In your portal, you can decide not only which forms to include but also how they appear and how the submitted data is displayed. This guide walks you through how to add and customize forms within your portal, and how to organize the form submissions using different types of data blocks like tables, Kanban boards, galleries, and charts.
Why it matters
It’s about creating an interactive experience for your users. For example:
➔ In a Client portal, customers can submit project requests and later track their progress, add additional comments, or download final files when they’re ready.
➔ In an HR portal, employees can access announcements, submit leave requests, and revisit their past submissions. They can also submit feedback forms and, for instance, view overall stats or sentiment through charts.
➔ In a learning portal, students can take quizzes, submit assignments, and track their progress through Kanban boards.
These capabilities make your portal truly dynamic – letting people engage with your forms and data in convenient, personalized ways.
To make this possible, you’ll need to add the forms to your portal and tailor how submission data is displayed – whether through tables, boards, or charts – so it fits your specific use case and gives users exactly the level of interaction you want.
How to add and customize forms in your portal
This part covers how to add, link, and customize forms inside your portal – from creating or linking the forms to choosing how they appear to portal users.
Step 1: Link forms to your portal or create new ones
You can either link an existing form to your portal or create a new one directly from within the portal builder.
In the Edit mode, click on the "+" button or type /form anywhere on the page ➔ pick Form:
Choose +New form to create one on the go,
Or search for an existing form from your workspace by its title or ID:
ℹ️️ If you want the newly-added form to be connected to your portal and capture the portal users' details, make sure to add a User Profile field to that form and link it to this portal’s User Directory and the Portal project itself:
➔ This ensures that whenever a logged-in user fills out the form, their user profile is captured with each submission.
➔ It also allows you to give users the ability to view (and optionally edit) their own submissions later.
Step 2: Customize your forms
After linking or creating a form, you can customize it further to fit your needs and audience.
You can add, remove, or reorder fields, allow file uploads,
Use logic to personalize the flow based on users’ responses,
Run custom calculations (scores, quotes, etc) using variables,
Tailor the form's design and logo to make it fully on-brand,
Customize the form's ending pages and the logic behind showing one or another based on users' responses.
Plus, you can set up different types of notifications – to keep your team in the loop about each new submission, to trigger conditional respondent notifications in specific scenarios, or to notify the right person whenever a submission is updated.
For a complete walkthrough, check out our guide on how to customize forms.
Step 3: Choose how your forms should appear in the portal
You can decide how a form should be displayed to your users. Each form can be shown as:
Card:
Displays the form as a compact card with a View button that opens the form in a new window,Embed:
Displays the entire form directly on the page so users can fill it out without leaving the portal.
You can change the form's display by clicking Style (on-hover, above the form), and picking either Card or Embed:
ℹ️️ To let people see the responses submitted through a form, you’ll need to add data blocks to display the form's submissions (like a table, kanban board, gallery, or chart). More on that below!
➕ You can add any data blocks on your portal pages, and link them to any forms as their data source – even if the form itself isn’t displayed in your portal.
How to display and manage forms' data in your portal
This part explains how to display and organize your form submissions using data blocks like tables, kanban boards, galleries, and charts – and how to tailor each to your needs.
Step 1: Add data blocks on portal pages to display form submissions
You can add data blocks to your portal pages to display and organize the data (submissions) from any form.
In the Edit mode, click on the "+" button or type / anywhere on the page ➔ pick a data block that suits your needs the best:
Different data blocks help you visualize and work with submissions in different ways:
➕ Tables
Spreadsheet-like view that makes it easy to organize your submissions. It's great for general submission tracking and quick review. In tables, you can:
Show or hide any columns to control data visibility,
Sort, filter, or search through data in one view,
Select multiple or all submissions at once to delete them in bulk if needed.
➕ Kanban boards
Best for organizing data by category or status, for convenient workflow management. In kanban boards, you can:
Choose which field the board is grouped by, what appears as each card’s title and cover, and which fields are displayed.
Drag and drop cards between columns to update the field the board is grouped by (like changing a task or request status),
Filter and search through submissions:
➕ Galleries
Perfect for displaying submissions visually – ideal for portfolios, creative submissions, or visual showcases. In galleries, you can:
Select the card title, cover, and which fields to display,
Filter and search through submissions:
➕ Charts
Display form performance or summary stats in a visual way. In charts, you can:
Show form views and responses over time,
Display charts based on form fields that support chart visualization,
Customize the number of charts per row, and use custom colors to match your branding:
🤖 AI Analyze data block
You can connect your form to an AI Analyze block and write a custom prompt to get AI-generated summaries, insights, or trend analyses based on a form's submissions.
For example, you can use an AI Analyze block to automatically summarize feedback, detect recurring issues, or extract insights or patterns from client or student responses.
Step 2: Control which submissions users can see
By default, when you add a new data block to a page, all submissions are visible to everyone who can access that page:
If the source form has a User Profile field linked to your Portal and its User Directory, you can let users view (optionally, edit) their own submissions only:
Hover over the data block (e.g., a table), click Options in the top-right corner, and go to Manage Access,
Under Profile Field Access, choose the User Profile field added to the given form,
Enable or disable the following options:
Allow users to view user data – users will only see their own submissions,
Allow users to edit user data – users can also modify and save their updated submissions.
👀 The view option is useful for cases where users need to review their past submissions without making changes, or track any updates made post-submission by your team (e.g., order status updates, service request stages, assignment feedback, etc).
✏️ The editing option can be useful when users need the ability to correct errors, update details, or revise their entries over time.
➔ Here's how the above table would look from a logged-in portal user's perspective:
ℹ️️ All internal users with access to the page can switch to Admin view to see all submissions, even when the table is filtered by the User Profile field:
Final thoughts
Customizing forms and data blocks in your portal gives you complete flexibility in how users interact with your content and their own submissions.
Whether you want to embed interactive forms, build kanban-based workflows, or visualize data in a gallery or chart – your portal can become a powerful, interactive space tailored to your and your audience's needs.