Whether you started from a template, used Magic Create, or built from scratch, you now have a project — a workspace that holds your form along with everything you add to it. This article is about what you can do next: how to expand that project into whatever your flow actually needs, step by step.
💡 If you haven't created your first form or project yet, start here: How to start building in Formaloo — from a template, with AI, or from scratch
Your project is the canvas
If you started from scratch or with Magic Create, creating a form automatically sets up a project around it with two default pages:
Responses page — with the form and a connected table showing all submissions
Charts & insights page — with basic charts automatically connected to your form data
ℹ️ If you started from a template, you may already have a project that includes multiple pages, multiple forms, logic, and automations pre-configured — depending on the template you picked.
In that case, you might also find it useful to know how to combine multiple templates into one project if your flow spans more than one area:
Either way — whether you're building from scratch or expanding a template — everything outlined in the sections below applies: you can create, adjust, and connect any components at any point.
Add pages to your project
You can customize the structure of your project at any point — adding and rearranging what's there to match how your flow or your team is organized.
Within a project, you can:
Add new pages — each with its own purpose and its own access controls, so different people see only what's relevant to them,
Add live embed pages — full-page embeds that let you surface an external dashboard, document, or an interactive board directly inside your project, as a dedicated page,
Add page groups — group related pages into menu sections to keep navigation clean as your project grows:
➔ On any page, you can add any components you need (content or data blocks):
Text, images, and video — for instructions, announcements, or any contextual content your users need
Embeds — embed any external tool or content directly within a page alongside other blocks
Additional forms — any form from this project or another one in your workspace
Data blocks — tables, Kanban boards, galleries, or charts connected to any form, to display and manage submissions right on the page
➔ How to add any component to a page
First, make sure you're in Edit mode — toggle it at the center top of the project,
Then click the + button next to any line on the page, or simply type / — both open the command menu, which lists every component you can add: Table, Kanban, Gallery, Charts, AI Analysis, Form (new or existing), Embed, Video, and more.
You can scroll through the menu and pick what you need, or type ahead to filter — for example, type /table and press Enter to add a table instantly.
Connect more forms
A project isn't limited to one form. You can create additional forms within the same project, or connect forms from other projects in your workspace to it:
This is how multi-form flows work: each form captures a different part of the process, and all the data lands in one place, visible and manageable in a single project.
View and manage your data differently
By default, your project shows submissions in a table. You can add other data views alongside it — or replace it — depending on how you want to display or work with the data:
Table — a spreadsheet-style list of all submissions, with columns for every field. Sort, filter, search, edit inline, and assign submissions to teammates directly from here.
Kanban — a card-based view organized by any field you choose (typically a status). Drag cards between stages to move submissions through your flow.
Gallery — a visual grid of submissions, useful when records include images or when a card-based layout works better than a list.
AI Analyze or Charts — data visualizations connected to your form fields. Track trends, distributions, totals, and comparisons over time.
ℹ️ Each view is independent — different filters, different columns, different layout — all pulling from the same underlying data.
Set up logic and automations
At any point in your build, you can add logic and automations to any form in the project. To access them, open the form in the form editor and find the Advanced logic tab at the top right.
➔ Field logic
Runs in real time as someone fills in the form. You can use it to control what each respondent sees and to run calculations or scoring in the background as they go:
Show or hide fields based on what someone selects or enters — so each respondent only sees the questions relevant to them. For example: on a job application form, when someone replies to "Which position you're applying to?" and selects "Developer," they see "What languages do you work in?"; when they select "Designer," they see "Share your portfolio link"; when they select "Sales," they see "Markets you've worked with" — one question, three different paths.
Score or calculate under the hood — add points to a variable based on selections, for things like lead scoring, applicant evaluation, or a personality quiz. Or add amounts to a price variable based on which products, add-ons, or services someone picks — so their total is calculated as they fill in the form.
Assign the submission to a team member based on what's been entered — so it routes to the right person before it's even submitted.
Each field logic rule is a condition + action: in the form editor, open Advanced logic under any field → click Add rule → set the trigger condition, then choose the action.
➔ On-submit logic
Fires the moment a new submission is created — whether submitted by a respondent or created manually in your dashboard. Use it for everything that should happen right at the point of submission:
Redirect respondents to a personalized ending page based on their answers, or to a specific external URL (for example, a payment page or a tailored thank-you page).
Send email notifications — to the submitter, to a relevant team member, or to any email address. Each email can pull in submission field values to personalize the content.
Notify your team via Slack or webhook — push submission data to your other tools the moment it lands.
Assign the record to a team member based on conditions — route enterprise submissions to one team, SMB submissions to another.
Generate a document — trigger a PDF to be created automatically from the submission data.
➔ On-update logic
Fires whenever any field in an existing submission is updated. The available actions are similar to on-submit, but the trigger is a change to something that already exists:
Send automated notifications at each stage change. In a hiring pipeline: when a status moves from "Applied" to "Screening call suggested," the candidate gets an automated email; when it advances to "Test assignment," a different one goes out. In an order workflow: a customer is notified as their order moves from "New" to "Shipped" to "Delivered."
Reassign the submission when a stage changes — for example, hand it off from the intake team to the review team once a status is set.
Generate documents conditionally — trigger a contract, certificate, or any document when a specific status is reached.
Run calculations or update fields when a key value in the submission changes.
💡 Not sure how to set up the logic you need?
Use Magic Logic — describe what you want in plain English and AI will suggest or generate the rules for you. It works when building from scratch and when you've grabbed a template and want to understand what logic is already in place or add more on top of it.
The Logic Map gives you a visual overview of all the rules across your form and how they shape different user journeys.
Share as an internal app
When your project is ready for your team, share it as a private internal app. Start by inviting your team members to your Formaloo workspace — go to your profile at the top right of the dashboard, open Workspace members, and invite them with the appropriate role:
Admin — has automatic visibility into all projects in your workspace,
Member — has no access to any project by default; each project you want to collaborate on must be shared with them explicitly.
Once your team is in, share the relevant projects with them and control which pages each person can see or edit — so everyone only sees what's relevant to their role.
Share as a public dashboard
You can publish any project as a public view-only link — a dashboard anyone with the link can access, with no ability to edit the data or the app structure. You control which views and data are visible in this public mode.
To publish:
Open the project → go to Share settings at the top → open the Publish tab → make sure the project is published,
Once it's live, you'll see a Public address field — copy that link and share it with your audience.
Turn it into a portal
Adding an authentication layer to your published project turns it into a portal — a private, branded space where external users log in and see only their own data: their submissions, their status, the forms and content you've made available to them.
To activate portal mode in your project:
Open the project → Share settings → Publish → make sure the project is published;
Click the settings icon at the top right → select Activate client portal;
Once activated, click Manage users and follow the setup wizard — you'll configure your user directory (new, pre-imported, or pulled from an existing project), set whether users can sign up on their own or only log in by invitation, and adjust any other access options your flow needs;
When everything is set up, the portal link is available in the same Publish tab.
💡 White labelling your public app or portal:
When sharing your project publicly with clients or an audience, you can set up a custom domain so your app or portal shows up under your own branded URL instead of a Formaloo address. Works for both form, and apps/portals.
Bottom line
A project in Formaloo is a living thing — you start with a form and a couple of default pages, and you expand it as your flow takes shape. Add what you need, connect what makes sense, publish it in the way that fits your audience.