Understanding form builder

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Introduction

Need to collect and manage customer, employee, or business data in Zoho Creator? The form builder is your go-to tool. It lets you create smart, secure, and user-friendly online forms tailored to your UK business needs — whether you’re managing vehicle data, employee onboarding, or service requests.

In this guide, you’ll learn how to set up, customise, and manage forms using the Zoho Creator form builder. We’ll also cover best practices to keep your data secure and compliant with GDPR.

Step-by-Step: How to Use the Form Builder

1. Access the Form Builder

  • In Edit Mode, creating a new form will open the form builder by default.
  • To edit an existing form, click Open Form Builder inside your application.
  • Available for: All Creator plans (integration forms require a paid plan). Who can use it? Super Admins, Admins, and Developers.

2. Understand the Form Builder Layout

Section NameLocationDescription
Field PaletteCan be found on the left side in the form builder.This lists all the fields that can be added into your form. You can scroll through the field palette to view all of them.
Building SpaceOccupies the center space of the form builder.This is where you define the fields that your form is to contain. You can manage the fields in your form, which includes:

Adding a field to your form.
Rearranging the fields in your form and segregating them into one-, two- , and three-column layouts.
Deleting a field from your form: Deleting a field from your form removes it from the building space. Since the data entered in this field is stored in the relevant module and not in Creator, there is no data loss.
Field PropertiesOccupies the right side in the form builder by default.The properties of a field enable you to define the experience your users have when they enter data in that field. You can manage the fields and their properties such as customizing their sizes, writing a description, and much more.
Associated BlueprintsSlides in from the right when is clickedThis pane displays all the blueprints that are associated with your form. These associated blueprints show us the different stages and development cycles that are going on in the application with relation to a specific form.
Form PropertiesSlides in from the right when is clicked.The form properties enable you to define the experience your users have when they access your form to submit data. Various properties of the form, such as restricting form entries, customizing buttons, and much more, can be done from here.
More OptionsWhen you click the More icon (vertical ellipsis), a menu will appear, from which you can:
Rename your form: You can customize your form's name and link name.
Duplicate your form: You can duplicate a form by selecting the needed field of an existing form. If you choose not to store this duplicated form's data in Creator, it will result in the creation of a stateless form.
Delete your form: All data submitted through the form will be erased after form deletion.

3. Customise Field Properties

You can edit each field to suit your data collection goals. Key customisation options:

  • Field Names & Links – Use UK-specific labels (e.g. “Postcode” instead of “Zip”).
  • Choices – Add pre-set options for dropdown, radio, multi-select, etc.
  • Validation – Make fields mandatory where needed.
  • Data Privacy & Encryption – Protect sensitive data like National Insurance numbers or health details.
  • Appearance – Set input field sizes, add help text, and more.
  • Mobile Input – Enable QR or barcode scanning for mobile use.
  • Visibility – Restrict access by user role (admin-only if required).

4. Customise Form-Level Settings

In the Form Properties tab, you can configure:

Submission Settings:
  • Before Submission – Add a confirmation checkbox.
  • Drafts – Allow users to save drafts for up to 15 days.
  • After Submission – Show a thank-you message, send a confirmation email, or redirect users.
Data Collection:
  • Location & IP Capture – Track where a form is submitted from (with consent).
  • Geo-Fencing – Only accept entries from specific UK postcodes or locations.
Entry Controls:
  • Enable CAPTCHA – Stop bots from submitting your forms.
  • Limit Submissions – One entry per user or per IP address.
  • Time-Based Access – Restrict forms to certain dates
Appearance:
  • Rename buttons (e.g. “Submit Now”, “Cancel”), adjust layout, or change field tab order.
Connection Management:
  • Track APIs or integrations used in the form (like DVLA, NHS, or Zoho Books integrations).

5. Manage and Share Forms

Use the vertical ellipsis (⋮) to:

  • Rename, Duplicate, or Delete your form.
  • Create stateless forms (forms that don’t store data in Zoho Creator) for secure processing.
  • Build reports (list, calendar, kanban) using submitted data.

Tips for UK Businesses

  • Label clearly: Use familiar UK terms (like “NI Number”, “Postcode”, “Driving Licence”).
  • Stay GDPR-compliant: Enable encryption and data privacy settings for sensitive fields.
  • Use drafts for long forms – helpful for HR onboarding or grant applications.
  • Enable geofencing to restrict forms to UK regions or clients.
  • Create workflows for DVLA-style record checks or appointment follow-ups.

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