A Comprehensive Guide to Efficient Data Collection

Introduction of Creating and Managing Forms in SailPoint

In today’s digital landscape, efficient data collection is essential for businesses aiming to streamline workflows and maintain compliance. SailPoint Forms provide a powerful way to gather and manage user information while ensuring security and ease of use. Whether used as standalone tools or integrated into automated workflows, these forms help organizations optimize their identity governance processes. This blog explores the key aspects of creating, managing, and optimizing forms in SailPoint.

Understanding SailPoint Forms

SailPoint Forms play a crucial role in collecting and structuring user data. Their core components include:

Sections – Logical groupings of related fields for better organization.

Fields – Input elements such as text fields, date pickers, and dropdowns.

Dynamic Conditions – Rules that customize form behavior based on user responses.

By leveraging these components, organizations can streamline data collection while maintaining a seamless user experience.

Forms in Workflows

SailPoint Forms integrate seamlessly with workflows, enabling automated and structured data collection. Key features include:

Form Action – A workflow pauses until the form is completed, ensuring all required data is collected.

Form Submitted Trigger – Automatically initiates the next workflow steps once a form is submitted.

These functionalities enable organizations to build efficient, automated processes that minimize delays and improve operational efficiency.

Step-by-Step Guide to Creating a Form

Creating a SailPoint Form is a straightforward process:

1. Navigate to Forms – Access Admin > Global > Forms.

2. Create a New Form – Click + New Form, enter a name and description, and set widget visibility.

3. Build the Form – Add sections and fields to structure the required data.

4. Save and Review – Validate the form structure and ensure proper functionality before deploying.

   
   

Configuring Sections and Fields

Adding Sections

Define clear headers and descriptions to improve usability.

Customize layout and styling for a visually appealing structure.

Available Field Types

• Text – Single-line input for names and short responses.

• Text Area – Multi-line input for detailed responses.

• Date – Date selection input for time-sensitive entries.

• Email – Field for capturing valid email addresses.

• Dropdown – Predefined list for users to select from.

• Toggle – Simple true/false selection.

  
  

Customizing Form Behaviour

SailPoint Forms offer advanced customization options:

• Required Fields – Ensure critical information is provided.

• Help Text & Placeholders – Provide guidance and clarity to users.

• Dynamic Conditions – Show/hide fields or adjust requirements based on user input.

• Inline Variables – Auto-populate fields using dynamic user data.

These features enhance user engagement and improve data accuracy.

Managing Forms Effectively

Editing and Updating Forms

• Modify sections and fields as necessary.

• Customize the submit button’s label and positioning.

• Conduct testing to ensure smooth functionality.

  
  

Duplicating and Deleting Forms

• Duplicate – Create reusable form templates to save time.

• Delete – Only possible for forms not actively used in workflows.

  
  

Handling Form Expiry

Forms automatically expire after 30 days if not submitted, requiring users to restart the process when necessary.

Enhancing User Interaction

Utilizing the Forms Widget

Add up to 10 forms for quick access from the SailPoint dashboard.

If the limit is exceeded, an error message prompts necessary adjustments.

Assigning Forms to Users

Users receive an email with a direct link to complete the form.

Expired forms require users to re-initiate the submission process.

Conclusion

SailPoint Forms offer a powerful solution for structured data collection and workflow automation. By incorporating logical sections, dynamic conditions, and automated triggers, organizations can optimize identity governance processes while enhancing user experience. Regular testing and refinement ensure that forms remain efficient and user-friendly.