FM2: Create & Manage Forms and Letters

Forms Customization includes tools that help administrators manage form-related content in Community Development. This guide will explain how the Form Builder is organized and how form-building tools support fillable forms, letters, and printed documents.

Who can use this feature?

System Administrators | Container Administrators

Important Note:

If you do not have Container Administrator permissions in your system, you will not be able to complete the tasks in this guide. Please contact your administrator for assistance.

Forms Versus Letters

In Forms Customization, administrators can create different types of documents used in Community Development records and processes. These documents support a variety of tasks. They can collect information, display record details, generate notices, and provide printable materials for staff and community members.

Forms

Forms are typically fillable documents that users can complete or interact with. Examples include applications, intake forms, renewals, and other documents used to collect information from staff or community members.

Forms are useful when users need to enter details, answer questions, or provide information. The information entered becomes part of the record.

Letters

Letters are typically generated documents that users do not fill out. Examples include notice letters, expiration notices, placards, approval letters, denial letters, and other documents used to share information about a record.

Letters are often used when the system needs to create a document. These documents may be reviewed, printed, mailed, or used for record communication.

Why Forms and Letters Matter

Forms and letters both support the record process, but they serve different purposes. Forms help collect information, while letters help present or communicate information.

Choosing the correct document type helps keep the process clear for administrators, staff, and community members. Maintaining forms and letters also helps keep document content accurate. Updates may be needed as agency processes, wording, requirements, or contact information change.

Understanding the Structure of the Form Builder

The Form Builder is organized into parts that help administrators create and manage form content. Understanding this structure helps users know where to add fields, update form sections, and build forms that collect the right information.

Understanding Print Variables

Print variables pull record information into forms, letters, and printed documents. Understanding print variables helps administrators create forms that display the correct information when a document is generated.

How to Create a New Fillable Form

A new fillable form can be created when staff need to collect information in a standard format. Careful form design helps users enter the correct information. It also supports consistent record management.

How to Copy an Existing Document

Copying an existing form or letter can save time when a new document needs similar fields, layout, or content. This is helpful when administrators want to start from a document that already works well.

How to Edit an Existing Letter

Letters may need to be updated when wording, formatting, agency information, or process details change. Editing an existing letter helps keep printed and shared documents current.

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