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Interactive documents and forms

In one sentence: Interactive documents and PDF forms let an organisation turn its paper forms (checklists, protocols, records) into controlled digital forms that people fill in, sign and keep as a traceable record. Menu: built in Configurator → tab Interactive Documents; stored and filled in RiQS-Pedia → tabs Interactive Documents and PDF-Forms · Status: Live

What it is

Many tasks in a practice end with a form: a cleaning record, a device check, an onboarding checklist, a consent sheet. On paper these get lost, are filled in with old versions, and nobody can prove who signed what.

RIQS offers two kinds of digital forms:

  • PDF forms: an existing fillable PDF is uploaded to RiQS-Pedia. People fill in its fields in the browser.
  • Interactive documents: a form built from scratch in the Configurator with building blocks (questions, tables, text, signatures). It looks like a document but behaves like a smart form: required questions, deviations, automatic data about the person, unit or device, and a clean PDF at the end.

Think of the form as a stamp pad: the master stays in the library (approved and versioned, like any RiQS-Pedia file). Every time someone fills it, RIQS makes a copy (a "response") with their answers, name and time. The master never changes by filling.

Both kinds of form can be used on their own from RiQS-Pedia, or attached to work in other modules (a Day Planner checklist, an equipment maintenance, a guide task, an incident report).

Key terms

Term Meaning
Interactive document A form built in the Configurator and stored in RiQS-Pedia.
PDF form A fillable PDF uploaded to RiQS-Pedia with Upload Pdf-forms.
Response One filled copy of a form, saved with the person's name and date. The master form is not changed.
Draft A response that is saved but not finished. Only drafts can still be changed.
Section / element The parts of an interactive document: sections hold elements such as questions, text, tables, images, signature fields.
Deviation An answer that is "not OK" (for example "No" to "Fridge temperature in range?"). Deviations are numbered and can be collected in a Deviation Overview.
Module information / System Data An element that fills itself with data about the user, the unit or the equipment when the form is opened.
Header / footer Optional lines on every page that show file name, created by, edited by, approved by and version, taken from RiQS-Pedia.
Electronic signature A signature applied when the form is completed: Simple (SES), Advanced (AES, with 2-factor code) or Qualified (QES, legally equal to a handwritten signature; needs an identity check by AutoIdent or VideoIdent).
Send for signature Asking other people (internal users or external e-mail addresses) to sign a filled form.
Standard form A form handed out by the organisation to several units. Each unit fills its own copies.

Who uses it

Role What they typically do here
RiQS Administrator Can build, upload, approve and fill forms like an administrator, sees all responses, and is the only role that may delete responses and inactive forms in audit-safe mode.
Group Administrator / Administrator Build organisation-wide interactive documents, upload them to RiQS-Pedia, approve them, hand them to units.
Power User Build and upload unit forms, approve them, assign them, see all responses of the unit.
Management Build unit forms, approve unit forms (Standard and 4 eyes), assign forms for completion, fill forms, see their own responses.
Professional Fill the forms assigned to them and see their own responses. Can upload PDF forms but not build or upload interactive documents.
RiQS-Pedia Officer Approves forms like any other library file.

How it works

A. Build (interactive documents only). In Configurator → Interactive Documents, click Create Document. Give it a title, logo, optional header and footer, then add sections and elements. Save it as a draft while you work. When it is ready, Approve it in the Configurator; it is then Published.

B. Put it in the library. In the Configurator row menu choose Upload to Riqs Pedia (PDF forms: in DMS choose Upload → Upload Pdf-forms). The normal upload steps follow: version, folder, electronic signature, approval principle, re-approval and key words. The form is Pending in RiQS-Pedia until it is approved.

C. Share or attach. Once approved, the form is shared with units, groups or people (see RiQS-Pedia), or attached to a task in another module.

D. Fill. A user opens the form, fills it and either Save as Draft or saves it as complete. If a signature is required, they sign (or Send for signature to others).

E. Keep the record. Each completed response is stored, can be downloaded as a PDF, and shows who filled it and when. The module it was attached to (for example the checklist) is marked as done.

Status of the master interactive document in the Configurator:

Drafted → Published (then uploaded to RiQS-Pedia: Pending → Approved)

Status of one response:

Draft → Completed → (Pending signature) → Signed

How to …

How to build an interactive document

Who can do this: RiQS Administrator, Group Administrator, Administrator; Power User and Management at unit level only (see table) 1. Open Configurator and the tab Interactive Documents. 2. Click Create Document. 3. Basic Information: enter the Template Title, optional Description, Template logo, and switch on Header / Footer if wanted. 4. Optional: Create Cover Page with text, images, tables, System Data, Document History, signature or confirmation elements. 5. Add Sections and fill them with elements: Question, text, headline, table, image, Attachment, summary, signature, confirmation, module information. 6. For each question pick the type: Multiple Choice, Rating Scale, Likert Scale, Open Text, Dropdown (typed or from Excel), Ranking, Binary, Date Selection. Mark it mandatory or optional. 7. Optional: Add Table of Content, Add Deviation Overview, Add Comment Log. 8. Use Preview to check the layout. Click Save Draft while working, Save when finished. 9. In the list, choose Approve in the row menu.

Result: The template is Published and ready to be uploaded to RiQS-Pedia. Elements can be duplicated and moved; table cells can be merged and resized.

How to upload an interactive document to RiQS-Pedia

Who can do this: RiQS Administrator, Group Administrator, Administrator, Power User, Management (not Professional) 1. In Configurator → Interactive Documents, open the row menu of a published template. 2. Choose Upload to Riqs Pedia. Group Administrators first choose the organisation. 3. Go through the steps: Version, folder, Electronic Signature, Approval Principle, re-approval, Key Words. 4. Click Save.

Result: "Template sent to RiqsPedia for approval." The document is Pending in the RiQS-Pedia Approval tab.

How to upload a PDF form

Who can do this: every role 1. In RiQS-Pedia, click Upload → Upload Pdf-forms. 2. Choose a fillable PDF. 3. In Electronic Signature, decide if the filled form must be signed, pick the Signature type and, if wanted, 2 Factor authentication required. 4. Finish the approval, re-approval and key word steps and click Save.

Result: "File sent for approval." The form appears in PDF-Forms once approved.

How to fill a form from RiQS-Pedia

Who can do this: people the form is shared with (see table) 1. Open RiQS-Pedia and the tab Interactive Documents or PDF-Forms. 2. In the row menu choose Fill Interactive Document or Fill Form. 3. For a standard form, first choose the folder where your copy is saved. 4. Fill in the fields. Mandatory questions must be answered. 5. Click Save as Draft to continue later, or Save to finish. 6. If a signature is required, the button is Sign Form: choose Sign or Send for signature.

Result: "Form filled successfully". Your response is stored with your name. A draft can be reopened and finished later.

How to sign or send a form for signature

Who can do this: the person filling the form 1. On a form that needs a signature, click Sign Form. 2. To sign yourself: enter the 5-digit code if 2-factor is on, then sign in the signing window. 3. To ask others: choose Send for signature, pick Internal users (with filters by organisation, unit, user group, designation) and/or type External users e-mail addresses, then Send document.

Result: The PDF is created at the moment of signing and contains the answers, attachments, deviations, comments and the signature. Forms waiting for your signature appear in Workflow-Navi under Forms to be Signed.

How to see the responses of a form

Who can do this: see table (Management and Professionals see only their own) 1. Open RiQS-Pedia → Interactive Documents. 2. Open the responses of a document. The panel Interactive documents Response lists each response with status and the person who completed it. 3. For PDF forms, open the form's history list to see the filled copies. 4. Open or Download a response.

Result: You see who filled the form, when, and what they answered. Downloads are always PDF.

How to fill a form that is attached to a task

Who can do this: the person assigned to the task 1. Open the task in its module (Day Planner checklist or shift, equipment maintenance, guide task, To-Do, incident report). 2. Click the attached form. 3. Fill and save it as above.

Result: The response is linked to the task, and the task shows the form as completed.

Rules to know

  • The master never changes by filling. Every fill creates a new response. To change the form itself, edit it in the Configurator (interactive) or upload a new version (PDF), and approve it again.
  • Completed responses cannot be edited. Only drafts can be changed.
  • Old drafts and new versions. If the form was updated after you started a draft, RIQS warns: "Template is updated. Please fill the updated template instead of old one."
  • Approval comes first. A form can only be filled after it is approved in RiQS-Pedia. It follows the same approval, re-approval and sharing rules as every other library file.
  • Signature settings belong to the form. They are set at upload and apply to every response. With AES or QES, the separate 2-factor switch is not needed (it is part of the signature).
  • QES identity check is done once per user (AutoIdent or VideoIdent) and reused for later signatures.
  • PDF output. The PDF keeps the exact layout, answers, attachments, deviations, comments and the header/footer data. With a signature, the PDF is created at signing.
  • Who sees responses. Management and Professionals see only their own responses. RiQS Administrators, Administrators, Group Administrators and Power Users see all responses in their area.
  • Editing the released original. A released PDF form can never be edited. A released interactive document can be edited only by users authorised in the Configurator (never by Professionals); the edit creates a new version.
  • Deactivating a form removes it from new use in workflows. A form still used by an open task cannot be deactivated.
  • Deleting responses. In regular mode, the RiQS Administrator and authorised persons with the Group Administrator, Administrator or Power User role may delete completed responses and inactive forms; in audit-safe mode only the RiQS Administrator.
  • Configurator editing rights follow the role ranking: a Power User can only edit templates created by a Power User or lower.

Who can do what

✅ allowed · ❌ not allowed · text = condition

Action RiQS Administrator Group Administrator Administrator Power User Management Professional
Build an interactive document in the Configurator ✅ ✅ ✅ ✅ unit level only ✅ unit level only ❌
Upload an interactive document to RiQS-Pedia (from the Configurator) ✅ ✅ ✅ ✅ ✅ ❌
Upload a PDF form to RiQS-Pedia ✅ ✅ ✅ ✅ ✅ ✅
Approve a form in RiQS-Pedia ✅ org and unit forms ✅ org forms ✅ org forms ✅ unit forms ✅ unit forms (Standard and 4 eyes) ❌ unless officer
Edit the released original of a PDF form ❌ ❌ ❌ ❌ ❌ ❌
Edit the released original of an interactive document ✅ if authorised in the Configurator ✅ if authorised in the Configurator ✅ if authorised in the Configurator ✅ if authorised in the Configurator ✅ if authorised in the Configurator ❌
Open, fill and save a form (with key words) ✅ ✅ ✅ ✅ ✅ ✅
Assign a form for completion (via To-Dos) ✅ ✅ ✅ ✅ ✅ ❌
Edit a completed response ❌ ❌ ❌ ❌ ❌ ❌
See completed responses ✅ ✅ ✅ ✅ own only own only
See inactive forms ✅ ✅ ✅ ✅ ❌ ❌
Set a completed response inactive ✅ authorised persons authorised persons authorised persons ❌ ❌
Delete a completed response or inactive form (regular mode) ✅ authorised persons authorised persons authorised persons ❌ ❌
Delete a completed response or inactive form (audit-safe mode) ✅ ❌ ❌ ❌ ❌ ❌

Connected modules

  • RiQS-Pedia: stores, versions, approves and shares every form; tabs Interactive Documents and PDF-Forms.
  • Configurator: where interactive documents are built (tab Interactive Documents). The same builder is used for Equipment Reports and Surveys.
  • Cockpit / Workflow-Navi: Forms to be Signed and forms waiting to be sent for signing.
  • Shift Planner / Day Planner: checklists and shifts can carry forms; filling them completes the item.
  • Equipment: maintenance can require a form; equipment reports use the same builder (with their own steps: created, completed, approved, signed).
  • Process Guide, Open Items / To-Dos, Incident Reports: tasks and reports can attach forms.
  • Interface Manager: imports forms with their approval and signature settings.

Open questions

  1. RiQS Administrator and forms. The feature list says the RiQS Administrator cannot edit interactive documents or fill forms; the rights sheet says "Yes, if authorised in the Configurator" for editing and "Yes" for filling. This page follows the rights sheet; please confirm.
  2. Interactive documents in To-Dos. The rights sheet says the completion of an interactive form can be assigned through the To-Do module. Should To-Dos record interactive document responses the same way as PDF form responses, and is this planned?
  3. Interactive documents in Process Guide. Guides can attach interactive documents, but the answers are not written back to the guide task (only PDF form answers are). Is this intended?
  4. "Authorised persons". Which people exactly may delete or deactivate completed responses (officers? the person who filled it?)?
  5. Form type. The earlier app let uploaders mark a PDF form as Normal, Confidential or General. The current app does not offer this choice. Is it still needed, and what are the rules for Confidential and General forms?
  6. External signers. What does an external e-mail recipient receive, how long is the link valid, and can they see anything besides the form?

Last reviewed: 2026-10-26