Manage Forms

Manage Forms

Managing Forms allows you to organise, update, copy, and retire Forms used across Samurai CMMS. This is done in the Desktop App and helps ensure the right Forms are available to the right users, in the right context.

Managing Forms includes assigning Form Types, copying existing Forms, and retiring Forms that are no longer required.

Before you manage Forms

Before managing Forms:

  • You must be using the Desktop App
  • You must have permission to create or edit Forms
  • Forms must already exist in the Form Library to be edited, copied, or deleted

Assign a Form Type to a Form

Form Types are used to group and filter Forms, such as Safety, Inspection, or Procedure. Once assigned, Forms appear under their Form Type for easier selection.

To assign a Form Type:

  1. Go to Forms → Form Library
  2. Click + Add Form, or open an existing Form
  3. In Details & Assignment, select a Form Type from the dropdown menu

Once selected, the Form is grouped under that Form Type across the system.

Create Form Types

Form Types must exist before they can be assigned.

To create a Form Type:

  1. Go to Reference Tables → Form Types
  2. Click Add
  3. Enter a Form Type Name
  4. Select an Icon
  5. Save the Form Type

Form Types are available immediately for use.

Copy a Form

Copying a Form allows you to reuse an existing Form as a template. This is useful when Forms are similar but require small changes, such as different asset models or sites.

To copy a Form:

  1. Go to Forms → Form Library
  2. Open the Form you want to copy
  3. Click the three-dots menu in the top-right of the Form Builder
  4. Select Copy Form

The copied Form opens immediately in Details & Assignment, where you can update the name, type, and assignments.

Delete a Form

Deleting a Form removes it from the Form Library, but does not affect historical completed Forms.

To delete a Form:

  1. Go to Forms → Form Library
  2. Open the Form you want to delete
  3. Click the three-dots menu in the top-right of the Form Builder
  4. Select Discard Form

The Form is removed and can no longer be started.

Example of managing Forms

A supervisor needs model-specific inspection checklists.

The supervisor:

  • Creates a general inspection Form
  • Copies the Form for each model
  • Updates minor checklist differences
  • Assigns each Form to the correct Form Type

This keeps Forms consistent and easy to manage.

Important considerations and best practices

  • Use Form Types consistently to keep the library organised
  • Copy Forms instead of rebuilding them from scratch
  • Use clear naming conventions for Forms and Form Types
  • Review and delete unused Forms periodically
  • Deleting a Form does not remove completed historical records
  • Always check Details & Assignment after copying a Form

Managing Forms effectively ensures clarity, consistency, and ease of use across all teams using Samurai CMMS.