Cognito Forms

Cognito Forms is an online form builder aimed at forms that start a process rather than simply collect an answer. Data collection covers a range of field types with formatting and validation applied as people type, so bad data is caught at entry instead of being cleaned afterwards. On top of that sits workflow automation, which routes a submission to the right people at the right time, turning a form into the front end of an approval or intake process.

Data management is treated as a distinct capability rather than an afterthought. Submissions can be organised, configured and transferred, and the product generates reports and documents from the data collected, which matters when a form feeds a contract, a letter or a summary that someone has to send. Secure self-service portals with guest access let people outside the organisation return to their own submissions, which is the difference between a one-way form and an ongoing interaction.

Two features decide suitability for regulated work. Compliance covers HIPAA, GDPR and CCPA among other privacy regulations, so the product can be used for health and personal data rather than only marketing enquiries. Online payments are taken through your choice of payment partner, so a form can collect a fee, a deposit or an order at the point of submission. The vendor states more than 1.5 million users. Pricing is tiered with guest access sold in separate packs, which is worth checking against how many external people will use your portals.