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Building Your First Form

Create, publish, and collect responses with Muin Smart Forms. Build custom forms with drag-and-drop and route submissions into your workflows.

This guide walks you through creating, publishing, and collecting responses with your first Muin Smart Form. By the end, you’ll have a live form ready to collect data.

Before You Start

Make sure you have:

  • A Muin account with form creation access
  • An idea of what data you want to collect
  • About 5 minutes

Step 1: Create a New Form

  1. Navigate to Forms in the sidebar
  2. Click Create Form
  3. Choose your starting point:
    • Template - Pick from pre-built templates (vendor onboarding, volunteer application, event registration, etc.)
    • Blank form - Start from scratch
  4. Enter a form title and optional description

Step 2: Add Fields

Use the drag-and-drop builder to add fields to your form.

Available Field Types

Field TypeUse For
Short TextNames, titles, brief answers
Long TextDescriptions, comments, feedback
NumberQuantities, amounts, scores
DateDates, deadlines, birthdates
DropdownPredefined option lists
CheckboxMultiple selections, agreements
RadioSingle selection from options
File UploadDocuments, images, attachments
EmailEmail addresses with validation
PhonePhone numbers with formatting
SignatureElectronic signature capture
SectionGroup related fields together

Configuring Fields

For each field, you can set:

  • Label - The question or prompt
  • Required - Whether the field must be filled
  • Placeholder - Helper text shown in the empty field
  • Help text - Additional instructions below the field
  • Validation - Rules like min/max length, patterns, or ranges

Conditional Logic

Show or hide fields based on previous answers:

  1. Click a field and open Logic settings
  2. Set a condition: “Show this field when [Field X] equals [Value]”
  3. Fields hidden by logic won’t appear to the respondent

Step 3: Configure Form Settings

Before publishing, review your form settings:

Submission Settings

  • Confirmation message - What respondents see after submitting
  • Redirect URL - Optional redirect to another page after submission
  • Allow multiple submissions - Let the same person submit more than once
  • Close after date - Automatically stop accepting responses on a date

Notifications

  • Email notifications - Get notified when a submission arrives
  • Assignee - Automatically assign submissions to a team member
  • Workflow trigger - Connect a workflow to run on each submission

Branding

  • Your organization’s logo and colors are applied automatically
  • Customize the form header, footer, and background if needed

Step 4: Publish Your Form

  1. Click Preview to see how the form looks to respondents
  2. When satisfied, click Publish
  3. Choose how to share:
    • Link - Copy the shareable URL
    • Embed - Get HTML embed code for your website
    • Email - Send the form link directly via Muin
    • QR Code - Generate a QR code for print materials

Your form is now live and accepting responses.

Step 5: Collect and Review Submissions

Viewing Submissions

  1. Go to Forms and click your form
  2. Open the Submissions tab
  3. Each submission shows:
    • Respondent name and email
    • Submission date and time
    • All field responses
    • Uploaded files (if any)

Processing Submissions

For each submission, you can:

  • Review - Open the full response
  • Approve/Reject - If the form is configured for review
  • Create task - Assign follow-up work
  • Export - Download as CSV or PDF

Uploaded Files

Files uploaded through forms become documents in Muin:

  • They appear in the Documents hub
  • AI extracts data from supported file types
  • They link back to the form submission and contact record

Common Questions

Can I edit a published form?

Yes. Changes to a published form take effect immediately for new respondents. Existing submissions are not affected.

What happens to uploaded files?

Files are stored securely in Muin and processed by AI if they’re supported document types (PDF, images, Office files). They link to the form submission automatically.

Can I collect payments through a form?

Yes. Add a payment field to your form and connect it to Smart Payments. Respondents can pay as part of their submission — useful for event registrations, application fees, or donations.

How do I export all submissions?

Go to your form’s Submissions tab, click Export, and choose CSV or PDF format. You can filter by date range or status before exporting.

Next Steps

Now that you’ve created your first form: