Form Builder: When Four Teams Need One Form, Your Workflow Shouldn't Be the Bottleneck

We updated the Form Builder a quarter ago, and the feedback has been telling.

Not just because it looks sleek (though it does, we've given it the same clean interface as our Core Workflow Manager). But because it's solving a problem we've been hearing about in customer sessions: how to get multiple teams working on the same APRA form without everyone sitting around waiting for their turn.

The Constraint We've Removed

When your investment team, admin team, finance team, and compliance team all need to contribute to the same form but only one person can work on it at a time, the coordination overhead adds up fast. Emails fly back and forth. Versions multiply. Someone works off the wrong file. You're not just losing hours, you're losing days across a reporting period.

The updated Form Builder removes that constraint. Teams work in parallel. Issues get flagged to the people who can actually fix them. Progress is visible to everyone who needs to see it.

A Different Approach

The updated Form Builder splits the work into two spaces that reflect how teams actually operate:

1. Data Manager 

   Data Manager is where your data specialists work. Upload source files, edit reference mappings, fix validation errors, all without needing to understand the entire form build process. If you're responsible for custodian data or product mappings, this is your workspace.
   

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Data Manager - Overview all source and reference data data, upload and edit, comment and view all activity.

2. Build Manager 

   Build Manager is mission control. Your compliance team can see the entire picture: what data's ready, what has been validated, what has been built, and what's ready to send to Core Workflow. Clear progress indicators clearly show exactly where each form stands.
   

https://video.wixstatic.com/video/236d0d_94b06ad3a31d4beaa121e12824e9c471/1080p/mp4/file.mp4

Build Manager - Validate data, build forms, upload to Core Workflow direct from Form Builder

The key difference is that these teams can work simultaneously. Your custodian uploads new holdings data in Data Manager whilst your compliance officer reviews validation results in Build Manager. No waiting. No bottlenecks.

Form Builder continues to work with your Master Data, the foundation layer that maintains your fund structure, products, and entity relationships. While Master Data itself hasn't changed in this release, it remains essential to the form-building process, with the system taking a snapshot during validation to ensure consistency.

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What Matters in Practice

@mentions and threaded comments let you tag colleagues about specific data issues. The conversation stays with the form, version by version, where it belongs.

Smart notifications tell you when you're assigned a form, when someone mentions you, or when validation completes. No more chasing people in email threads to check if validation has finished.

Version control that works. Once a form is built, that version locks. Need to make changes? Create a new version. This removes the risk of someone unknowingly editing an old version or overriding another person's work.

Clear progress tracking. Data → Validate → Build → Upload. Four stages, clear indicators. If the Data isn't complete, you can't validate. If validation has blocking errors, you can't build. The system tells you what needs attention.

Seamless handoff to Submissions. Once your form is built and ready, it moves directly into Core Workflow Manager. Our user feedback shows that eliminating the shuffle between Form Builder and Submissions has been one of the biggest time-savers this quarter: no downloading, no manual uploads, and no version confusion.

Built from Collective Experience

Every fund on our platform adheres to the same APRA requirements, but each has taught us something different about what makes reporting workflows successful or unsuccessful. This update comes from customer sessions and the collective wisdom of teams who live and breathe this work.

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See It in Action

The updated Form Builder is live now. If you're currently using our platform for Submissions and want to see how building forms on-platform could work for your team, let's talk.

Request a Demo

At the end of the day, we want the same thing you do: APRA forms ready for submission, on time, accurate, with minimal drama.