Using Active Form Multi-Screen Forms

Overview

Active Forms in Practifi are data-capture forms embedded within workflow steps, allowing advisors and portal users to enter information directly in context without extra navigation. Form content is organized into sections, each containing individual fields. By default, all sections display on a single page.

Multi-Screen Forms extend that capability by distributing Active Form Sections across multiple screens, each identified by name in a progress indicator at the top of the form. As users navigate the portal, they can clearly see their progress and how much remains to complete. For firms that collect detailed client information through portals, such as onboarding questionnaires, review forms, or data-gathering workflows, this structured approach leads to significantly better outcomes. A HubSpot survey found that marketers using multi-screen forms reported 86% higher conversion rates and 17% higher satisfaction with their lead-generation efforts.

Your firm controls how form content is divided across screens, giving you the flexibility to group related questions logically and manage the pace at which information is presented. This article explains how to create Active Form Screens and assign Active Form Sections to them. For foundational information about Active Forms, please consult our Understanding Active Forms and Configuring Active Forms articles.

• Creating a Multi-Screen Form
• Relating Active Form Sections
  • Relating a New Active Form Section
  • Relating an Existing Active Form Section
• Considerations
• Validation Check Scenarios

Creating a Multi-Screen Form

Active Form Screens are the individual steps a portal user moves through when completing a multi-screen form. Each screen has a label that appears in the progress indicator and an order value that determines its position in the sequence.

Screens are created from the Active Form tab on the Process Task record page. To add an Active Form Screen to your Active Form:

1. Click the App Launcher in the upper left-hand corner of Practifi, then select Settings from the drop-down menu.
2. In the Navigation Menu, select Process Types.
3. Click the process name from the list of processes. If your process is not displaying, change the list view from Recently Viewed to All Processes.
4. Click the Process Tasks subtab, then select the Process Task hyperlink to open the task with the Active Form you want to edit.
5. Select the Active Form tab on the Process Task record page.
6. In the Active Form Screens section, click the New button.
   
   
7. Enter the following information:
   • Label - This name appears in the progress indicator at the top of the form as portal users navigate through it. Choose a label that clearly reflects the content on that screen (for example, "Personal Information," "Investment Preferences," or "Beneficiaries").
   • Order - This value determines where this screen fits within the sequence of form screens.
8. Click Save to finalize the creation of the Active Form Screen. A success message confirms the record was saved, and the Active Form Screen record opens in a new tab.
   
   

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Relating Active Form Sections

Each Active Form Section must be assigned to a screen to appear to portal users. You can either create a new Active Form Section and relate it to a screen at the same time, or link an existing section to a screen after the fact. Both approaches are covered below.

Relating a New Active Form Section

Creating a new section directly from the Active Form Screen record page automatically links it to that screen, saving a step.

1. On the Active Form Screen record page, click the caret icon in the Active Form Sections section and select New. A new record page for the Active Form Section will appear, with the Active Form Screen already related.
   
   
    
2. Enter the information for your Active Form Section.
3. Press Save to finalize its creation.

Active Form Sections can also be manually related to an Active Form Screen during creation. To do this from the Process Task record page:

1. Navigate to the Process Task record page and click the Active Form tab.
2. Locate the Active Form Sections section and click the New button.
   
   
    
3. Enter the information for your Active Form Section. Click the Screen field to search for Active Form Screens in your organization. Begin typing the name of your desired Active Form Screen to narrow the results, then select the screen name from the drop-down menu.
   
   
    
4. Once all necessary Active Form Section information is entered and the Active Form Screen is related, click Save to finalize the creation.

Relating an Existing Active Form Section

If an Active Form Section already exists and needs to be assigned to a screen, you can update it from the section's record page. To relate an existing Active Form Section to an Active Form Screen:

1. Navigate to the Process Task record page and click the Active Form tab.
2. Locate the Active Form Sections section on the Active Form tab.
3. Select the Active Form Section Name hyperlink to open the Active Form Section record page.
4. Click the Edit button on the right-hand side of the screen.
5. Click the Screen field to search for Active Form Screens within your organization. Begin typing the name of your desired Active Form Screen to narrow the results displayed, then select the name of your Active Form Screen from the drop-down menu. 
   
   
    
6. Click Save to finalize the changes.

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Considerations

If an Active Form Section is not assigned to a screen, it will not appear to portal users, regardless of whether it has fields configured. Unassigned sections are effectively excluded from the form.

If only one Active Form Screen is created, the progress indicator will not display. The indicator is only shown when there are multiple screens for users to navigate between.

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Validation Check Scenarios

To help ensure Active Form Sections are correctly mapped to Active Form Screens, the Validation Check includes the scenario described below. Please consult our Understanding the Validation Check article for additional information. 

Validation	Checked On	Method	Error Message
Form section is not mapped to a screen	Active Form Sections	Checks the number of Active Form Screen records related to the Process Task. If there are two or more, every Active Form Section is checked for a related Active Form Screen. An error is shown for each section that does not have one.	This section hasn't been added to a screen, so the form elements within it won't appear in the Active Form.