Forms
A form is what a person fills in when a task asks them to decide something: approve an advance with its supporting document, complete the items of a purchase with its total, correct a value the robot could not read. You design it just once in the library, without writing code, and your flows, your AI assistants and your robots all use it.
What you gain
Section titled “What you gain”- Complete answers the first time. Required fields, formats (a national ID, a tax ID, a license plate) and limits are checked before sending. Whoever decides cannot leave out the supporting document or type an impossible amount, and nobody has to send the task back to ask for what was missing.
- Forms that adapt. Rules show, hide or require fields depending on what the person is filling in or on the decision (for example, the reason is only requested when rejecting). Totals and calculations happen on their own.
- One design for everything. The same form works in a person step of a flow, in an assistant’s approval and in the task a robot creates. You change the design in one place, publish a new version and each one decides when to adopt it.
- Sensitive data protected. Mark a field as sensitive and its value does not appear in emails, in AI or to anyone who should not see it. Those who are allowed to see it click Mostrar (Show), and it is logged.
- Changes without surprises. Each publication creates a version that never changes. Tasks already created keep theirs, and if a change could break a robot, Zoan Cloud warns you before publishing.
Where to find it
Section titled “Where to find it”In the menu, Centro › Flujos › Formularios (Center › Flows › Forms). The library belongs to the environment you pick at the top right.
The library
Section titled “The library”The list shows each form with its state and the time of its last change:
| State | What it means |
|---|---|
| Sin publicar (Unpublished) | It has no versions yet: nobody can use it. |
| Publicado · v_N_ (Published) | Version N is the current one. |
| Cambios sin publicar (Unpublished changes) | The draft has changes that are not in a version yet. |
| Archivado (Archived) | It no longer appears when choosing forms. Whatever already uses it keeps working. |
Filter by Activos, Archivados or Todos (Active, Archived, All), and search by name.
Create a form
Section titled “Create a form”- Click Nuevo formulario (New form).
- Under Cómo empezar (How to start), choose En blanco (Blank), a template (Aprobación simple, Solicitud con soporte, Ítems con total or Solicitud de anticipo: simple approval, request with supporting document, items with total, or advance request) or Importar un archivo (Import a file: a
.jsonexported from Zoan Cloud, from this or another environment). - Enter the Nombre (Name). It is unique in the environment and robots look the form up by this name, so pick a clear and stable one. Add a Descripción (Description) if you like.
- Click Crear y diseñar (Create and design). The designer opens.
Actions on each form
Section titled “Actions on each form”- Versiones y dónde se usa (Versions and where it is used): the Versiones publicadas (published versions, with the Vigente, current, one marked and each one downloadable) and Dónde se usa (where it is used): which flows, assistants, robots, API integrations and open tasks use it. Before changing something important, check here who is affected.
- Cambiar nombre (Rename): if robots use it, it tells you which ones, because they look it up by its current name and would fail to create the task until you update their Create Human Task activity.
- Duplicar (Duplicate): creates «Copia de name» (Copy of name) so you can start from an existing design.
- Archivar and Restaurar (Archive and Restore): archiving removes it from the list when choosing forms and robots can no longer find it by name, but the versions already used by flows, assistants and open tasks keep working, and open tasks can still be answered. Before archiving you see which robots used it in the last 30 days.
Forms are not deleted: they are archived, so no task loses the design it was created with.
Who can do what
Section titled “Who can do what”| Permission | What it allows | Roles that include it |
|---|---|---|
form:list | See the library, open a form, its preview and its versions. | Propietario (Owner), Admin, Desarrollador (Developer), Diseñador de IA (AI designer), Operador (Operator), Asesor de atención (support agent), Auditor, Lector (Viewer) |
form:manage | Create, design, publish, duplicate, rename and archive. | Propietario, Admin, Desarrollador, Diseñador de IA |
To answer a form, being able to decide the task in the inbox is enough: no form permission is needed. To see sensitive data, see Sensitive data.
Plans and limits
Section titled “Plans and limits”Form design is enabled per plan. Without it, you can see and archive the forms you already have, and everything that already uses them keeps working; to create or edit, the page offers Ver planes (See plans). The plan also sets how many active forms you can have (archived ones don’t count). When you reach the limit, archive one or change plans.
Each form supports, among others: up to 150 fields, 30 sections of up to 4 columns, 10 tables of up to 20 columns and 200 rows, and attachments of up to 25 MB each (30 files and 100 MB per task across everything the responder uploads, apart from the attachments the task comes with). All the limits are in the reference.
Next steps
Section titled “Next steps”- Design a form: fields, sections, rules, calculations, files, tables and sensitive data.
- Test and publish: preview, «Probar envío» (Test submission) and versions.
- Use a form: in a flow, in an assistant and from a robot.
- Schema and API reference.