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Formspace Product Capabilities

Use this page when a request asks what Formspace can do at the product level rather than asking for SurveyJS schema JSON. For form schema generation, use Form Capability Patterns and the question reference pages.

Form Lifecycle

Section titled “Form Lifecycle”
  • Forms start as drafts and become respondent-facing only after publishing.
  • Published forms can be live, live with draft changes, or closed.
  • Draft changes do not affect respondents until the form is published again.
  • Form history keeps saved and published versions available for preview and restore within plan limits.

Related guides: Creating a Form, Publishing & Sharing.

Publishing, Domains, and Paths

Section titled “Publishing, Domains, and Paths”
  • Published forms are hosted at https://{formspace-slug}.forms.space/{form-path}.
  • Formspace subdomains belong to organizations and can be customized on plans that include custom subdomains.
  • Form paths can be customized on plans that include custom form paths.
  • Changing a subdomain or path affects links that have already been shared.

Related guides: Publishing & Sharing, Formspace Settings.

Access Modes

Section titled “Access Modes”
  • Email verified identifies respondents and enables progress saving, thank-you emails, and My Submissions.
  • Anyone with the link allows anonymous responses and does not support identity-based respondent features.
  • Organization restricts responses by email domain, Microsoft tenant, or Google Workspace domain.
  • Invite only restricts responses to invited recipients.

Related guides: Publishing & Sharing, Microsoft Teams Integration.

Section titled “Prefill Links and Invitations”
  • Published form URLs can include prefill data with prefill.field=value query parameters.
  • Complex typed prefill data can be passed as URL-encoded JSON or URL-safe base64 JSON in a prefill parameter.
  • Prefill keys use question name values, not visible titles.
  • Invite links use the prefill data configured on the invitation and ignore additional URL prefill parameters.
  • File upload and signature questions cannot be prefilled.

Related guide: Publishing & Sharing.

Embeds

Section titled “Embeds”
  • Formspace forms can be embedded inline, in popups, in sliders, or as a floating widget.
  • The embed script supports dynamic inline height, fixed height, close-on-submit behavior, and a formspace:submit event for host-page integrations.
  • The embed script should be included once per page even when multiple forms are embedded.
  • New embed elements added after initial page load can be initialized with window.FormspaceEmbed.init(element).

Related guide: Publishing & Sharing.

Progress Saving and My Submissions

Section titled “Progress Saving and My Submissions”
  • Progress saving is available for authenticated access modes where Formspace can identify the respondent.
  • In-progress saves appear in submissions but do not receive submission numbers until completed.
  • In-progress saves do not count toward monthly response limits and do not trigger response notification or thank-you emails.
  • Respondents with verified identities can find their submitted and saved responses in My Submissions.
  • My Submissions can search, filter, sort, and open submitted or in-progress responses tied to the respondent’s verified email.

Related guides: Publishing & Sharing, Managing Responses, Managing Your Profile.

Email Notifications

Section titled “Email Notifications”
  • Notification emails can be sent to verified team members when responses are submitted.
  • Thank-you emails can be sent to authenticated respondents after submission.
  • Plans with custom email content can customize subjects and body copy.
  • Plans with PDF email attachments can attach response PDFs to notification or thank-you emails.
  • In-progress saves do not trigger notification or thank-you emails.

Related guide: Publishing & Sharing.

Response Management and Exports

Section titled “Response Management and Exports”
  • The global Responses page can search, filter, sort, and open response details across all forms in a Formspace.
  • Submissions are shown in a sortable, filterable table with built-in columns and question columns.
  • Complex question types such as matrices and dynamic panels are expanded into multiple table columns where useful.
  • Each form can have saved submissions views for column order, column widths, pinned columns, hidden columns, sorting, filters, and footer calculation choices.
  • One saved submissions view can be set as the form default for everyone viewing that form’s submissions.
  • Numeric question and expression footers can show average, sum, minimum, or maximum values for the currently filtered rows.
  • Submitted responses can be exported as CSV or PDF.
  • Bulk PDF export downloads a zip of generated PDFs and skips in-progress saves.
  • PDF settings include orientation, right-to-left layout, page numbers, form page breaks, an optional UTC timeline page, header title, and margins.

Related guide: Managing Responses.

Workflow Automation

Section titled “Workflow Automation”
  • Workflow drafts can be built on any plan.
  • Publishing workflows that run approvals, emails, and webhooks requires Premium.
  • Already-published workflows continue to run for new submissions if an organization later changes plans, but publishing workflow changes requires current Premium access.
  • Workflow connections can include response-based conditions, and workflow run timelines show condition evaluations for debugging.
  • Approval and Send Email blocks can send to verified organization members; Send Email blocks can also send to the responder when the response is not anonymous.
  • The global Responses page includes My approvals and Workflow issues preset views, plus workflow and approval filters.

Related guides: Workflows, Subscription & Billing.

Quizzes and Scoring

Section titled “Quizzes and Scoring”
  • Formspace supports secure server-side quiz grading with correctAnswer and optional per-question score.
  • Correct answers and score metadata are removed from respondent-facing form payloads.
  • Quiz completion variables include {score}, {totalScore}, {scorePercent}, {correctAnswers}, and {incorrectAnswers}.
  • Quiz result variables are available after submit, not for live pre-submit form logic.

Related guide: Quizzes and Scoring.

Teams, Roles, and Plans

Section titled “Teams, Roles, and Plans”
  • Team roles are Owner, Admin, and Member.
  • Owners and admins can manage organization settings, members, and billing.
  • Members can build forms and view responses but cannot manage organization settings or billing.
  • Plan limits affect response volume, team size, upload file size, version history, branding, custom paths, custom subdomains, custom email content, PDF attachments, workflow publishing, support, and AI usage.

Related guides: Team Members & Roles, Subscription & Billing.

AI Analysis

Section titled “AI Analysis”
  • The AI Assistant can answer aggregate questions about submitted responses.
  • It can inspect form schema and read only the submission fields needed for the requested calculation.
  • It should return aggregate results rather than raw respondent records or per-person answer data.
  • AI usage is limited by daily and monthly plan allowances.

Related guide: Managing Responses.