> For the complete documentation index, see [llms.txt](https://portf-1.gitbook.io/portf-docs/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://portf-1.gitbook.io/portf-docs/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.

***

### Visual Workflow

Monitoring Form Process:

1. **Creating a form**
2. **Add questions & sections**
3. **Assign to companies**
4. **Set deadlines**
5. **Collect data**
6. **Export or analyse**

***

### 1. Creating a Monitoring Form <a href="#id-1.-creating-a-monitoring-form" id="id-1.-creating-a-monitoring-form"></a>

Start by building your form using this drag and drop feature. You can define sections, add custom questions + KPI's and personalise sections for specific companies.<br>

{% @arcade/embed flowId="nxJCKv8qkH2BDtihzxc9" url="<https://app.arcade.software/share/nxJCKv8qkH2BDtihzxc9>" %}

***

### 2. Assigning Company Specific KPI's

Assign specific KPIs to selected companies - only the companies chosen will receive this form when it is distributed.

{% @arcade/embed flowId="zcJhqJOnwKBhkedva1Mk" url="<https://app.arcade.software/share/zcJhqJOnwKBhkedva1Mk>" %}

### 3. Sending Monitoring Forms

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

{% @arcade/embed flowId="kxzMXsbDSg3rIf4iLhOJ" url="<https://app.arcade.software/share/kxzMXsbDSg3rIf4iLhOJ>" %}

{% 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.

<a href="https://portf.gitbook.io/portf-user-guide/user-guide/adding-editing-deleting-a-company" class="button secondary">Adding a Company</a>
{% endhint %}

### Creating survey groups

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.

![](https://content.gitbook.com/content/Ytw1TCVZd5tnnHLtjGM2/blobs/lbgLfzhm81nr4fDpduR4/image)

These groups 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://3922516207-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FYtw1TCVZd5tnnHLtjGM2%2Fuploads%2FgZi3ZNiKBT7UfrQyfiDL%2Fimage.png?alt=media&amp;token=c2437712-259a-411c-ae49-0b99b522ee9d" alt=""><figcaption></figcaption></figure>

***

## 3. Sending Reminder Messages

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="WLKdjqKoTj6EBuNmtGNZ" url="<https://app.arcade.software/share/WLKdjqKoTj6EBuNmtGNZ>" %}

***

## 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 pop-ups — click Allow to enable the PDF download.
{% endhint %}

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

***

***

### FAQ / Troubleshooting

<details>

<summary>Can I reuse a monitoring form each quarter?</summary>

Yes, duplicate it and update the date/sections as needed.

</details>

<details>

<summary>What happens if a company doesn’t respond on time?</summary>

You can resend the form or send reminders manually.

</details>

<details>

<summary>How do I change the deadline after sending?</summary>

Go to the "Sent" tab, select the form, and adjust the deadline.

</details>

<details>

<summary>Can I link custom KPIs to specific questions?</summary>

Yes, you can assign KPIs when creating or editing a question.

</details>

***

Related:

* [KPIs](broken://pages/080085ad95718cffa4f2332d218fb294da86f83e)
* [Chat with your Data](/portf-docs/user-guide/chat-with-your-data.md)

Last updated 2 months ago