📋 Request Forms

"Let the information come to you."
Collect, track, and process requests with built-in compliance workflows.

1️⃣ Why Request Forms?

Effective security and compliance management works best when people come to you, rather than chasing them for updates.

We recommend creating a simple one-page intranet hub with links to your management system, hosted on a memorable domain (e.g., compliance.company.com).

📌 This page can live on your existing intranet (Google Sites, SharePoint Team Sites) and be limited to staff only.

Each item on this hub links to a dedicated process in your management system, making it easily available to your staff.

2️⃣ Integrated Forms

The challenge with simple links is: what happens after the click?

Key questions arise:

1. How do you collect the right information?
2. How do you gather evidence?
3. How do you trigger approvals automatically?
4. How do you fit requests into multi-step processes?
5. How do you reevaluate risks linked to a request?

📌 Brainframe Request Forms solve this by creating requests, distributing them, and integrating them into workflows.

Forms are created in the Forms menu, with setup depending on the form type.

3️⃣ Standard Forms

When creating a standard form, you can:

1. Select the form type (above is the standard form).
2. Define the document type generated with replies.
3. Choose the target folder for completed forms.
4. Notify specific users when replies arrive (optional).
5. Trigger the document approval workflow automatically and assign a version.
6. Place received replies into a Kanban stage in the Workbench.

On the next screen you’ll define general form information:

1. Form title
2. Guidance text for users filling in the form
3. This field will be used in concatenation with the form title to generate the document name of the form reply

① Question Types

After setup, configure the questions. Three main reply types are available:

1. Free Text – collect generic information.

2. Document Property – capture structured metadata.

3. Risk Mapping – multiple choice with weighted scoring for risks.

For each risk-mapping question, you can:

1) Provide the question text.

2) Select reply type.

3) Assign a weight to measure impact.

4) Define possible replies.

5) Assign scores (0–5).

6) Allow a free comment field.

7) Add/remove reply options.

8)Set conditional visibility (based on previous replies).

9) Delete the questions.

10) Add a new question after the current one.

11) Require a mandatory reply.

📌 Risk mapping ensures requests feed directly into your risk management workflows.

4️⃣ Working With a Form

Once a form is created, you can:

1. Manage other forms.
2. Copy the public link for sharing.
3. Preview the public form link.
4. Access the reply folder.
5. Save edits.

5️⃣ Document Forms

These work like standard forms, but here you provide a Word/Excel document from your folder hierarchy.

• Search and select a document template from your workspace.
• The form guides the user to fill in text or upload supporting evidence.

1. Final document name
2. Editable text fields from the template
3. Upload attachments as evidence (images, PDFs, Word files)

1. Document name
2. Word document content, directly fillable in the form

📌 Attachments via drag-and-drop are supported only in the simple editor (not OnlyOffice).

6️⃣ Embedding Forms

Forms can be shared via a public link or embedded directly into websites.

💡 Examples:

• A GDPR request form embedded on your privacy page.
• A supplier onboarding form embedded on your intranet.

Brainframe provides an HTML embed code your development team can insert into your site.

7️⃣ Best Practices

• 📂 Store completed forms in the accessible folders for easy audit retrieval.
• 🚨 Test every form end-to-end before publishing.
• 🔗 Embed forms in your intranet/public site to reduce manual requests.

🎯 Visual Checklist

• [x] Standard form configured with approval workflow
• [ ] Document form tested with attachments
• [ ] Embedded GDPR request form live

Updated on: 28/08/2025