How do I review and hand over forms that were built for me?

Last updated: October 21, 2026

When forms are built for your account, each one tracks who it's waiting on — your organization or Onboarded. You pass a form back and forth with a note until it's right, then deploy it so it can be assigned.

Forms land here when Onboarded uploads files and builds forms on your behalf, or when you upload files yourself and the AI builds them (see 📄 Understanding how uploaded files become forms). When a build finishes, the form is handed to someone automatically:

A clean build goes to your organization to review.
A build with problems, or one that failed, is marked as waiting on Onboarded. That status doesn't open a support request on its own, so fix the form yourself, or contact Onboarded support, or your partner's support team if you work with Onboarded through a partner.
If Request Onboarded support was checked at upload, the form goes to Onboarded, with your upload instructions as the first note, and the Onboarded team picks it up from there.

Find the forms waiting on you

On your Dashboard, a Forms in progress line counts forms in four states: waiting on your organization (shown by name), waiting on Onboarded, AI building, and AI build failed. For an account named Acme Staffing, it might read 3 waiting on Acme Staffing · 1 waiting on Onboarded. Click a count to open your forms list filtered to those forms. Only counts above zero appear, and the line is hidden when nothing is in progress.

In Forms → My Forms, the Waiting for column shows who each form is waiting on and for how long (for example, 2d). The Waiting for filter narrows the list to your organization, Onboarded, or Nobody.

These labels use your organization's name rather than "you." Everyone in your workspace — your team and any Onboarded team members working on your behalf — sees the same words, so waiting on Acme Staffing always means Acme's team has the next move.

Review a form and hand it over

You need permission to edit forms. Forms from the Form Library can't be handed over.

Open the form from My Forms. It opens in a new browser tab.
On the Versions tab, click Open Editor on the draft version and review the form.
Back on the form page, find the Build card. Waiting for shows who has the form now.
Click Hand to Onboarded when you need changes or help.
In Note, say what needs to change — for example, "Make the emergency contact phone number required." The note is optional, but it's what the other side reads when they pick the form up.
Click Hand over. You'll see Waiting for change to Onboarded, and your note at the top of the Handovers card.

When Onboarded has made the changes, they hand the form back with a note of their own. It shows as waiting on your organization again, and the round repeats until you're happy with it.

What to expect from the handover controls

The Build card only offers moves that change something. A form already waiting on Onboarded doesn't offer Hand to Onboarded — it offers a button to hand it to your organization (for example, Hand to Acme Staffing) and Clear waiting.
Clear waiting sets the form to wait on nobody, which drops it out of the dashboard counts. You can hand it over again any time.
The Handovers card keeps every round, newest first: which way it went, who did it, when, and the note. Rounds made by the build itself show as Onboarded AI.
Either direction is open to anyone who can edit forms. Nothing limits who can hand a form to which side.
A form can't be handed over while the AI is building it.

To move several forms at once, select them in My Forms and use the same buttons in the bar that appears. One note applies to every selected form, and any form still being built is left alone.

Deploy the form when it's ready

When you're happy with the draft, deploy it so it can be assigned by a policy or manually.

On the form's Versions tab, click Deploy (Live Mode) on the draft version — or Deploy (Test Mode) in a test account.
Leave Mark the build status as done (non-reversible) checked. It clears who the form is waiting on as part of the deploy, and only appears while the form is waiting on someone. You can still hand the form over again later.
Click Deploy (live) — or Deploy (test) in a test account. On the Build card, Progress changes from In review to Deployed, and to In use once employees have tasks on it.

For release notes, task upgrades, and test versus live mode, see 📄 How do I deploy a form version to test or live mode?

Handing a form over never deploys it. A form waiting on nobody isn't necessarily live — Clear waiting only records that nobody's blocked. If Progress still reads In review, the latest version hasn't been deployed and new tasks won't use it.

Rebuild a form with AI

If the AI read the file as the wrong kind of form, click Rebuild with AI on the Build card, pick a Document type, and click Rebuild and discard edits. The rebuild replaces the latest draft, so any edits to that draft are lost. Deployed versions stay as they are. When it finishes, the form goes back to whoever it was waiting on. If nobody was, it's handed out the same way a first build is.

The button is unavailable while the form is building, when the latest version is published (create a new draft first), or when the form wasn't built from an uploaded file. Hover over it to see which.

Verify

After a handover, the Build card's Waiting for names the party you handed it to, and your note is at the top of Handovers. After a deploy, Progress reads Deployed.

If you don't see the handover buttons, check that you have permission to edit forms, that the form isn't from the Form Library, and that the AI isn't still building it.