Understanding how forms, fields, and layouts connect

Forms, fields, layouts, and pipelines in Events all work together to capture, display, and report on your data. Understanding how they connect helps you make changes confidently and keep your setup consistent.

Forms capture the initial event information submitted by reporters.
Fields collect and store data throughout the event’s lifecycle, from initial report through follow-up and investigation.
The Layout controls how fields are organised and grouped in the Event Record.
Pipelines determine which fields are visible at each stage of the follow-up process.

Together, they ensure that data flows smoothly from the moment someone reports an event through to investigation, resolution, and analytics.

Forms: Where initial event information is collected

Forms are what reporters use to submit new events. Most questions in your forms will be linked (“mapped”) to fields in the Field Manager so that responses are stored and can be used in the investigation and follow-up process, as well as feed into dashboards and reports.

If a question isn’t linked to a field, its responses remain visible in the original submission tab but won’t appear in the Event Record, dashboards, or reports.

When to use forms:

To collect the initial details of an event, such as what happened, where, when, and who was involved.
To ensure consistent information is gathered across your organisation.
To make it easy for staff, contractors, or members of the public to report events quickly and accurately.
To guide reporters with clear, structured questions and optional guidance text.

Learn more: How to add new questions to your form and map them correctly

Fields: Where data is collected, stored, and reported on

Fields hold the data collected through both the initial report and the follow-up investigation. They’re the foundation of your event data - every mapped form question, every update added later, and every trend in your reporting ties back to a field.

The data stored in fields feeds directly into your dashboards and analytics, making it possible to track patterns and measure trends over time.

Fields are managed in the Field Manager. You can create, rename, or remove them as needed.

When to use fields:

To collect or store new information during investigation or review.
To include additional data in your reporting and analytics.
To make new information visible to users at specific stages through Pipelines.

Learn more: How to add new fields to your Event Record

Layout: How fields are organised in the Event Record

The layout determines how fields are grouped within the Event Record. Using the Layout Editor, you can structure fields into logical sections, such as “Incident Details”, “Investigation Summary”, or “Corrective Actions”.

The layout doesn’t change which data is stored, it simply affects how users view and navigate fields in the record.

When to use the layout:

To make the Event Record easier to read and update.
To group related fields together for clarity.
To adjust the visual order or structure of the record.

Learn more:

Pipelines: How field visibility is managed at each stage

While the layout defines the overall structure of your Event Record, Pipelines control which fields are visible to users at each stage of the follow-up or investigation process.

For example, you might show only key incident details in the “New” stage, add investigation questions in the “Under Review” stage, and display outcome-related fields in the “Closed” stage.

When to use pipelines:

To simplify the experience for managers by showing only relevant fields at each stage.
To guide users through your investigation process step by step.
To keep event records clear, focused, and easier to complete.

Learn more: Getting started with pipelines

How it all works together

Forms collect the initial event information from reporters.
Those responses are saved in Fields, which store all event data and feed it into your dashboards and analytics.
Your Layout defines how those fields are organised inside the Event Record.
Pipelines control which fields appear at each stage of the investigation process.

Each part builds on the other — forms feed into fields, fields appear in layouts, and pipelines decide when and where those fields are shown.

By understanding how these elements connect, you can make updates confidently while keeping your data structure consistent and your reporting accurate.

Understanding how forms, fields, and layouts connect

Understand how information flows from form questions to event records, pipelines, and reports in Events