> ## Documentation Index > Fetch the complete documentation index at: https://docs.worldassetregister.com/llms.txt > Use this file to discover all available pages before exploring further. # Forms > Let your team log stock movements and update assets through a form, with every response recorded A form is a short questionnaire an admin builds once and the team fills in many times. Each answer changes an asset through a controlled path: the person filling it in picks the asset, fills in the fields, and sends it. The change lands on the asset and on its timeline, attributed to them, with a link back to that exact response. Use forms for the things people do on the floor every day: counting a shelf, marking a part as damaged, recording what a delivery cost, updating the condition of a kit. The person doing the work never needs edit rights on the asset. The form is the permission. The forms list ## Who can do what * **Fill in forms** (`forms.respond`): see open forms and submit them for any asset you can see. Requesters, Operators and Managers have this by default. * **Review responses** (`forms.review`): see every response and approve or reject the ones waiting. Operators and Managers. * **Manage forms** (`forms.manage`): build, publish and archive forms. Managers and Admins. Whoever publishes a form must be able to edit every field it writes themselves. That is what lets a Requester change a field through the form that they could not edit directly. See [Roles and permissions](/setup/roles-and-permissions). ## Building a form Go to **Forms** in the sidebar and click **New form**. A form has a name, an optional description, and a list of **asset sections** with **instructions** wherever they help. An asset section is the unit of a form: a picker that asks which asset the section is about, and underneath it the fields to change on that asset. * **Asset section**: give the picker a label ("Which laptop?") and, optionally, limit it to a category and its sub-categories. Untick *Required question* to make a section optional, so a respondent can skip it. A red asterisk marks everything a form needs before it can be published. * **Set a field** (inside a section): writes one value to a field on the asset picked in that section. Any text, number, date, yes/no, select or multi-select field on the asset's category can be set this way. Money fields take an amount and a currency. * **Instructions**: a heading and some text. They can sit between sections or inside one, above the field they explain. Respondents are only offered assets whose category actually has every field a section sets, so a "laptop check" never offers a printer. A form can have several sections, which is how one submission updates several assets: "which laptop and which charger?", or "the old unit and its replacement". Building a form **Responses need approval** makes submissions wait for a reviewer before anything changes. Leave this off for day-to-day logging, turn it on for anything a supervisor should sign off. You can also **restrict which assets** the form can be used on with the same rule builder as policies and reports, on top of each section's own category. **Save draft** keeps the form private. **Save & publish** makes it available to everyone who can fill in forms. Editing a published form changes the draft only; respondents keep answering the published version until you publish again, and every response remembers which version it answered. ## Filling one in Open **Forms**, pick the form, and the sections appear in order. In each section choose the asset, then fill in the fields beneath it. The picker only lists assets that have those fields. Each field starts from what the asset holds now, so you can see what you are changing, and a multi-select keeps its existing ticks when you add one. A field you leave as it is changes nothing. Filling in a form Nothing is saved until you press **Submit form**. On a form that needs approval the submission waits for a reviewer instead of changing the assets straight away. A money question shows the amount next to its currency, so a cost can be entered in the currency it was paid in. If something is missing, the form tells you at the top and asks for the fix before it will accept the submission. Afterwards you see what changed on each asset, with links to the response and to the assets. On each asset's **Timeline** the entry reads *Form applied* followed by the form's name, says who did it via a form, lists the fields that changed, and opens the response. ### From an asset On any asset's page, **Fill in a form** lists the open forms that fit that asset. Pick one and the asset is already chosen, in the first section whose category rule accepts it. The fill page also accepts an asset in its address, so a printed QR code can point straight at *the* form for *that* asset. ### On the phone The mobile app has the same **Forms** tile on its home screen and the same **Fill in a form** card on every asset. The flow matches the web: pick the asset, answer, submit. ## Reviewing responses A form's page lists every response with what it changed and who sent it. Forms that need approval show how many are waiting, on the form and on the Forms page. Open a waiting response, check the changes, and **Approve** or **Reject**, with a note if you like. The asset's timeline shows the submission as *awaiting review* until then, and afterwards either the applied change or the rejection. Responses awaiting review Approving writes the values the respondent entered; a response that touches several assets is applied to all of them together. ## Good forms to start with * **Shelf count**: one section limited to *Consumable parts*, setting the stock count field, no approval. * **Condition check**: one section with no category, setting **Condition**, so it works for any asset that has that field. * **Swap-out**: two sections ("the unit coming out" and "the unit going in"), each setting **Lifecycle stage**, approval on.