> For the complete documentation index, see [llms.txt](https://portf.gitbook.io/portf-user-guide/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://portf.gitbook.io/portf-user-guide/monitoring-forms.md).

# Monitoring Forms

### Why Use Monitoring Forms?

Monitoring forms are essential for:

* Collecting KPI and ESG data across portfolio companies
* Streamlining investor reporting
* Tracking performance over time

Below, learn how to **create**, **send**, and **export** Monitoring Forms using interactive demos.

***

## 1. Creating a Monitoring Form

Start by building your form from scratch or using a template. You’ll define sections, add custom questions, and connect KPIs.

{% @arcade/embed flowId="TUlpGfQK1d5Nkgy4SVIr" url="<https://app.arcade.software/share/TUlpGfQK1d5Nkgy4SVIr>" %}

{% hint style="info" %}
Tip:

If you’re duplicating an existing monitoring form to create an updated version, **the question boxes will remain linked** across both versions. This means responses will be shared across the forms.

* To track answers separately (e.g., quarter-over-quarter), **delete the original question and add a new one** instead.
* This ensures responses from the new form don’t get merged with previous ones.
  {% endhint %}

### Linking or adding a KPI to a monitoring form question

This is covered in the the demo video above if you would like to see the full process of linking or adding a KPI to a question in a monitoring form. Below is a snapshot of the action, anything numerical can be created as a KPI and pulled through to the portfolio or company dashboards.

<figure><img src="https://3667824179-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FYXAiSEnwXVrFEfWRWaSa%2Fuploads%2FtjWUyYu96EomHenHCDC1%2FScreenshot%202025-07-17%20at%2012.07.56.png?alt=media&amp;token=d4f2b855-9f3b-4623-9093-0338bf9460c6" alt=""><figcaption></figcaption></figure>

***

## 2. Sending Monitoring Forms

Once your form is created, learn how to assign it to companies and schedule collection deadlines.

{% @arcade/embed flowId="6XVWU3vo1mjga14cxy6K" url="<https://app.arcade.software/share/6XVWU3vo1mjga14cxy6K>" %}

{% hint style="info" %}
Tip:

A good way to test your monitoring form is to create a demo company and email the form to yourself. Check out the demo above on how to send monitoring forms and if you need a reminder on how to create a demo company, here's a link to adding new companies.&#x20;

<a href="/portf-user-guide/user-guide/adding-editing-deleting-a-company.md" class="button primary">Adding a Company</a>
{% endhint %}

### Creating survey groups&#x20;

If you need to create different groups of companies that may have unique surveys only required for them, it may be worth setting up a quick group select button. See the screenshot below of two example groups called Cohort 1 and Cohort 2. It's essentially a tagged system that allows you to select your desired companies quicker.

<figure><img src="https://3667824179-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FYXAiSEnwXVrFEfWRWaSa%2Fuploads%2FNVG4oqnZ4ZWZiaQxq3JG%2FScreenshot%202025-07-22%20at%2018.30.38.png?alt=media&amp;token=d2e6bee8-31f8-485e-b4c1-b998ca232bd1" alt=""><figcaption></figcaption></figure>

These group are linked to the Private Attribute feature so we can group by sector, location or any other tag. Below is a screen of adding a private attribute, to create the survey group buttons you need to include these steps to the logic.

1. The **Value type** needs to be a flexible list.
2. It needs to be a required attribute, so switch the toggle to **Yes** next to **'Is this a required private attribute'.**
3. You need to have **5 or more** companies with the same value for the group button to be created.

<figure><img src="https://3667824179-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FYXAiSEnwXVrFEfWRWaSa%2Fuploads%2FNiMRTRSuMqEWEBSHvrRK%2FScreenshot%202025-07-22%20at%2018.28.31.png?alt=media&amp;token=e2d42087-42a5-4e6f-a4cd-ef6cb446fbf5" alt=""><figcaption></figcaption></figure>

***

## 3. Sending Reminder Messages

Incase you need to remind certain companies within your portfolio to complete their monitoring form, we have a feature that allows you to send personalised messages to each company all from one page.

{% @arcade/embed flowId="EI8HLGVk3j0Qb6FDCV9P" url="<https://app.arcade.software/share/EI8HLGVk3j0Qb6FDCV9P>" %}

***

## 4. Generating a PDF for a Monitoring Form

Export and save completed forms as PDFs for internal records or investor reporting.

{% hint style="info" %}
When downloading the PDF, your browser may ask you to allow for pop-ups, click allow pop-ups to enable the PDF to download.
{% endhint %}

{% @arcade/embed flowId="yAvTqiUxP31x3EJxy5We" url="<https://app.arcade.software/share/yAvTqiUxP31x3EJxy5We>" %}

***

### Visual Workflow

Monitoring Form Process:

1. **Create form**&#x20;
2. **Add questions & sections**&#x20;
3. **Assign to companies**&#x20;
4. **Set deadlines**&#x20;
5. **Collect data**&#x20;
6. **Export or analyse**

***

### FAQ / Troubleshooting

**Q: Can I reuse a monitoring form each quarter?**\
A: Yes, duplicate it and update the date/sections as needed.

**Q: What happens if a company doesn’t respond on time?**\
A: You can resend the form or send reminders manually.

**Q: How do I change the deadline after sending?**\
A: Go to the "Sent" tab, select the form, and adjust the deadline.

**Q: Can I link custom KPIs to specific questions?**\
A: Yes, you can assign KPIs when creating or editing a question.