AEM forms let you create, publish, and unpublish forms easily. For more information about AEM forms, see Introduction to managing forms.

The AEM forms server provides two instances: Author and Publish. Author instance is for creating and managing form assets and resources. Publish instance is for keeping assets and related resources that are available for end users.   

Supported assets  

AEM forms support the following types of assets:  

  • Adaptive forms
  • Adaptive documents
  • Form templates (XFA forms)
  • PDF forms
  • Document (Flat PDF documents)
  • Resource (Images)

Initially, all the assets are available only in the Author instance. An administrator or form author can publish all the assets except resources.

XFA forms and Adaptive forms can use other XFA forms and resources. When you publish an asset, related assets and resources are also published. However, dependent assets are not published.

Related assets and resources are assets that a published asset reference. Dependent assets are assets that refer to a published asset.

Asset states

An asset can have the following states:

  • Unpublished: An asset that has never been published
  • Published: An asset that has been published and is available on the Publish instance
  • Modified: An asset that is modified after being published   

Note:

If you delete an asset from the Author instance, the asset is deleted even from the Publish instance.

Publish an asset

  1. Log in to the AEM forms server.  

  2. Use one of the following procedures to select and publish an asset.

    1. Move the pointer over an asset and click Publish .

    2. Follow one of these steps to select as asset:

      • If you are in the card view, click Enter Selection , and click the asset. The asset is selected.
      • If you are in the list view, select the checkbox of an asset. The asset is selected.

      Note:

      Do not select multiple assets. Publishing multiple assets at once is not supported.  

      After selecting an asset, click Publish.

  3. When the Publish process starts, a confirmation dialog appears. Click Publish. Another confirmation dialog appears listing all the related assets and resources.

    A confirmation dialog with name of the form
    A confirmation dialog with name of the form.

  4. In the dialog box that contains related assets, click Publish. The asset is published and a success dialog appears.  

    Note:

    For the Adaptive forms, along with the related assets, the Adaptive Form page name is also displayed.  

    A confirmation dialog with all the related assets and resources
    A confirmation dialog with all the related assets and resources.

    Note:

    If the user does not have permission to publish the listed assets, the Publish action is disabled. An asset that requires extra permissions is shown in red.  

    After an asset is published, metadata properties of the asset are copied to the Publish instance and the status of the asset is changed to Published.

    After publishing an asset, you can use the Forms Portal to display all the assets on a web page. For more information, see Introduction to publishing forms on a portal.

Automate asset-publishing and unpublishing 

AEM forms let you schedule asset publishing and unpublishing. You can specify the schedule in the Metadata Editor. For more information about managing form metadata, see Managing form metadata. 

Follow these steps to schedule the date and time of publishing and unpublishing assets:

  1. Select an asset and click View Properties. The Metadata Properties page opens.

  2. In the Metadata Properties page, click Advanced, and click Edit .

  3. In the Publish On Time and Publish Off Time fields, select the date and time.
    Click Done .

Unpublish an asset

  1. Select an asset and click Unpublish .

  2. When the Unpublish process starts, a confirmation dialog appears. Click Unpublish.  

    Note:

    Only the selected asset is unpublished, and the child assets are not unpublished.  

Protected adaptive forms

You can enable authentication for forms you want selected users to access. When you enable authentication for your forms, users see a login screen before accessing them. Only users with credentials that are authorized can access the forms. 

To enable authentication for your forms:

  1. In your browser, open configMgr in the publish instance.
    URL: http://<hostname>:<PublishPort>/system/console/configMgr
  2. In the Adobe Experience Manager Web Console Configuration, click Apache Sling Authentication Service to configure it.
  3. In the Apache Sling Authentication Service dialog that appears, use the + button to add paths.
    When you add a path, the authentication service is enabled for forms in that path.

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