Overview
Data Forms are reusable form definitions in Kodexa that define how users interact with extracted data in Workspaces. They specify which data elements to display, how they're arranged, and what fields users can edit during document review and data entry workflows.
What are Data Forms?
A Data Form is a configuration resource that:
Defines form layout - Specifies which data elements appear and in what order
Controls user interaction - Determines what fields users can view and edit
Works across projects - Can be reused in multiple projects
Integrates with Workspaces - Displayed in Workspace for data review and entry
Supports multiple entry points - Can be used in different workflow contexts
Example use case: You create an "Invoice Review Form" that displays invoice number, date, line items, and total. This form can be used across multiple invoice processing projects, providing consistent data review experience.
Key Components
Data Form Properties
Name - Human-readable identifier (e.g., "Invoice Review Form")
Reference - Unique ref for programmatic access (e.g., "invoice-review")
Description - Explains the form's purpose and usage
Entrypoints - Contexts where this form is available (e.g., "document-review", "data-entry")
Form Configuration
Data Definition mapping - Links form fields to data elements
Field layout - Arrangement of form elements
Validation rules - Data validation during entry
Display options - Labels, hints, grouping
Managing Data Forms in Projects
Accessing Data Forms
Open your Project
Navigate to Manage Project
Click Data Forms
View all data forms linked to your project
The Data Forms View
The Data Forms page displays:
Form cards - Grid layout showing all project data forms
Form details - Name, reference, description, entrypoints
Actions menu - Unlink from project or delete form
Add button - Create new or link existing data forms
Adding a Data Form
Click Add Data Form button
Resources dialog opens
Choose to:
Link existing - Select from organization's data forms
Create new - Define a new data form
Form appears in project's data forms list
Unlinking a Data Form
Find the data form card
Click the actions menu (three dots)
Select Unlink from Project
Confirm the action
Form remains in organization but not in this project
Deleting a Data Form
Find the data form card
Click the actions menu (three dots)
Select Delete
Confirm the action
Form is permanently removed from organization
Using Data Forms in Workspaces
Workspace Integration
Data Forms are displayed in Workspaces for:
Document review - Users verify and correct extracted data
Data entry - Users manually enter data from documents
Data validation - Users check data against business rules
Data enrichment - Users add additional information
Workspace Configuration
When configuring a Workspace, you can:
Specify which Data Form to display
Set the Document Store to work with
Control whether sidecar panel opens
Define the workflow context
User Experience
When users access a Workspace with a Data Form:
Form displays according to configuration
Fields show extracted data values
Users can edit fields marked as editable
Validation runs as users enter data
Changes save to document family data
Data Form Entrypoints
Entrypoints define where and when a Data Form is available:
Common Entrypoints
document-review - Available during document review workflows
data-entry - Available for manual data entry
validation - Available during data validation steps
correction - Available for error correction workflows
enrichment - Available for adding supplementary data
Multiple Entrypoints
A single Data Form can have multiple entrypoints, allowing it to be used in different workflow contexts while maintaining consistent field definitions.
Data Forms vs Data Definitions
Understanding the Relationship
These concepts work together but serve different purposes:
Data Definitions:
Define what data to extract
Specify extraction methods (AI, formulas, etc.)
Define data structure and hierarchy
Configure validation rules
Data Forms:
Define how users interact with extracted data
Specify form layout and field arrangement
Control which fields users can edit
Determine when and where forms appear
Together:
Data Definition extracts the data
Data Form presents it for user review/entry
Both reference the same data elements
Best Practices
Reuse forms across projects - Create organization-level forms for common document types
Use descriptive names - Make form purpose clear (e.g., "Invoice Review Form")
Set clear entrypoints - Define where each form should be available
Group related fields - Organize form layout logically
Include helpful descriptions - Document form purpose and usage
Test with real documents - Verify form layout works for actual data
Consider mobile users - Ensure forms work on smaller screens
Unlink vs Delete - Unlink to remove from project while preserving for other uses
Common Scenarios
Invoice Processing
Scenario: Create a form for reviewing extracted invoice data
Form configuration:
Name: "Invoice Review Form"
Entrypoints: ["document-review"]
Fields: Invoice number, date, vendor, line items, subtotal, tax, total
Validation: Required fields, total calculations
Contract Review
Scenario: Form for verifying contract terms and parties
Form configuration:
Name: "Contract Verification Form"
Entrypoints: ["document-review", "validation"]
Fields: Contract number, parties, dates, key terms, signatures
Validation: Date ranges, required signatures
Expense Report Entry
Scenario: Manual entry form for expense items
Form configuration:
Name: "Expense Entry Form"
Entrypoints: ["data-entry"]
Fields: Date, category, amount, description, receipt
Validation: Amount limits, required receipt for high values
Project-Level Data Forms
Linking Forms to Projects
When you add a Data Form to a project:
Form becomes available in that project's Workspaces
Form configuration remains in organization library
Changes to form affect all projects using it
Each project can use multiple forms
Project-Specific Considerations
Different workflows - Projects may use same form in different contexts
Access control - Project permissions apply to form usage
Workspace configuration - Each Workspace specifies which form to use
Data isolation - Data entered through forms stays in project's document families
Troubleshooting
Form Not Appearing in Workspace
Verify form is linked to project
Check Workspace configuration has correct Data Form reference
Ensure form entrypoints match Workspace context
Confirm project has necessary permissions
Fields Not Editable
Check data element's "User Editable" setting in Data Definition
Verify form configuration allows editing
Confirm user has write permissions
Check if field has Review data source
Cannot Delete Form
Check if form is used in active Workspaces
Verify you have delete permissions
Consider unlinking from projects first
Ensure no active users are using the form
Changes Not Saving
Check network connection
Verify validation rules are passing
Ensure required fields are filled
Check browser console for errors
Tips
Data Forms are project resources managed in Manage Project
Forms can be reused across multiple projects for consistency
Unlinking removes form from project but keeps it in organization
Deleting permanently removes form from organization
Forms reference data elements defined in Data Definitions
Entrypoints control where forms appear in workflows
Test forms with sample documents before production use
Use descriptive names and descriptions for maintainability
Consider creating organization-level forms for common document types
Form layout should match natural reading flow of document