How to Change Your Form Type Status and Properties

Control when and how your forms accept responses with flexible status management and property configuration #

FORMEPIC empowers you with complete control over your form’s availability and behavior. Whether you need to temporarily pause submissions, limit responses based on capacity, schedule form availability, or customize display properties, our intuitive status management system gives you the flexibility to manage your forms exactly how you need them. This ensures you never miss important responses while maintaining full control over when and how your forms are accessible to your audience.

Features, Advantages & Benefits #

Dynamic Form Status Control: Switch between enabled, disabled, or conditionally enabled states instantly. This means you can respond quickly to changing circumstances – pause a form that’s reached capacity, schedule availability for specific time periods, or limit submissions to a set number. The benefit is complete flexibility without needing to unpublish or delete your form, preserving all your settings and data.

Conditional Availability Options: Set your forms to automatically disable based on submission limits or specific dates and times. This advantage eliminates the need for manual monitoring – your form will automatically stop accepting responses when it reaches your specified threshold or deadline. You benefit from automation that protects you from over-subscription while ensuring you capture exactly the number of responses you need.

Custom Disabled Messages: Communicate clearly with your audience when forms aren’t accepting responses. The advantage of personalized messaging means you can explain why a form is closed, when it will reopen, or direct users to alternative actions. This benefits your user experience by maintaining engagement even when forms aren’t active.

Flexible Form Properties: Customize how your form appears and behaves with display settings, time limits, and branding options. This feature gives you the advantage of tailoring each form to its specific purpose – whether it’s a quick survey with a time constraint or a detailed application form. You benefit from professional, purpose-built forms that enhance completion rates and data quality.

Understanding Form Status Options #

Enabled Status #

Your form is live and actively accepting submissions. This is the default state for published forms.

When to Use:

• Form is ready to collect responses
• No restrictions on submission count or timing needed
• Active campaign or data collection period

Key Points:

• Form remains accessible via all sharing methods (link, embed, QR code)
• All automations and integrations function normally
• Analytics and tracking continue to record data
• Response notifications are sent as configured

Disabled Status #

Your form is published but not accepting new submissions. Visitors see your custom disabled message.

When to Use:

• Temporarily pause response collection
• Form maintenance or updates needed
• Between campaign phases
• Manual control over form availability

Key Points:

• Form URL remains active but shows disabled message
• Existing integrations remain connected
• Previous submissions are preserved
• Can be re-enabled at any time
• Analytics still track page visits (but not submissions)

Conditionally Enabled Status #

Your form automatically disables when specific conditions are met.

Condition Types:

Submission Limit: Form automatically closes after reaching a set number of responses

• Useful for: Limited capacity events, first-come-first-served offers, quota-based surveys
• Example: Job application form that closes after 100 submissions

Disable Date: Form automatically closes at a specific date and time

• Useful for: Contest deadlines, registration cutoffs, time-sensitive campaigns
• Example: Event registration closing on a specific date
• Supports: Date and time selection in your local timezone

How to Access Form Status Settings #

Via Builder Interface #

1. Open Your Form

• Navigate to “Created Forms” from your dashboard
• Click on the form you want to configure
• This opens the Form Builder

1. Access Settings Panel

• Click “Settings” in the left sidebar of the Builder
• The Settings panel opens with all configuration options
• Scroll to find “Form Status Settings” section

1. Configure Status Options

• Status options appear near the bottom of Settings panel
• All status configurations are in one convenient location
• Changes save automatically with the “Save” button

Configuring Form Status #

Setting Basic Status #

1. Select Status Type

• Choose from radio button options:
  • ○ Enabled (form is live)
  • ○ Disabled (form is paused)
  • ○ Conditionally Enabled (automatic disabling)

1. Status Summary Display

• Real-time summary shows current status configuration
• Updates as you change settings
• Provides clear confirmation of active rules

Configuring Conditional Status #

Setting Submission Limit #

1. Select “Conditionally Enabled”

• Click the Conditionally Enabled radio button
• Additional configuration fields appear

1. Enable Submission Limit

• Check “Disable after X submissions”
• Enter your desired submission count (e.g., 50, 100, 500)
• Must be a positive number

1. How It Works

• Form tracks total submission count
• Automatically disables when limit is reached
• Displays your custom disabled message to new visitors
• Existing submissions are preserved

1. Best Practices

• Set limit slightly higher than needed (buffer for simultaneous submissions)
• Test by submitting responses to verify counter works
• Monitor submission count via Analytics dashboard

Setting Disable Date #

1. Select “Conditionally Enabled”

• Click the Conditionally Enabled radio button
• Date/time configuration appears

1. Choose Disable Date & Time

• Click the date field to open calendar picker
• Select target date
• Set specific time (24-hour format)
• Timezone is automatically set to your local timezone

1. How It Works

• Form remains active until specified date/time
• Automatically switches to disabled at exact moment
• No manual intervention needed
• Custom disabled message displays after deadline

1. Best Practices

• Set deadline a few minutes after official cutoff (buffer time)
• Consider timezone differences for international audiences
• Test by setting a near-future date temporarily
• Communicate deadline clearly in form description

Combining Conditions #

You can enable both submission limit and disable date:

• Form closes when either condition is met first
• Whichever threshold is reached first triggers disabled state
• Provides dual protection for capacity and timing

Example Scenario:

• Event registration form
• Disable after 200 submissions OR September 30th, 2024 at 11:59 PM
• If capacity fills before deadline, form closes early
• If deadline arrives first, form closes regardless of submission count

Customizing Disabled Message #

1. Locate Message Field

• Found in Form Status Settings section
• Large text area for your message
• Supports plain text (HTML not rendered)

1. Craft Your Message

• Explain why form is closed
• Provide alternative actions or contact info
• Include reopen date if applicable
• Keep professional and helpful tone

1. Message Best Practices

• Be Clear: “This form is no longer accepting responses”
• Explain Why: “Registration has reached capacity” or “The deadline has passed”
• Offer Alternatives: “Please contact support@example.com” or “Check back on [date]”
• Stay Professional: Maintain your brand voice
• Keep Concise: 2-3 sentences ideal

1. Example Messages

For Submission Limit:

Thank you for your interest! This opportunity has reached maximum capacity. 
Please join our mailing list at example.com/newsletter to be notified of future openings.

For Date Deadline:

Registration for this event has closed. The deadline was September 30, 2024. 
For questions, contact events@example.com or check our website for upcoming events.

Generic Disabled:

This form is temporarily unavailable. We expect to reopen on [date]. 
For urgent inquiries, please email support@example.com.

Configuring Form Properties #

Display Settings #

Control what elements appear on your form:

1. Show Form Title

• Toggle on/off
• Displays the form title you set in Builder
• Useful for embedded forms where title appears separately

1. Show Form Description

• Toggle on/off
• Shows description text below title
• Provides context and instructions to respondents

1. Show Branding

• Toggle on/off
• Displays “Powered by FORMEPIC” footer badge
• Premium plans can hide branding

Access: Settings panel → Display Settings section

Form Time Limit #

Set a countdown timer for form completion:

1. Enable Time Limit

• Toggle “Set Time Limit”
• Enter duration in minutes (e.g., 5, 10, 30)
• Timer starts when respondent opens form

1. Configure Timeout Message

• Customize message shown when time expires
• Explain what happens to incomplete submission
• Default: “Time’s up! Your session has expired.”

1. How It Works

• Countdown timer visible to respondents
• Form auto-submits or locks when time expires
• Ideal for quizzes, timed assessments, competitive applications

1. Pro Tip

• Add Timer Field element to show countdown prominently
• Test time limit yourself to ensure adequate duration
• Consider adding 20% buffer to your estimated completion time

Access: Settings panel → Form Time Limit section

Saving Your Changes #

1. Review Status Summary

• Check the status summary display
• Confirms your configuration is correct

1. Click Save Button

• Located at bottom of Form Status Settings section
• Button shows “Saving…” during process
• Success message confirms save

1. Unsaved Changes Warning

• Yellow alert appears if you have unsaved changes
• Prevents accidental loss of configuration
• Browser warns if you try to leave page with unsaved changes

Form Types and Status Management #

All FORMEPIC form types support status management:

• Standard Forms: Full status control with all conditional options
• Surveys: Same status features plus survey-specific settings
• Quizzes: Status management works alongside quiz grading rules
• polls: Control poll availability with submission limits or deadlines

Consistency Across Types: Status settings work identically regardless of form type, ensuring predictable behavior.

Requirements #

Prerequisites #

• Published Form: Form must be published to enable status management (draft forms don’t have active status)
• Builder Access: Must have edit permissions for the form
• Basic Understanding: Familiarity with FORMEPIC Builder interface

Technical Requirements #

• Browser: Modern browser (Chrome, Firefox, Safari, Edge – latest versions)
• Internet Connection: Required for saving status changes to cloud
• Permissions: Form owner or assigned editor role

Tips and Tricks #

Strategy Tips #

1. Buffer Time for Deadlines

• Set disable date 5-10 minutes after official deadline
• Accounts for timezone confusion and last-minute submissions
• Reduces support inquiries from people “just missing” deadline

1. Over-Capacity Management

• Set submission limit 10% higher than actual capacity
• Creates waitlist automatically
• Allows flexibility for no-shows or cancellations

1. Testing Before Going Live

• Set form to Disabled initially
• Test all integrations and automations
• Enable only when fully ready
• Prevents incomplete submissions during setup

1. Scheduled Launches

• Create form in advance
• Set to Disabled with “Coming Soon” message
• Include launch date in disabled message
• Switch to Enabled at launch time

1. Maintenance Windows

• Temporarily disable during updates
• Use message: “Brief maintenance in progress, back in 10 minutes”
• Maintains trust and transparency

Automation Integration #

• Status + Automations: Form status doesn’t affect existing automation rules
• Disabled Form Behavior: Automations don’t trigger for attempts to submit disabled forms
• Conditional Logic: Works in conjunction with conditional field logic
• Email Notifications: Status changes don’t send automatic notifications (configure separately)

Analytics Considerations #

• Disabled Forms: Page views still tracked, submission attempts logged
• Status History: Track when form was disabled/enabled via Analytics timeline
• Bounce Rate: Monitor bounce rate when disabled to optimize messaging
• Conversion Drop: Analyze impact of submission limits on conversion rates

Important Notes #

Status Change Behavior #

• Immediate Effect: Status changes take effect within seconds
• Active Sessions: Users currently filling out form can complete even after disable
• URL Remains Active: Form URL doesn’t change regardless of status
• Embed Impact: Embedded forms immediately reflect status changes

Data Preservation #

• Submissions Retained: Disabling form never deletes existing responses
• Settings Maintained: All form settings, design, and integrations remain intact
• Reversible: Any status change can be reversed at any time
• History Available: Form history tracks all status changes with timestamps

Conditional Status Limitations #

• Single Timezone: Disable date uses your account timezone (consider international audiences)
• Not Retroactive: Submission limit counts from when set, not from form creation
• Manual Override: You can manually disable even with conditions set
• No Partial Limits: Can’t set different limits for different user groups

Best Practices for Status Management #

1. Clear Communication: Always use custom disabled message that explains the situation
2. Regular Monitoring: Check submission counts if using limits
3. Plan Ahead: Set deadlines and limits before launching campaigns
4. Test Thoroughly: Verify status changes work as expected before launch
5. Document Internally: Keep team informed of status schedules and limits

Premium Features #

• Hide Branding: Available on Pro plans and above
• Advanced Scheduling: Some plans offer recurring enable/disable schedules
• Custom Domains: Premium plans can use custom domains for all form states

Common Issues & Troubleshooting #

Issue: Status Change Not Taking Effect #

Symptoms: Changed status but form still accepts/rejects submissions

Solutions:

1. Hard Refresh: Press Ctrl+F5 (Windows) or Cmd+Shift+R (Mac) to bypass cache
2. Verify Save: Check that “Save” button was clicked and success message appeared
3. Check Browser: Try different browser or incognito mode to rule out caching
4. Wait Briefly: Changes propagate within 30 seconds; wait and retry
5. Clear Cache: Clear browser cache completely and reload form

Issue: Submission Limit Not Working #

Symptoms: Form still accepting responses after reaching set limit

Solutions:

1. Check Count: Go to Responses tab and verify actual submission count
2. Test Submissions: May not count as they can be filtered out in some configurations
3. Simultaneous Submissions: Multiple users submitting at exact same moment might exceed limit by 1-2
4. Verify Enabled: Ensure Conditionally Enabled status is selected and saved
5. Number Format: Ensure limit is entered as plain number (no commas or special characters)

Issue: Disable Date Didn’t Trigger #

Symptoms: Form still active after scheduled disable time

Solutions:

1. Timezone Check: Verify your account timezone matches intended disable timezone
2. Time Format: Ensure time was set correctly (24-hour format: 14:00 = 2:00 PM)
3. Date Selection: Confirm correct date was selected in calendar picker
4. Save Confirmation: Check that settings were saved after setting date
5. Browser Time: Ensure your computer/device time is correct

Issue: Custom Disabled Message Not Showing #

Symptoms: Default message appears instead of custom message

Solutions:

1. Message Field: Verify message was entered in “Disabled Message” textarea
2. Save Settings: Ensure Save button was clicked after entering message
3. HTML Rendering: Plain text only; HTML tags won’t render (remove if present)
4. Length Check: Very long messages may be truncated (keep under 500 characters)
5. Special Characters: Some characters may not display; use plain text

Issue: Can’t Change Status (Grayed Out) #

Symptoms: Status options are disabled or grayed out

Solutions:

1. Permissions: Verify you have edit permissions for this form
2. Form State: Ensure form is published (draft forms can’t have status set)
3. Account Status: Check that your FORMEPIC account is active and not suspended
4. Browser Issues: Try different browser or clear cache
5. Contact Support: If issue persists, contact FORMEPIC support with form ID

Issue: Form Shows Disabled But Should Be Enabled #

Symptoms: Form displaying disabled message when status is set to Enabled

Solutions:

1. Check Status: Open Settings and verify status radio button selection
2. Conditional Check: If Conditionally Enabled, verify conditions aren’t met
3. Submission Count: Check if submission limit was reached
4. Date Check: Verify disable date hasn’t passed
5. Manual Disable: Someone may have manually disabled; check form history

Issue: Time Limit Conflicts with Status #

Symptoms: Time limit and status settings seem to conflict

Solutions:

1. Separate Features: Time limit is per-session, status is form-wide (they work independently)
2. Disabled Forms: Time limit won’t start if form is disabled
3. Settings Location: Time limit is in different section from Status (check both)
4. Clear Distinction: Time limit = per respondent; Status = entire form availability

Issue: Embedded Form Not Updating Status #

Symptoms: Embedded form shows different status than standalone form

Solutions:

1. Cache Issue: Embedding website may cache form; contact site administrator
2. Embed Code: Verify embed code is current (re-copy from Publish → Embed)
3. iFrame Refresh: Some platforms cache iframes; force refresh or clear CDN cache
4. Wait Period: Can take up to 5 minutes for embedded forms to update
5. Test Standalone: Verify status change works on standalone form URL first