Set the form's Status to Inactive on the Edit Form page and click Update Form. The form drops out of your default Forms list, its public link and QR code stop working, and everyone who opens an old link sees "Form No Longer Available". Nothing is deleted: the questions, every response and every document made from a response are all kept, and setting the Status back to Active puts the form straight back into service.
Participants are labelled Clients, Students, Residents or Explorers depending on the account type. This article calls them participants.
Who can do this, and where
The Status dropdown is in the Equip web app only, on the Edit Form page.
You need the Forms module set to Administrator on your role, or you need to be an account owner. Roles are set under Settings, Permissions, Custom Roles.
If you cannot see Edit Form anywhere, your role is at the Viewer or Supporter level, which can fill forms but not change them.
Forms is turned on for your account by the Equip team. If you do not see Forms in the left menu, ask us to enable it.
Make a form inactive
Click Forms in the left navigation.
Find the form. Click the three dots to the right of its row and choose Edit Form, or open the form and use the three-dot menu next to Fill Form.
The first field under General Information is Status. Change it from Active to Inactive.
Click Update Form. The flash reads "Form was successfully updated."
The form's badge now reads Inactive, both on its own page and on the Forms list.
Bring an inactive form back
Inactive forms are hidden by the filter the Forms link applies, so find it first.
Click Forms in the left navigation.
Click Filter at the top right.
Under Status, clear the selection so it reads All Statuses, or select Inactive.
Click Apply Filters. Use Apply & Save Filters if you want this view to stick.
Find the form, click the three dots on its row and choose Edit Form.
Change Status to Active and click Update Form.
Limits and what the errors mean
Public links and QR codes stop working. Someone who opens one sees the page "Form No Longer Available" with the note "This form is no longer available to complete." Personal invitation links stop working the same way.
Copy Link and Download QR Code disappear from the form's menu while it is Inactive. They come back when you reactivate it, pointing at the same link as before.
Signed-in team members can still fill it. The Fill Form button stays available on the form's page and on its list row, whatever the status. Inactive hides the form from the outside world, it does not lock it.
Existing responses are unaffected. They stay listed under the form, stay downloadable, and the documents they created stay on the participants' profiles.
Inactive is not deletion. Deleting a form that has responses discards it instead, with the flash "Form was successfully discarded.", and it disappears from the library entirely. Only a form with no responses is deleted for real.
Pathway steps and calendar requests. A form assigned to a pathway step or requested from a calendar event stays assigned while Inactive. If people still need to complete it, leave it Active.
Forms shared with you by an umbrella account cannot be edited in your account, so their status cannot be changed there.
FAQ
Where did my form go? It's not in the list any more.
The Forms link in the left navigation filters the list to Active forms. Click Filter, clear the Status selection so it reads All Statuses, and click Apply Filters. If it still is not there, it was discarded rather than made inactive.
Does making a form inactive delete the responses?
No. Every response, every answer and every document generated from a response is kept exactly as it was, and they all stay visible on the form and on the participants' profiles. Inactive only affects whether new people can reach the form.
Can staff still fill out an inactive form?
Yes. Signed-in team members can still use Fill Form. What stops working is the standing public link, the QR code and any personal invitation link, which all show "Form No Longer Available" instead.
Should I make a form inactive or delete it?
Make it inactive whenever the answers still matter. Deleting a form that has responses does not really delete it either, it discards it and hides it from the library, which is harder to undo from the app. Inactive keeps everything visible and reversible.
Will an old QR code work again if I reactivate the form?
Yes. The link behind the QR code does not change, so codes and links you printed or shared earlier start working again as soon as the form is Active. Personal invitation links are also subject to the form's Link Expiry setting, so a very old invitation may still have lapsed.
Can I set a form to go inactive on a date?
No. There is no scheduled status change. If you need a deadline on individual links rather than the whole form, use Link Expiry (Days) on the form instead.
Do subscribers still get notified about an inactive form?
Yes, for anything that is still submitted. Response, approval and expiration notifications are driven by the responses, not by the form's status, so a team member filling an inactive form still triggers them.
Related
Create a form
Copy an existing form
Why can't I find, edit or download a form response?
Limit who can see a form's responses
Viewing Form Responses