You can export and import existing OpenForms instead of creating one from scratch, and you can also export and import OpenForms into different organizations. Forms are exported and imported in JSON format, and you can only import forms if they originated from OpenForms.
Almost all form properties are included in exports and imports, including workflows and data connections, however, some information is removed for privacy reasons. The complete list of form properties is available under What's including in imported and exported forms.
Another option, instead of building a form, is to use one from the OpenForms template library. You can access these templates as you create a form from the Forms list.
Export Forms
You can only import valid OpenForms, so you or another organization may need to export a form first.
- Go to Forms and find the form you want to export.
- Select Export from the ... menu.
- Select Export again in the Export form dialog box.
The JSON file will be downloaded directly to your computer.
If you've created a form that you think might be useful to others, you can export and send the JSON file directly to them, or consider submitting it to the OpenForms template library.
Import Forms
When you have a valid JSON file of an OpenForms:
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In Forms, select Create form > Import form.
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Select Click here or drag a file to upload to choose the file from your computer, or drag the file directly into the window.
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Use the drop-down menu to select a workspace you want to import into.
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Select Import.
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When imported successfully, you can select the form name to edit and adapt your form or Return to forms list.
You can import a maximum of 20 JSON files at a time; if any files are invalid or corrupted, only valid OpenForms are imported and we'll let you know which files failed to upload.
If you do not have the Admin role, items like themes and data connections are not imported with the form. We recommend checking and updating these items, as well as response notifications and workflow reviewers and reminders, to ensure everything is correct for your new form.
What's Included in Imported and Exported Forms
Forms maintain their names when they are imported and are saved as drafts assigned to the user that imported them. The following sections list what is imported or exported for each form
Fields and Sections
All sections and fields of a form are exported or imported, with these exceptions:
- Payment field settings, such as payment gateway information, are never exported.
- Image fields are exported but not uploaded images.
- Field sets, lists, snippets, and other items that you need the Admin role to create are exported, but only imported if the importing user is an Admin. If a user who is not an admin does import these items, they are imported as individual fields or text entries, and are not added to the field set, list, or snippet databases for the importing organization.
- Predictive search lists can only be imported by Admins and are otherwise ignored.
Smart Logic
Smart logic rules and scenarios are included in all imports and exports. We recommend reviewing these in the imported form to ensure the scenarios fit the form.
Workflows
All elements of workflows are imported and exported, but reviewers are only assigned if the users exist in the importing organization and have the reviewer role.
When importing a form with a workflow, ensure that all steps, transitions, reviewers, and the content and recipients of reminders and notifications reflect the structure of your organization.
Data Connections
All data connections used on a form are exported, but they are only imported if the importing user has the Admin role.
Imported data connections continue to interact with the exporting organization's middleware and external services. To access your own external services, you will need to write new middleware and update the imported data connection's URL field.
Themes
Themes are exported but only imported if the importing user has the Admin role.
Logos are not exported, but the file path of logos is; if your organization has the same file structure as the exporting organization, these may be substituted in.
Settings
The following lists explain the settings that are imported and exported, divided by the section of the form Settings tab.
General Settings
- Scheduling (all settings): No
- Save progress (all settings): Yes
- Form description: Yes
- Receipt number prefix: Yes
- Use CAPTCHA to make sure user is human, not a bot: Yes
- Hide from external search engines: Yes
- Language: Yes
- Google Analytics 4 ID: No
Response Settings
All Response settings are exported and imported, so you must update the response notifications details on the imported form.
Print and Embed
- Copy a link to your form or embed it in your site: No
- Copy a link to the printable version of your form: No
- Printable version header and footer (all settings): Yes
Form Documents
Any changes made to the Default Response PDF are exported and imported.
No custom documents are exported or imported.
Display Settings
All Display settings are exported, but themes are only imported if the importing user is an Admin. The form layout and header settings are imported.
Submission Logic
All Submission logic settings are exported and imported.
Permissions
- Editing the form: Yes, this setting is reset to All if no Authors from the importing organizations are listed in the Except for field.
- Viewing responses for the form: Yes, this setting is reset to All if no Reporters from the importing organization are listed in the Except for field.
- Accessing uploaded response files: Yes, this setting is reset to unchecked if the importing organization does not allow access in its Account > Security settings.
Buttons, Text & Messages
No Buttons, text & messages settings are exported or imported.
Testing
No Testing settings are exported or imported.
Integrations
All data connections used on a form are exported, but they are only imported if the importing user has the Admin role. You may need to update the middleware and URL field.