--- title: How to build and use (submit) a Fillable Form in SciNote description: The Fillable Forms feature allows you to create standardized, reusable digital templates for collecting structured data directly in protocol steps. This article walks you through the process of building, publishing, and using Fillable Forms. --- [Skip to content](https://knowledgebase.scinote.net/en/knowledge/how-to-create-a-form#main-content) English Show submenu for translations [Leave us a message](https://knowledgebase.scinote.net/en/knowledge/kb-tickets/new?hsLang=en) ![SciNote\_logo\_color\_2023.png\]](https://knowledgebase.scinote.net/hs-fs/hubfs/SciNote_logo_color_2023.png?height=40&name=SciNote_logo_color_2023.png) Open main navigation Close main navigation - English Show submenu for translations - [Leave us a message](https://knowledgebase.scinote.net/en/knowledge/kb-tickets/new) - Contact us Contact us How can we help you? - There are no suggestions because the search field is empty. 1. [Customer Support](https://knowledgebase.scinote.net/en/knowledge?hsLang=en) 2. [Using SciNote](https://knowledgebase.scinote.net/en/knowledge/using-scinote?hsLang=en) 3. [Protocols](https://knowledgebase.scinote.net/en/knowledge/using-scinote?hsLang=en#protocols) # How to build and use (submit) a Fillable Form in SciNote ## The Fillable Forms feature allows you to create standardized, reusable digital templates for collecting structured data directly in protocol steps. This article walks you through the process of building, publishing, and using Fillable Forms. Note: Fillable Forms are available on Professional and Enterprise plans. If you don’t see this feature in your account, please contact us at [premiumsupport@scinote.net](mailto:premiumsupport@scinote.net) for more info. ### Step 1: Access the Form Builder 1. Navigate to the **Forms** section in the left-hand menu. 2. Click **+ New form** to start creating a new template. ![Screenshot 2025-04-17 at 5.40.21 PM](https://knowledgebase.scinote.net/hs-fs/hubfs/%5BCS%5D%20-%20Content/Screenshot%202025-04-17%20at%205.40.21%20PM.png?width=464&height=642&name=Screenshot%202025-04-17%20at%205.40.21%20PM.png) ### Step 2: Add form fields (blocks) Each form is built using field types called **blocks**. You can mix and match block types depending on the kind of data you want to collect: - **Text** – for comments or descriptive entries, including [(#) smart annotations](https://knowledgebase.scinote.net/en/knowledge/what-are-smart-annotations-in-scinote?hsLang=en) - **Number** – with optional units and value range validation - ![](https://knowledgebase.scinote.net/hs-fs/hubfs/Screenshot%202025-04-22%20at%2017-44-37-png.png?width=552&height=118&name=Screenshot%202025-04-22%20at%2017-44-37-png.png) - **Single choice** – dropdown with one selectable option - **Multiple choice** – dropdown with multiple selections - **Date & Time** – with support for ranges and timestamps - **Action** – a “Mark as completed” button to confirm procedural steps - **Inventory Item** – link inventory items (saves a snapshot at submission) ![Screenshot 2025-04-17 at 5.44.09 PM](https://knowledgebase.scinote.net/hs-fs/hubfs/%5BCS%5D%20-%20Content/Screenshot%202025-04-17%20at%205.44.09%20PM.png?width=410&height=609&name=Screenshot%202025-04-17%20at%205.44.09%20PM.png) Each block can be configured with: - A **title** and optional **Smart Annotation-supported description** - A **required** toggle - A **Mark as N/A** toggle ![Screenshot 2025-04-17 at 5.21.05 PM](https://knowledgebase.scinote.net/hs-fs/hubfs/%5BCS%5D%20-%20Content/Screenshot%202025-04-17%20at%205.21.05%20PM.png?width=688&height=214&name=Screenshot%202025-04-17%20at%205.21.05%20PM.png) ### Step 3: Configure and organize fields - Drag blocks to **reorder** - Use the **duplicate** icon to reuse a field - Delete any block by clicking more options followed by delete - Click **Test Form** to see how the form will appear to end users before you publish ![Screenshot 2025-04-17 at 5.50.25 PM](https://knowledgebase.scinote.net/hs-fs/hubfs/%5BCS%5D%20-%20Content/Screenshot%202025-04-17%20at%205.50.25%20PM.png?width=688&height=215&name=Screenshot%202025-04-17%20at%205.50.25%20PM.png) ### Step 4: Publish the form When your form is ready: 1. Click **Publish** to make it available for use in protocol steps 2. Published forms are locked; to make changes later, click **Unpublish** Note – You can only Unpublish a Form if it has not been linked to any Protocol Steps on Tasks. If it has already and you need to make changes, you must create a new Form and archive the old one.  Review the [SciNote user roles and permissions table](https://knowledgebase.scinote.net/en/knowledge/how-to-set-up-user-roles-in-scinote?hsLang=en) to see what actions each of the three Forms access roles (Owner, User, and Viewer) are able to do. ### Step 5: Insert the form into a protocol step To use a form during a procedure: 1. Open a **Task**  2. Navigate to a step in the Protocol section 3. Click **Insert Content → Form** 4. Select your published form from the list 1. Up to 5 **recently used** forms will appear for quick access ![Screenshot 2025-04-17 at 5.54.27 PM](https://knowledgebase.scinote.net/hs-fs/hubfs/%5BCS%5D%20-%20Content/Screenshot%202025-04-17%20at%205.54.27%20PM.png?width=240&height=357&name=Screenshot%202025-04-17%20at%205.54.27%20PM.png) ![Screenshot 2025-04-17 at 5.56.47 PM](https://knowledgebase.scinote.net/hs-fs/hubfs/%5BCS%5D%20-%20Content/Screenshot%202025-04-17%20at%205.56.47%20PM.png?width=491&height=237&name=Screenshot%202025-04-17%20at%205.56.47%20PM.png) ### Step 6: Fill out and submit the form While working in a task: - Users can complete forms during protocol execution - You MUST have the 'Technician', 'User', or 'Owner' role to submit a Form. 'Viewers' cannot submit Forms on Tasks. - Fields will be timestamped when filled - Click **Submit** when done — the submission is logged in the **Activity log** and **Audit trail** If a form submission needs to be corrected within a protocol step: - Reopen it (if permissions allow) - Make changes - Resubmit — SciNote will retain only the **latest version** of the submission for exports ### Step 7: Export completed form data You can export submitted form data to `.xlsx` format for reporting, analysis, or compliance needs. Here’s how: 1. Navigate back to the **Forms** section in SciNote 2. Find the form for which you want to export submission data and click the checkbox next to the form name 3. Click the **Export** button down in the bottom menu 4. SciNote will notify you once the export is ready 5. Click the **download link** in the notification to retrieve the exported file ![Screenshot 2025-04-17 at 6.02.38 PM](https://knowledgebase.scinote.net/hs-fs/hubfs/%5BCS%5D%20-%20Content/Screenshot%202025-04-17%20at%206.02.38%20PM.png?width=400&height=390&name=Screenshot%202025-04-17%20at%206.02.38%20PM.png) The exported file will include: - Only submitted forms (not drafts) - All form submissions across the Team  - Full metadata: who submitted the form, when, and what values were entered \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_ If you have any additional questions, please don't hesitate to contact us at **[support@scinote.net](mailto:support@scinote.net)**. 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