Every project by default
A new form template is available on every project in the workspace, including projects you add later. For many teams that's right. When it isn't (a form that only belongs to one region, or to one client's sites) you can narrow where it appears.
Set the scope
Once the form is published, open it in the builder, go to the Scope tab, choose its Availability and click Save availability. The change applies straight away and carries over to new versions, with no republish. Anyone with the Build & edit templates or Publish templates permission can set availability. There are three choices:
- All projects: the default.
- Specific projects: pick the projects it belongs to.
- An org branch: pick a node in your organisation tree, and the form is available on every project under it, including ones added later. This needs the organisation layer turned on, which is available on paid plans.
What scoping does
Availability controls where a form can be started. Projects outside the scope don't offer it in the new-record picker, and neither the API nor the agent will create one there. The one exception is a form used as a subform: a child raised under a parent record is always filed on the parent's project, whatever the child form's availability.
Scoping never hides or freezes records already filed: a record created before you narrowed the scope stays where it is. Public links follow the scope too. The Sharing tab only offers projects the form is available on, and a public link or QR code for a project you take out of scope stops accepting submissions until you widen the scope again.
The agent respects it
If you ask the agent to start a form on a project where it isn't available, it tells you the form exists but isn't available there, instead of filing it in the wrong place. If you have the Build & edit templates permission, it can make the form available there for you. You can also widen the scope yourself at any time.
Availability decides which projects a form appears on. Who can use it on those projects is still set by roles and permissions.