Dynamic Forms are custom, interactive forms that capture structured information as work happens. Link a form to a process activity and the right questions get asked, in the right way, every time that step is performed — whether that is an incident report, a checklist, an approval request, or a site visit record.
Because every submission is stored as structured data rather than free-form documents, the information is consistent, searchable, reportable, and audit-ready.
Why Use Dynamic Forms?
Consistent information, every time — everyone answers the same questions in the same format, so one submission can be meaningfully compared with the next.
Complete records — required fields and validation rules prevent half-finished or obviously incorrect submissions.
Proof of compliance — every submission is timestamped and stored, giving you an audit trail of who did what, when.
Less rework — structured submissions can be exported and reported on directly, instead of being re-keyed from emails and spreadsheets.
Built around your process — design forms that match the way your team actually works, with no custom development.
Common examples: an Incident Report linked to your incident management process, a Pre-Start Checklist linked to an equipment process, or an Expense Claim where line items are captured as repeating rows.
What a Dynamic Form Contains
Forms are built from field types — text, numbers, dates, dropdowns, checkboxes, file uploads, and more — arranged on a drag-and-drop canvas. Business rules can be added for conditional logic (for example, revealing a "License Plate" field only when "Has Vehicle" is ticked).
ProcessPro supports two types of dynamic forms:
Main Form — a standalone form that is linked directly to a process. Use this for the primary record being captured: an incident report, a request form, a sign-off sheet.
Sub Form — a child form embedded within a Main Form upon submission, and is used for groups of data that repeat. Use this to capture information that is frequently required on different types of processes/main forms, like attendees at a meeting, employee information. Sub Forms are linked to activities. One sub form per activity.
Accessing Dynamic Forms
Quick Steps
Navigate to Settings from the left-hand navigation menu
Select Dynamic Forms
The Dynamic Forms summary table displays all forms in your company with the following columns:
Description — the form name
Updated On — date of last modification
Updated By — user who last modified the form
Status — current state of the form
Summary Table Actions
The following action buttons are available at the top right of the table:
Actions — dropdown with bulk operations
Export — export form list as PDF, Excel, or CSV
Delete — remove selected forms
Add — create a new form (see Create a Dynamic Form)
Standard filtering, sorting, and pagination are available on the table.
Important: Forms that are linked to processes cannot be deleted. These appear as non-selectable in the table with the tooltip: "This dynamic form is currently in use, and cannot be deleted." This protects live processes from losing the forms their users rely on — remove the form from the process first if you genuinely need to delete it.
Further Information
For creating forms, see Create a Dynamic Form. For building and designing form layouts, see Building a Dynamic Form. For capturing submissions from a process, see Submitting a Dynamic Form.