Forms & Contracts library

Forms & Contracts is under Forms Library in the left-hand menu (the collection is called "Forms & Contracts" on screen, even though it's library-forms in the address bar). This is the TXR forms library — every standard form and contract, kept under its own form number.

Don't confuse this with Forms. This screen manages the library of downloadable TXR forms (TAR-2401 and the like). The plain Forms screen elsewhere in the CMS builds contact and sign-up forms for your website — a completely different thing. See Site forms and submissions.

Everything about one form — its details, every past version of its PDFs, and the comments members have left on it — lives on a single record, split into tabs.

Adding a form

Click Forms & Contracts in the left-hand menu.
Click Create New.
Fill in the Title and Form Number (e.g. TAR-2401).
Choose a Category — the form-number range it belongs to (e.g. 1600s - Residential Contracts).
Add Keywords, if useful for search.
Under Versions, add the PDF (see below).
Set the Status.
Click Save.

Status: Draft → Proposed → Active

A form moves through three states:

Draft — not yet ready.
Proposed — ready, pending a scheduled release.
Active — live, current version members download.

Set Scheduled Publish Date on a Proposed form to have it promote to Active automatically at that date and time, rather than switching it by hand.

Versions

Each version is a full set of PDFs at a point in time — the English PDF is required, with optional Spanish PDF and Vietnamese PDF alongside it.

The top version in the list is the current, live one. To publish an updated form, add a new version at the top rather than editing the existing one — older versions drop down the list as history, and you can delete them once they're no longer needed.

Each version's PDF is a Documents record underneath the surface — see Documents and document folders if you need to replace a file directly rather than adding a new version here.

Footer Override

Downloaded forms carry a personalised footer with the member's contact details, filled in automatically from what the member has saved. Footer Override lets you replace that with fixed details of your own for one specific form — useful when a form should always show the association's own contact information rather than the downloading member's.

When set, it wins outright. The member's own saved details are not merged in alongside it — fill in every field you need (name, firm, full address, phone, email), not just the one you're overriding, or the rest will be blank.

If a member says their downloaded form shows the wrong contact details

That personalised footer comes from a record the member maintains themselves, on the website — it isn't something you edit here. Staff can see it (read-only) on the Form Footer Contacts screen under Members in the left-hand menu, which is useful for confirming what's currently saved, but the member needs to update it themselves from the form preview page on the site.

Two different things are both called "Versions" here

The Versions tab described above — English/Spanish/Vietnamese PDFs over time — is content you manage directly, and it's what "adding a new version" means anywhere else in this article.

Separately, and invisibly, the whole form record also keeps its own save history in the background, the same safety net Header and Footer have. If a save goes wrong in a way the PDF Versions array can't fix — a field cleared by mistake, for instance — that's a different, unlabelled version history to check. See Drafts and version history.

Comments

Each form has a Comments tab — read-only — showing suggestions members have submitted about that form from the website. There's nothing to moderate here; it's a record, not something you reply to inline.

Who can do what

Admins, Editors and Authors can create and edit library forms. Only Admins and Editors can delete one.

Where this appears on the website

Each form has its own page at /forms/ followed by its form number.

Documents and document folders
Site forms and submissions
Drafts and version history