Manage the question catalog

Create and maintain reusable question blocks synchronized across application forms — the institution-wide question library for admissions.

The question catalog stores reusable question blocks — named sections of questions you can enable on multiple application forms without rebuilding them each time. Think of it as your institution’s admissions question library: maintain personal-details sections, document checklists, or legal declarations once, then enable them on every form that needs them.

Unlike form templates, which copy a field layout once at form creation, catalog blocks stay live-linked. When you update a block and affected forms are saved or republished, the catalog snapshot on those forms reflects your changes. That synchronization is what makes the catalog the right place for content that must stay consistent across programs and intakes.

Why it matters

Universities run many application programs — undergraduate, graduate, continuing education, international — but much of the questionnaire is shared. Without a catalog, each form becomes a separate copy: update your GDPR consent wording in one place and it remains wrong everywhere else. The question catalog centralizes that shared content so admissions administrators maintain one authoritative version.

Catalog blocks also reduce review inconsistency. When every program uses the same Identity documents block, evaluators see the same fields in the same order during application review, regardless of which program the applicant chose.

How it fits

The catalog sits alongside — not inside — individual forms. Administrators maintain blocks on the Question catalog tab; form builders enable blocks per form in Form preferences. Disabled blocks never appear to applicants. Archived blocks are hidden from new form setup but preserve historical usage.

Key concepts

Term	Meaning
Question block	A named catalog entry containing one or more questions — the unit you enable on forms.
Block position	Default sort order when the block is enabled on forms.
Default enabled	When set, the block is automatically enabled on newly created forms.
Required at block level	When set on the catalog block, the entire section must be completed when the block is enabled on a form.
Catalog snapshot	The copy of a block’s questions stored on a form when saved or republished — how updates propagate.
Usage count	How many forms reference a block — shown in the catalog table.
Archive	Hides a block from new form setup while preserving blocks already in use on existing forms.

How to open the question catalog

Go to OrgHub → Management → Applications.

Select the Question catalog tab.

The table lists all question blocks in your institution, including usage counts and archive status. Use this view to audit which blocks are active, identify unused blocks, and plan updates before a new intake cycle.

How to create a question block

Select Add block in the toolbar.

Enter Name and optional Description. Choose a name evaluators will recognize in the form builder and review detail sheet.

Set Block position — controls default sort order when the block is enabled on forms.

Optionally enable Default enabled (auto-enable on new forms) or Required (block must be answered when enabled).

Select Create, then open the block editor to add individual questions.

How to edit questions in a block

Select a block name to open the block editor.

Add, reorder, or remove questions using the same field types available in the form builder.

Save changes. Updates apply to catalog snapshots on forms when those forms are saved or republished.

The block editor uses the same question types as custom fields in the form builder: Text, Email, Phone, Date, Long text, Number, Dropdown, Card selection, Radio, Checkbox, and File upload. Consistency between catalog and builder means evaluators see familiar field types regardless of where a question was defined.

How to reuse catalog questions on forms

When editing an application form in the form builder:

Open Form preferences or the catalog block section.

Enable the question blocks you need and set their order.

Mark blocks as required if the entire section must be completed.

Forms can combine multiple catalog blocks with custom fields. Disabled blocks do not appear to applicants. Block order in form preferences determines display order on the portal and in the preview dialog.

How to archive and restore blocks

Select one or more blocks on the Question catalog tab.

Select Archive to hide blocks from new form setup while preserving historical usage.

Toggle Show archived to view archived blocks, then select Restore to bring them back.

Archiving is preferable to deleting when a block has been used on past forms — it keeps historical submissions interpretable while preventing the block from appearing in new form configuration.

Best practices

Name blocks by purpose, not program — “Personal details” scales across programs; “MBA 2026 essay” does not belong in the catalog.
Keep blocks cohesive — Each block should be a logical section applicants and reviewers can complete or evaluate as a unit.
Review usage counts — Blocks with zero usage may be candidates for archive; high-usage blocks deserve extra care before editing.
Coordinate with templates — Use catalog blocks for synchronized live content; use form templates only for one-time starting layouts.
Preview after enabling — After enabling blocks on a form, use Preview your form to verify order and content before publish.

Common pitfalls

Duplicating catalog content as custom fields — Custom fields on one form do not sync. If multiple programs need the same questions, use a catalog block.
Expecting instant propagation — Catalog updates reach forms when those forms are saved or republished, not automatically on every open form.
Archiving blocks still in use — Archived blocks disappear from new setup but remain on forms that already enabled them. Plan communication if you intend to remove a section from active intakes.
Confusing block-level Required with field-level Required — Block-level required in the catalog applies when the block is enabled; individual questions inside the block can also have their own required settings in the block editor.

FAQ

How is the catalog different from form templates?

The catalog holds live question blocks synchronized across forms when saved or republished. Form templates in Settings provide a one-time field layout copy when you create a new form — they do not stay linked.

Can I use the same block on multiple forms?

Yes. Enable the block in each form’s Form preferences. Usage count in the catalog table shows how many forms reference it.

Do archived blocks disappear from published forms?

No. Archive hides blocks from new form setup. Forms that already enabled an archived block retain it until you disable it in the form builder.

Build an application form

Enable catalog blocks and add custom fields in the form builder.

Form templates

Reusable starting layouts in Settings — complementary to the catalog.

Preview your form

Verify enabled blocks before publishing.

Application form templates in Settings

Portal-level settings overview for templates.