> For the complete documentation index, see [llms.txt](https://docs.daylite.app/help/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.daylite.app/help/mac-fundamentals/tools-and-utilities/forms.md).
# Forms
A Form in Daylite is a structured record you add to People, Companies, Opportunities, and Projects to capture standardized info. Learn what Forms are and how to use them on records
A Form in Daylite is a structured record that captures standardized information using defined fields. You add Forms to People, Companies, Opportunities, and Projects, fill in their fields, and, because each Form is its own record, link it to other records, attach files, and add Keywords.
The fields a Form collects are defined by a **Form template,** built in settings. This article covers Forms as records and how to use them; see Forms Settings for building the templates.
{% content-ref url="/pages/IP8TqKToaQ83zr6zZ61W" %}
[Forms Settings](/help/mac-fundamentals/settings/mac-settings/primary/forms-settings.md)
{% endcontent-ref %}
**Key facts:**
* A **Form template** defines the structure: the fields, their types, and which record types the Form applies to. Templates are built in [**Settings**](/help/mac-fundamentals/settings/mac-settings/primary/forms-settings.md)**.**
* A **Form** is a record. It holds data, can be linked to other records, can have files attached, and can carry Keywords.
* You can create many Forms from the same template. Each one is its own record with its own data.
* Forms can be added to People, Companies, Opportunities, and Projects, among other record types, depending on which the template is available from.
* Filling in Forms on records works on Mac, iPhone, and iPad. Creating and editing Form templates is Mac only.
* Deactivating a template preserves the Form data already entered on records.
## How Do You Add a Form to a Record in Daylite?
To add a Form to a record on Mac:
1. Open the record you want to add a Form to (for example, a Person, Company, Opportunity, or Project).
2. Navigate to the Forms section on the record by clicking on the three dots
3. Click **New Form**.
4. Select the Form template you want to use from the list of available templates.
Only active Form templates assigned to that record type appear in the list. Once added, the Form becomes its own record linked to the parent record. You can fill in the fields, attach files, add Keywords, and link the Form to additional records.
Forms can also be added and filled in on iPhone and iPad, making them practical for capturing information at a client site or during a meeting.
## Frequently Asked Questions
**What Is the Difference Between a Form, a Custom Field, and a Note?**
A **Custom Field** (also called an Extra Field) adds a single field directly to a record type, so every record of that type carries that field. Use Custom Fields for data that is true once per record, like a licence number or a renewal date.
A **Form** is a separate, structured record with multiple fields that you attach to individual records selectively. A record can hold many Form entries over time. Use Forms for repeatable structured data you collect case by case, like an intake questionnaire or a site inspection.
A **Note** is free-form narrative text with no fixed structure. Use Notes for information that has no predictable shape, like what was discussed on a call.
The deciding question is whether you'll need to filter or build a Smart List on the answer. If so, it belongs in a Form field or a Custom Field, not in the body of a Note.
**What record types can Forms be used on?**
People, Companies, Opportunities, and Projects, among others. The record types a given Form appears on are set by the **Create from** options chosen when the template is built, so a Form only appears where its template is available.
**Can Forms be viewed or filled in on iPhone and iPad?**
Yes. Adding Form entries to records and filling in the fields works on Mac, iPhone, and iPad. Only creating and editing the templates themselves is Mac only.
**Can I import Forms from a CSV file?**
Yes. In the CSV/TSV importer, select Form as the **Kind** and an extra dropdown appears where you choose which template to import into. Form is the only record type that needs this extra step. See Importing Data into Daylite for the full workflow.
**What happens to Form data when a template is deactivated?**
It's preserved. Deactivating removes the template from the sidebar, the New Form menu, and Smart List filters, but every Form already created from it stays on its record and can still be viewed. You just can't create new Forms from it or filter by it until it's reactivated.
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