> ## Knowledge Base Index
> Fetch the complete knowledge base index at: https://docs.brainframe.com/sitemap.xml
> Use this file to discover available pages before exploring further.
> Pure-Markdown content can be obtained by appending a '.md' suffix to the content URLs listed in the sitemap (without the trailing slash).

# Request Forms

# 📋 **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.  

![](https://storage.crisp.chat/users/helpdesk/website/-/3/f/2/6/3f26ce462760bc00/image-36_15k9gk5.png =304xauto)

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

| 💡 You can extend this to customers too — for example, adding a GDPR/Privacy rights request button on your public privacy page.  

---

## 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.  

![](https://storage.crisp.chat/users/helpdesk/website/-/3/f/2/6/3f26ce462760bc00/qa-forms_zm9qar.webp =500xauto)

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

---

## 3️⃣ Standard Forms  
![Standard forms](https://storage.crisp.chat/users/helpdesk/website/-/3/f/2/6/3f26ce462760bc00/forms-standard_1mbj5sg.png)

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:  
![Form title](https://storage.crisp.chat/users/helpdesk/website/-/3/f/2/6/3f26ce462760bc00/forms-title_1xmwwmh.png)
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.  
   ![](https://storage.crisp.chat/users/helpdesk/website/-/3/f/2/6/3f26ce462760bc00/image-3_1wf39ye.webp)

2. **Document Property** – capture structured metadata.  
   ![](https://storage.crisp.chat/users/helpdesk/website/-/3/f/2/6/3f26ce462760bc00/image-4_lzx0o8.webp)

3. **Risk Mapping** – multiple choice with weighted scoring for risks.  
   ![](https://storage.crisp.chat/users/helpdesk/website/-/3/f/2/6/3f26ce462760bc00/qa-forms-risks_1do39bz.webp)
 
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  
![Forms UI](https://storage.crisp.chat/users/helpdesk/website/-/3/f/2/6/3f26ce462760bc00/forms-ui_x49fk8.png)

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.  

| 📌 Published forms use your organization’s branding automatically.  

![Branded form](https://storage.crisp.chat/users/helpdesk/website/-/3/f/2/6/3f26ce462760bc00/image-37_156aiko.png)

---

## 5️⃣ Document Forms  
![Document form](https://storage.crisp.chat/users/helpdesk/website/-/3/f/2/6/3f26ce462760bc00/image-5_zglf2g.webp)

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.  

![Form with evidence](https://storage.crisp.chat/users/helpdesk/website/-/3/f/2/6/3f26ce462760bc00/formevidence_m9mm7f.webp)
1. Final document name  
2. Editable text fields from the template  
3. Upload attachments as evidence (images, PDFs, Word files)  

![Word form template](https://storage.crisp.chat/users/helpdesk/website/-/3/f/2/6/3f26ce462760bc00/formevidenceword_8g7hh8.png)
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.  

![](https://storage.crisp.chat/users/helpdesk/website/-/3/f/2/6/3f26ce462760bc00/image-6_1pypxud.webp)

---

## 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