How to Set Up a Public Form Template?

🧠 Why Set Up a Public Form Template?

Make it easy for customers or team members to submit information directly — no logins, no emails, no chasing. Public Forms simplify data collection, ensure standardized inputs, and reduce manual errors compared to traditional communication like email or phone calls.

With Caction's Public Form Templates, you can create dynamic, branded forms for different purposes (e.g. sales inquiries, service requests, internal reports) and customize what customers see and submit. Embed these forms on websites, share them as QR codes, or email links — all while staying integrated with your workflows.

1. At the desktop site’s navigation bar, go to Template Settings > Public Form Templates.
   Open Public Form Templates Here: https://system.caction.com/PublicForm/TemplateSetting

   

    

2. “Template Info” provides basic information about the public form template.

   Terms	Description
   Template Category	Choose the public form category (e.g. Sales Enquiry, Service Enquiry)
   Template Short Code	Code starting with the specified alphabet for identification (e.g. PF)
   Template Name	Name of the template (e.g. Public Form / Ticket / etc.)

   

    

3. “Report Form Setting” is the settings of control the visibility and functionality of various sections within the digital form.

   Terms	Description
   Section Visibility	This section allows you to control the visibility of various sections within the public form. You can toggle each option to show or hide specific sections based on your requirements.
   Fields Control	This section allows you to manage the display of customer-specific fields within the form. You can enable or disable the visibility of these fields to customize the form according to your data collection needs.
   Creation Control	This section allows you to manage the functionality of creating new customer records directly through the Public Form.

   

    

4. “PUBLIC FORM SETTINGS” is the section to customise the public form.

   Terms	Description
   Show First	You can choose either banner or header instruction to show at the top of the Public Form.
   Header Instruction	Write a brief description/instruction to inform customer purpose of the form/how to fill in the form.
   Send Email on Status Change	To decide if you’d like to email Customer upon Public Form status change.
   Template Header	Select the template header.
   Youtube Link	Embed a link for customer to see upon opening the Public Form.

   

5. “Default Field Settings” are to set default values for varies fields in template to be applied to all Public Form Categories.

   Field	Description
   Default Field Elements	Different types of default fields: text, date, date time, dropdown, multiple checkboxes, and attachment.

   

“Custom Field Settings” are to add and configure custom fields for the public form template for specific categories. You can click on the “Custom Field Element” and edit it at the right side.

💡 Best Practices & Tips

✅ Use clear, user-friendly language in instructions and field labels

✅ Preview the form before publishing it to catch layout or logic issues

✅ Keep forms short — only ask for what's essential

✅ Use YouTube or images to make the form more engaging or easier to understand

✅ Test with real users (internal or external) before rollout

Related Articles

• How to Generate and Share QR Code for Public Form?
• How to Access Submitted Public Form?