Projects
A Project is the core workspace unit in Workspace Builder. Every form, workflow, user list, and submission lives inside a project. Projects have two distinct modes — Design Mode for building and configuring, and User Mode for end-users to interact with published forms.
What is a Project?
A project groups together everything needed to run a business process:
- Forms — the data-collection interfaces users fill in
- Workflows — automated steps that move submissions through a pipeline
- User access — a project-specific invite list that controls who can see and use it
- Settings — project-level configuration including PDF templates, sharing rules, and integrations
Each organization can have multiple projects running simultaneously, each with its own set of forms and members.
The Two Modes
Every project is accessed in one of two modes depending on what you need to do.
Design Mode
Design Mode is the builder environment. It is used by Admins and Designers to create and configure everything inside a project.
| What you can do | Description |
|---|---|
| Create and edit forms | Drag-and-drop form builder with a full component library |
| Configure workflows | Set up automated approval and notification steps |
| Manage PDF templates | Design downloadable PDF reports from submission data |
| Set sharing and access | Control who can view or submit to each form |
| Configure project settings | Update project name, logo, and integrations |
Who can use it: Users with the Admin or Designer role. Designers can build and modify but cannot create new projects or invite workspace users.
User Mode
User Mode is the runtime environment. It is where end-users interact with the published forms inside a project.
| What you can do | Description |
|---|---|
| Fill and submit forms | Create new submission records through Form.io-rendered forms |
| View and edit submissions | Review existing records and update them as permitted |
| Update submission status | Move submissions through workflow states |
| Download PDF reports | Generate and download PDF documents from a submission |
| Track todos | View tasks assigned within a project |
Who can use it: All users with access to the project — including Admin, Designer, User, and Internal User roles.
Switching Between Modes
The active mode is controlled from the top bar of the dashboard. A mode toggle or dropdown lets you switch between Design Mode and User Mode at any time.
- Switching to Design Mode reveals the project builder controls.
- Switching to User Mode hides builder controls and shows the submission interface.
Admins and Designers can switch freely. Users and Internal Users can only access User Mode.
What's in This Section
| Page | Description |
|---|---|
| Design Mode | Creating projects, building forms, configuring workflows, managing settings, and sharing |
| User Mode | Navigating forms, submitting data, managing submissions, statuses, PDFs, and mobile layout |