Fluent Forms

Open to All Forms

Shared form pool — browse available forms and claim one to start filling.

Open to All makes a form available to every member of your company. Instead of assigning forms individually, you create a shared pool that anyone can browse and claim.

Enabling Open to All

  1. Open a form in the Form Builder
  2. Click Assign Users
  3. Toggle Open to All at the top of the dialog

Once enabled, the form appears in every team member's My Work page under the Open to All section, marked with a globe icon.

Only Owners and Admins can enable or disable Open to All on a form.

Claiming a form

When a team member sees an Open to All form on their My Work page, they can:

  • Click the form row to open it directly and start filling
  • Click the assign icon to self-assign the form to their personal work queue first

Once claimed, the form moves into the team member's personal workflow columns — just like any directly assigned form.

Adding dispatches to the pool

Admins can create multiple dispatches (prefilled copies) of the same form in the Open to All pool. This is useful when you need the same form template filled out multiple times with different details — for example, multiple vehicle inspections for different vehicles.

  1. Open a form in the Form Builder
  2. Click Assign Users
  3. Enable Open to All (if not already on)
  4. Click Add to Pool to create a new dispatch
  5. Optionally set a custom title (e.g. "AB12 CDE — Inspection") and prefill fields
  6. Click Create Dispatch

Each dispatch appears as a separate row in the Open to All pool. Team members can see the custom title to know which one to pick up.

How dispatches differ from direct assignments

Direct AssignmentOpen to All Dispatch
VisibilityOnly the assigned userEveryone in the company
ClaimingPre-assigned — no action neededUser clicks to claim it
PrefillPer-user prefill dataPer-dispatch prefill data
Custom titlePer-assignmentPer-dispatch
After claimAlready in work queueMoves to personal work queue

Removing Open to All

Toggle Open to All off in the Assign Users dialog. This removes the form from every team member's Open to All pool. Any already-claimed dispatches remain in the claiming user's work queue.

Who can use Open to All

  • Owners and Admins can enable/disable Open to All, create dispatches, and prefill data
  • Members can browse the Open to All pool and claim forms to fill