tab per form — Additional Form 1, Additional Form 2, and so on — next to the request's own form tabs. A tab carries an Awaiting badge until every section in it is complete, and if a form is waiting on you, a banner at the top of the request takes you straight to it.
Forms are named by position, not after the sections inside them, so a form built from three sections still reads as one form. The numbers describe the list as it currently stands: withdraw an earlier form and the ones after it move up.
To complete one:
- Open its tab. Each section is titled and carries the approver's note, if there was one.
- Fill in the fields. Every required field in every section must have a value before the form can be sent.
- Choose Submit form.
A few things worth knowing:
- Whole forms only. A form is submitted complete or not at all — every required field, in every section — so a half-filled one is rejected. Where forms have their own tabs, each tab submits on its own, so one form being outstanding never blocks another.
- Repeat requests pre-fill. If you're asked again for a form you've already completed on this request, the new one opens pre-filled with what you entered last time, so you can refine it rather than retype it.
- Assignees get access. Someone assigned a form can open the request to fill it in even if they otherwise couldn't see it. That access lasts only while their form is outstanding.
- Earlier rounds stay. Once submitted, a form keeps its tab and everything entered in it, so the full history of what was asked for and what was provided stays on the request.
The request leaves Awaiting Info only when nothing is outstanding across everyone. If two forms were attached and you submit one, the request stays paused until the other is submitted or withdrawn.
Answering while you edit the request
An additional form is part of the request, so you can also fill it in from the request's own Edit page — its sections appear there alongside the request's own, and the request's Save stores them. You don't have to go back to the Forms view to answer.
Saving is not quite the same as submitting, and the difference is deliberate:
- A part-finished form is kept, and stays outstanding. Save as often as you like; nothing goes back to the approvers until the form is actually complete. So you can fix a typo in the request without an unrelated half-finished form blocking the save, and an approver never receives a form with holes in it.
- Completing it sends it. The moment a save leaves every required field on the form answered, that form is submitted exactly as if you'd used Submit form — the request comes off Awaiting Info if nothing else is outstanding, the workflow resumes, and the approvers who asked are notified.
- Blank doesn't count. A field containing only spaces is stored as typed, but it doesn't make the form complete.
- One form at a time. Completing one form leaves any other outstanding form exactly as it was.
An already-answered form can be corrected here too. Correcting it doesn't re-submit it or change when it was answered.
This applies to the forms that are yours to answer. A form routed to someone else stays theirs: it's answered from the Forms view by the person it was assigned to, and editing the request — even as an Admin — doesn't let you answer it for them.
Withdrawing and Asking Again
An approver at the currently active level can Withdraw a form that hasn't been answered yet — useful when you asked for the wrong thing, or got what you needed another way. Withdraw takes the whole form, every section in it: you attached it as one form, so it is cancelled as one. There is a single Withdraw for each form, wherever you happen to be looking in it.
Once a form has been answered you can no longer withdraw it — including one that was only partly answered, because it still holds work someone did. If something needs changing, ask in the comments and the requester can edit their answers.
When the last outstanding form on the request is withdrawn, the request returns to Pending and the workflow comes off hold, so you can decide without troubling the requester further.
Ask again sits on each completed section and sends it back as a new round, with an optional note explaining what to fix. It arrives as an additional form of its own, routed by default to whoever completed the previous round, and pre-filled with what they entered. It's offered only on the latest round of a form, so you can't fork one into two live rounds.
Notifications
Three emails, each also delivered as an in-app notification:
| When | Who gets it | What it says |
|---|---|---|
| A form is attached | The assignee, or the requester if none was set | The request key and title, who asked, the approval level, the sections to complete, the approver's note, and a button that opens the form |
| A form is submitted | Approvers named on the active level's pending steps | The request key and title, the requester, the approval level, which forms were completed, and a link back to the request for a decision |
| A form is withdrawn | Whoever was on the hook to complete it | That it was withdrawn and no action is needed. The link is included only if the recipient can still open the request |
Approval levels assigned by role rather than to named people aren't emailed individually when a form is submitted — the request simply reappears in their queue.
Who Can Do What
| Action | Who |
|---|---|
| Attach an additional form | An approver with a pending step at the workflow's currently active level — assigned by name, or matching that level's approver roles. Being an Admin is not enough on its own |
| Assign it to someone else | The approver attaching it, at attach time. Any active member of your organisation except Viewers |
| Complete and submit it | The assignee — or the requester, for forms attached without an assignee. Nobody can submit on their behalf, including Admins |
| Withdraw it | An approver at the currently active level, while it's still outstanding |
| Ask for the same form again | An approver at the currently active level, once the previous round is complete |
| See a form and what was entered in it | Anyone who can already open the request, plus an assignee while their form is outstanding |
What's entered in a form marked Sensitive is visible to the requester and to the request's approvers, and to nobody else. Everyone else — including an Admin who can open the request but isn't in its approval chain — sees the form and its questions, with Hidden — sensitive in place of the answers. This holds everywhere the answers can be reached: the request page, the API, and the exported PDF. The values are withheld before the page is sent rather than concealed once it arrives, so they are never delivered to a browser that isn't entitled to them.
Every attach, submission and withdrawal is recorded in the audit log, including who a form was routed to.
Where It Applies
Additional forms need an approval workflow to pause. Requests with no workflow configured fall back to Direct Admin Approval — a single approve/reject decision by an Admin or Super Admin, with no additional forms available. See Approvals for how workflows are configured and when a request has no workflow to run through.
The rules, permissions and notifications above hold on Bookings, Environment Requests and Decommission Requests alike. Where they differ is how the forms are laid out and filled in:
- Environment requests, decommission requests and bookings all give each form its own tab under Forms, alongside the record's own form tabs, and you submit one tab at a time.
Notification links land on the form's own tab, on all three.
In Exported PDFs
When a request is exported as a PDF, its additional forms are included alongside the rest of the form. Only the final round of each appears — if the same form was asked for more than once, earlier rounds are left out, so the export records what was ultimately agreed rather than the full exchange. A form that was attached but never completed still contributes its fields, marked as not provided.
Forms marked Sensitive are redacted in the export for anyone who is neither the requester nor an approver on that request's workflow: the fields still appear, but their values are replaced with a placeholder.