The Form Builder in Penneo Collect lets you create custom forms that collect data and signatures from respondents. Forms can be saved as drafts while you work, published when ready, and updated at any time.
Form Structure
Forms are organized into sections. Within this structure, you can:
- Add and customize sections: Create new sections, add titles, and write optional section descriptions to give respondents clear context.
- Reorder layout: Easily reorder sections and the fields within them by dragging them into place.
- Create multi-step forms: Add multiple sections to split long forms into logical steps, making them easier to complete.
Available Form Elements
Select from a variety of elements to build your form. Each element is designed for a specific type of data collection:
| Element Type | Description and Function |
| Short answer | Used for brief text like names, job titles, or single-word entries. |
| Long answer | Best for open-ended feedback, descriptions, or detailed explanations. |
| Value | Used for quantities, prices, or measurements where the numeric size of the number matters. |
| Digits | Used for codes and identifiers that require a specific length or leading zeros (such as bank accounts or membership numbers). |
| Collects email addresses and automatically checks for the correct format (e.g., name@email.com). | |
| Phone | Used for phone numbers; ensures the entry follows international or local dialing formats. |
| Date | Provides a calendar picker for selecting birthdays, deadlines, or event dates. |
| Personal ID | Used for the secure collection of national identification numbers with built-in encryption. |
| Business ID | Used for the secure collection of business registration numbers; ensures the entry follows international or local formats. |
| Single choice | Used when people must pick exactly one option from a list (e.g., Yes/No). |
| Multiple choice | Allows people to select one or more options that apply to them. |
| Dropdown | Ideal for long lists of options (like countries) to keep the form compact and clean. |
| File upload | Allows people to securely upload documents, images, or IDs (supporting formats like JPG or PDF). |
| Text block | Inserts instructional text or headings to guide the person smoothly through the form. |
Element Configuration Options
Every element can be set as Required (mandatory to submit) or Not required (optional). Depending on the element type, you can apply additional validation rules:
- Short answer / Long answer: Set minimum and maximum character lengths, or require an exact matching value.
- Value: Allow or disallow decimals, set a minimum and/or maximum numerical value, and constrain the overall digit length.
- Digits: Require an exact digit count, define a minimum/maximum range, or allow an unrestricted number of digits.
- Phone: Restrict entries to a specific country's format or allow any global country code.
- Personal ID / Business ID: Select the respondent's country (Denmark, Norway, Sweden, or Belgium). The form builder updates formatting and structural validation rules automatically based on the country chosen.
- File upload: Set a minimum and maximum number of allowed files per submission.
- Single choice / Multiple choice / Dropdown: Define the specific list of choices available to the respondent and optionally pre-select a default option.
Signers Configuration
Under the Signers tab, you can configure who else needs to electronically sign the document after the form is submitted, in addition to the person filling it out. There are two types of signers:
- Pre-defined signers: These are fixed signers that you specify ahead of time by their full name and email address. They are automatically added to every single form submission and notified via email. To prevent confusion, they remain hidden from the submitter during the form completion process.
- Signers added by submitter: These are named roles (e.g., "Manager", "Witness") where the submitter fills in the specific contact details at the time of submission. Each role includes a title, an optional description, and can be marked as required or optional. Once the form is submitted, these designated individuals receive an email with the signing request.
Publishing Lifecycles
You can manage the status of your form using three primary actions:
| Action | When to Use |
| Save to Draft | Saves your current progress safely without making the form visible to the public. |
| Publish | Makes the form live and ready to accept responses and signatures from external users. |
| Update live form | Applies edits to a form that is already live. These updates become visible to new respondents immediately. |
Note on Editing Live Forms: When editing an active, live form, a warning banner will appear in the system to remind you that your changes will not go live until you explicitly click Update live form.
Previewing Your Form
You can toggle the Preview tool at any point while building or editing your layout. This displays a read-only version of the form exactly as it will appear to your respondents, allowing you to test the visual flow before publishing.