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FormSite records deploy a form to a specific site and year. They connect a form definition to where (site) and when (year) data is collected and drive permissions, public links, and submission scope.

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Purpose and Function

FormSite links:
  • Forms: Structure and field definitions
  • Sites: Locations where data is collected
  • Time periods: The reporting year

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Deployment Configuration

Site assignment: Target specific locations in your hierarchy 
Manufacturing Plant A - 2024
Regional Office B - 2024, 2025
Supplier Network - 2024 (External)
Year-based deployment: Control which reporting periods are active
  • Annual reporting cycles
  • Multi-year rollout strategies
  • Historical data collection for baseline establishment
Access control: Manage who can see and submit data
  • Site-specific user permissions
  • Role-based access to form deployments
  • External stakeholder access for supplier forms

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Form Types and Deployment Patterns

Internal deployments (private forms)
  • Exactly one active submission per FormSite (non-deleted)
  • Team members access through the platform
  • Auto-save functionality as users type
  • CSV import/export for bulk data operations
External deployments (public forms)
  • Generate a unique public URL per FormSite
  • Multiple submissions allowed (supplier data, contractor reports)
  • Public access without platform accounts
  • Branded headers with organization logos

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Data Collection Workflow

1. Form Creation: Design the form template with all required fields 2. Site Deployment: Create FormSite records linking the form to specific sites and years 3. URL Generation: System creates unique access URLs for each deployment 4. Data collection: Users submit data through various channels:
  • Direct platform entry
  • Public form URLs
  • API integrations
  • CSV bulk import
5. Data Aggregation: All submissions roll up through the site hierarchy

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Hierarchical data collection

FormSite deployments respect your organizational hierarchy: Parent-child relationships: Data can be analyzed across site hierarchy 
Corporate Level (aggregated from all sites)
├── Regional Level (sum of plants in region)
│   ├── Plant A (direct data collection)
│   └── Plant B (direct data collection)
└── Another Region
    └── Plant C (direct data collection)
Permission inheritance: Users can access assigned sites and child sites Reporting flexibility: Generate reports at any level of the hierarchy

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Notes

  • FormSubmissions and FormElementSubmissions are always scoped to a FormSite
  • Public form endpoints are keyed by formSiteId

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Real-World Examples

Manufacturing Energy Assessment:
  • Form: “Monthly Energy Consumption”
  • Deployed to: 15 manufacturing plants
  • Year: 2024
  • Access: Internal team members only
Supplier Sustainability Survey:
  • Form: “Annual Supplier Assessment”
  • Deployed to: 200+ supplier sites
  • Year: 2024
  • Access: External public form with unique URLs
Regional Waste Tracking:
  • Form: “Quarterly Waste Management”
  • Deployed to: Regional offices and facilities
  • Years: 2024-2026 (multi-year program)
  • Access: Regional managers and facility staff

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Operational Benefits

Scalability: Deploy forms to hundreds or thousands of sites simultaneously Flexibility: Same form template adapts to different sites and time periods Control: Precise management of who can access which deployments Auditability: Complete tracking of all form deployments and changes Efficiency: Bulk deployment operations and template reuse across sites