To assign a form to pathway steps, open Forms, edit the form, turn on Assign to Pathway Steps and pick the steps in the Pathway Steps picker, then save the form. Once a participant's step has started, team members see a Document button on that step on the participant's Pathways tab and on the progress's View Details page, with New and View entries for each assigned form. A response started from there is linked to that participant and that step.
Participants are labelled Clients, Students, Residents or Explorers depending on the account type. This article calls them participants.
Who can do this, and where
Web app only, for both assigning and completing from a step.
Assigning needs a role that can edit forms: the Forms module at a level that includes edit, and the form must be one your account owns. A form shared to you by an umbrella account cannot be edited, so it cannot be assigned.
Completing an assigned form from a step needs the Pathways module at Viewer or higher to see the step and the Forms permission to fill in that form.
The Assign to Pathway Steps toggle only appears once Pathways is on for your account, and never on umbrella accounts. Pathways is turned on for your account by the Equip team. If you do not see the toggle, ask us to enable it.
Steps to assign a form
Open Forms in the left sidebar and open the form.
Open the form's menu and choose Edit Form.
Turn on Assign to Pathway Steps.
In Pathway Steps, pick the steps. Each option reads as the pathway name, a dash, then the step name. Select all ticks every step in your account.
Save the form.
The form is now assigned to those steps. Editing the form again shows the same steps ticked; untick one, or turn the toggle off, to remove the assignment.
Steps to complete an assigned form from a pathway
Open the participant's profile and choose Pathways in the left menu.
Find the step. The Document button appears on a step that has a Start Date; a Not Started step shows nothing.
Click Document and choose New followed by the form's name. The form opens with the participant as the subject and the step attached.
Complete and submit the form.
Choose View followed by the form's name to see the responses already linked to that step.
The same button is on each started step of the View Details page when Pathway Centralization is on.
Limits and what the errors mean
One form can be assigned to any number of steps, and one step can carry several forms. Each form gets its own New and View pair in the Document menu.
Turning Assign to Pathway Steps off, or saving with no steps ticked, removes every assignment of that form. Responses already completed are not deleted; they stay on the participant's Forms tab and stay linked to the step.
Deleting a step from the Pathway Library removes its form assignments. The deletion preview lists them as "N form assignments". Deleting a pathway removes the assignments of all its steps.
The picker lists every step in the account. On a single-step pathway the step has the pathway's name, so the option reads as the same name twice.
Assignments are for forms only. Notes, goals, assessments and documents are linked to a step from their own forms with Link to Pathways or Steps, not from this toggle.
FAQ
Can I assign the same form to more than one pathway step?
Yes. Turn on Assign to Pathway Steps and tick as many steps as you need, across any pathways. Select all ticks every step in the account at once.
Why is there no Document button on a step?
The button only appears on a step that has a Start Date and at least one assigned form. Give the step a start date with Update Progress, or check that the form is still assigned under Edit Form.
What happens to completed responses if I remove a form from a step?
Nothing. The responses stay on the participant's Forms tab and keep their link to the step. Only the New and View entries disappear from the Document menu.
Can a form that was assigned to a step be filled in from the Forms page instead?
Yes. Assignment adds a shortcut on the step; it does not restrict where the form can be completed. A response started from the Forms page is not linked to the step unless you link it with Link to Pathways or Steps on the response.
Does the mobile app show assigned forms on a step?
No. The Document button on pathway steps is web only. Team members on mobile complete forms from the participant's Forms area.
Do I need Pathways enabled to see this option?
Yes. The toggle only appears once the Equip team has turned Pathways on for your account, and it is never offered on umbrella accounts.
Related
Create a pathway and its steps
What are pathways and how do they work?
What does Pathway Centralization add?
Add custom fields to a pathway or step