---
title: "Forms: submitting data"
slug: "submitting-forms-docuware-web-client"
updated: 2026-09-28T14:30:34Z
published: 2026-09-28T14:30:34Z
canonical: "knowledgecenter.docuware.com/submitting-forms-docuware-web-client"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://knowledgecenter.docuware.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Forms: submitting data

A form captures structured data, for example a holiday request, an expense claim, or a support request. Open **Forms** in the left sidebar of the DocuWare client to see the forms you have permission to use, then fill one in and submit it.

The completed form is stored as a PDF in a file cabinet, where it can be processed and shared like any other document. A form can also be part of a workflow, with fields that are left empty on purpose and filled in later, in a workflow task.

**Supported versions:** DocuWare Cloud + new DocuWare client only

**On this page**

- [Finding a form](https://knowledgecenter.docuware.com/help/docs/submitting-forms-docuware-web-client#finding-a-form)
- [Keeping a form within reach](https://knowledgecenter.docuware.com/help/docs/submitting-forms-docuware-web-client#keeping-a-form-within-reach)
- [Filling in a form](https://knowledgecenter.docuware.com/help/docs/submitting-forms-docuware-web-client#filling-in-a-form)
- [Passing a form on](https://knowledgecenter.docuware.com/help/docs/submitting-forms-docuware-web-client#passing-a-form-on)
- [Editing a form](https://knowledgecenter.docuware.com/help/docs/submitting-forms-docuware-web-client#changing-a-form)

#### Coming from the classic DocuWare client?

In the classic client, open the new DocuWare client with the link **Open new DocuWare**. Nothing has to be set up again: Your forms and their configuration are the same as in classic DocuWare. If you know forms from there, these are the differences.

- Pin the forms. The forms you use often stay at the top of the list, in their own group.
- Find a form by part of its title.
- The new DocuWare client is available in DocuWare Cloud only for now. On-premises systems continue to work with the classic client.
- More about [Current limitations of the new DocuWare client](https://knowledgecenter.docuware.com/help/docs/docuware-web-client-key-features-and-limitations#current-limits)

![Forms list in the DocuWare client with pinned forms and the search field](https://cdn.document360.io/0108e24e-b3e8-446c-b670-66b1d2a9e861/Images/Documentation/image-C0IZFL8Z.png)

## Finding a form

The list is grouped into **Pinned** and **Other**, with the number of forms in each group. Use **Search forms** to find a form by part of its title. The search performs a "contains match", returning results that include the specified keyword anywhere in the text.

You see every form you have access to, with its status. **Published** means the form is active and can be filled in. A form that is not active shows **Disabled**.

## Keeping a form within reach

Select the pin icon of a form to move it into the **Pinned** group at the top of the list, so you do not search for the same form every week. Select the icon again to remove the pin.

Pinning belongs to your user account. Your pinned forms stay pinned in the next session and on any device you log in with, and other users are not affected by them.

## Filling in a form

Select a form to open it in a new browser window and fill it in. Which fields it contains, and which of them are mandatory, comes from the form configuration.

Once you submit the form, it is stored as a PDF in the file cabinet defined for it, with the index entries taken from your entries. Everyone with permission for that file cabinet can work with it from then on.

## Passing a form on

Select the link icon of a form to copy its link. Send the link to someone who should fill in the form, for example a colleague or an external contact. If a form is configured as **Public**, users without a DocuWare account can fill it out as well.

## Editing a form

A pencil icon next to a form means you are allowed to change that form. Select it to open the form configuration. Forms without the icon can be used but not changed.

## Note for administrators

- Forms are configured in the classic DocuWare, see **DocuWare Configurations > Forms**. Nothing has to be set up again for the new DocuWare client.
- Whether a form is active is set in the Forms Designer. An active form is listed as **Published**, an inactive one as **Disabled**.
- The pencil icon appears only for users who are allowed to edit that form.

## Supported versions: DocuWare Cloud