Forms

introduction forms serve as a crucial tool for gathering information within an organization, streamlining the process of data collection the two primary components of forms are inputs these are the fields that users interact with when filling out the form they facilitate the collection of data branches these allow for the conditional display of questions depending on a user's response to a previous input, branches can present additional inputs forms can accommodate a wide variety of input types, including text this can range from short answers and paragraphs to emails and phone numbers number for numerical data inputs checkbox this can either be a single select or multiple select, allowing users to choose from a list of options file upload this allows users to upload files such as pictures, videos, pdfs, or audio files date this can be a specific date (e g , 12/19/1996), time (e g , 12 00 pm), or a combination of both (e g , 12/19/1996 12 00 pm) signature this allows users to provide their signature as a form of confirmation or agreement inputs below are detailed descriptions of each input type each input type has a set of configuration options that can be used no matter what type of input, there are a few common configuration options name the label that is displayed for the input description an optional description that is displayed below the name of the input when filling out the form required determines if the field is mandatory text input text inputs are used for collecting textual data from users they come in various forms short answer ideal for collecting brief responses, such as names or titles paragraph suitable for longer responses, like descriptions or comments email specifically for email addresses this input type includes validation to ensure the entered text follows the email format phone number designed for phone numbers it includes validation for the format of a us phone number configuration options minimum length sets the smallest number of characters that can be entered maximum length sets the largest number of characters that can be entered number input number inputs are designed for collecting numerical data configuration options minimum value this sets the smallest number that can be entered maximum value this sets the largest number that can be entered checkbox input checkbox inputs allow users to select one or more options from a predefined list types single select allows users to select only one option multiple select allows users to select multiple options configuration options multiple selection allows users to select more than one option bulk options allows users to add options for each new line in the textarea, there is an options preview below it values lists the options from which users can choose delete a value by tapping on the x button next to it re order a value by tapping on the move button next to it and then tapping the "move here" box where you want to move it if more than 5 options are set, then it will convert to a dropdown input instead of a checkbox input file upload file upload fields are designed for users to upload files of various types max file upload size is 12mib max number of files is 5 types picture accepts image files video accepts video files pdf accepts pdf files audio accepts audio files any accepts any file each type has a specific format using html accept attribute picture image/ video video/ pdf pdf audio audio/ configuration options file type specifies the type of file to accept (picture, video, pdf, audio) camera only for picture type, indicates if only camera input is allowed attach in emails if enabled, the file(s) will be attached to the email notification date input date input fields allow users to enter a date, a time, or both they can be configured in the following ways types date users can select a date time users can select a time date & time users can select both a date and time signature input signature input fields allow users to provide their signature this can be used for forms that require user consent or approval location input location input fields allow users to select a location from the list of locations in the organization configuration options submitter must be at location if enabled, the user will be required to verify their presence at the selected location when submitting the form confirm input confirm input fields allow users to confirm using a button instruction instruction fields are used to provide additional information to the user filling out the form they are not used to collect information, so they do not have a response formula formula fields are used to calculate a value based on other inputs in the form and hard values formulas can reference number type inputs formula type inputs multiple choice inputs formulas can use the following operators \+ addition subtraction multiplication / division ( ) parentheses note multiple choice inputs must have a score associated with each option the score is used in the formula to calculate the value if multiple options are selected, the score of each option is added together section section fields are not used to collect information, so they do not have a response sections can be used to organize inputs into logical groups, can be expanded or collapsed, and stick to the top of the screen while scrolling to use a section add a section input anywhere in the form add inputs after the section any inputs after a section will be considered part of the section until another section is added branches branches are utilized to reveal additional inputs based on the user's selections in the form each option in a checkbox input can be linked to a branch if a user selects an option with an associated branch, the corresponding inputs will be displayed here's how branches work when a user is filling out a form upon selecting a checkbox option if the option is linked to a branch, the branch will be revealed if there's no associated branch, nothing happens upon deselecting a checkbox option if the option is linked to a branch, the branch will be concealed if there's no associated branch, nothing happens viewing forms depending on the role of the user and what has been shared with your account or team, visible forms are searched in the following ways owner or admin roles see all organization forms forms directly shared with you are visible forms shared with your team or an ancestor team are visible create new form roles required owner , admin on the forms page, click the + button in the bottom right corner if desired, select a predefined form template if you select a template, the form will be created with the inputs and branches already configured enter a name for the form click 'save' editing form roles required owner , admin on the forms page, click the form you want to edit click the edit form list item to begin editing the form editing form name click the edit button next to the form name at the top enter the new name for the form click save to save the changes to the form name click cancel to discard the changes to the form name adding inputs form inputs marked with a are required at the beginning of form click the + question button in the top right corner select the type of input you want to add before/after existing input click on the new question button below/above the input you want to add the input editing inputs click the edit button next to the title of the input edit the input options as defined in the #inputs section click save to save the changes to the input deleting inputs deleting an input will permanently delete all associated branches and data click on the dots to the right of the input title click delete confirm or cancel the deletion archiving inputs archiving an input will retain all associated historical data click on the dots to the right of the input title click archive confirm or cancel the archive removing inputs removing an input is only available if it has not been saved yet click on the dots to the right of the input title click remove confirm or cancel the removal moving inputs click on the dots to the right of the input title click the move button click on the desired position for the input note parent questions cannot be moved into one of their child branches duplicating inputs click on the dots to the right of the input title click duplicate creating a branch this only applies to checkbox inputs and confirm inputs see #branches for more information you can only create nested conditionals 5 levels deep for checkbox click on the dots to the right of the input title click conditional questions select the checkbox options that will trigger the branch you can select as many options as you want (or just one) click save to save the branch click cancel to in the top left to cancel the branch creation the newly created branch will appear below the checkbox input under the conditionals header for confirm click on the dots to the right of the input title click conditional questions select 'confirm' or 'unconfirmed' to trigger the branch click save to save the branch click cancel to in the top left to cancel the branch creation the newly created branch will appear below the confirm input under the conditionals header updating a branch this only applies to checkbox inputs see #branches for more information click on the edit button next to the branch you want to update select the checkbox options that will trigger the branch you can select as many options as you want (or just one) click update to save the branch \ click cancel in the top left to cancel the branch creation removing a branch this only applies to checkbox inputs see #branches for more information click on the edit button next to the branch you want to remove click the delete button in the bottom right if the delete button is not present, then this branch has not yet been saved click cancel in the top left instead a confirmation dialog will appear confirm or cancel the deletion copying form roles required owner , admin on the forms page, click the form you want to copy click the copy form list item to begin copying the form enter a name for the form click copy to copy the form or click cancel deleting form deleting a form permanently removes it from the system along with all its associated data please note that this action is irreversible roles required owner , admin navigate to the forms page and click on the form you want to delete click on the delete form list item a confirmation dialog will appear, warning you that this action is irreversible and will delete all data associated with the form if you're sure, click confirm to delete the form or cancel to close the dialog and keep the form archive form archiving a form will remove it from the active forms list this is useful for forms that are no longer in use but you want to keep the data roles required owner , admin navigate to the forms page and click on the form you want to archive click on the archive form list item a confirmation dialog will appear if you're sure, click yes to archive the form or cancel to close the dialog and keep the form form access forms can be shared with users, teams, and roles when a form is shared with a user, team, or role, it will be made available in the following ways if shared with a team, then all users on that team or any of its sub teams will have access to the form if a user is shared with a form, then that user will have access to the form if a role is shared with a form, then all users with that role will have access to the form granting access to a form roles required owner , admin navigate to the forms page and click on the form you want to share click on the form access list item there are three segments teams , users , and roles click on the segment you want to share the form with click the add button in the top right corner select the teams, users, or roles you want to share the form with click save to save the changes sharing with a team navigate to the forms page and click on the form you want to share click on the form access list item click on the team segment option select the team you want to share the form with optionally, you can select a required role(s) for team members click save to save the changes revoking access to a form roles required owner , admin navigate to the forms page and click on the form you want to revoke access to click on the form access list item there are three segments teams , users , and roles click on the segment you want to revoke access from click the trash button next to the team, user, or role you want to revoke access from form categories form categories provide a way to group and organize forms creating a category roles required owner , admin navigate to the forms page and click on the form you want to categorize click on the set category list item a modal will appear in this modal, click on the edit categories button click the + button in the top right corner enter a name for the category click save editing a category roles required owner , admin navigate to the forms page and click on the form you want to categorize click on the set category list item a modal will appear in this modal, click on the edit categories button click on the edit button next to the category you want to edit enter the new name for the category click save deleting a category deleting a category permanently removes it from the system please note that this action is irreversible roles required owner , admin navigate to the forms page and click on the form you want to categorize click on the set category list item a modal will appear in this modal, click on the edit categories button click on the trash button next to the category you want to delete assigning a form to a category roles required owner , admin navigate to the forms page and click on the form you want to assign to a category click on the set category list item select the category you want to assign the form to click save removing a form from a category roles required owner , admin navigate to the forms page and click on the form you want to remove from a category click on the set category list item clear the selected category click save form notifications form notifications are alerts that are triggered when a form reaches the completed state they can be configured to send an email, a push notification, or both configuring notifications notifications can be configured in the form settings here's how you can do it navigate to the forms page and click on the form you want to configure notifications for click on the form notifications list item configure the following settings email with answers embedded if this setting is enabled, the email notifications for form submissions will include the answers provided in the submission email submitter if this setting is enabled, the submitter of the form will receive an email notification when the form reaches the completed state email location if this setting is enabled, the first location question of the form will receive an email notification when the form reaches the completed state external emails you can specify a list of external email addresses to send form submission notifications to these emails do not need to be associated with a user in the system you can revoke access to these emails at any time notify users you can specify a list of users to send form submission notifications to notify roles you can specify a list of roles to send form submission notifications to click save to save the changes approval routing forms can be configured to be "approved" before going into a completed state when a form is submitted and there is a corresponding approval team, the submission will be into "pending approval" there can be many approval teams sequenced one after another defining approval routing navigate to the forms page and click on the form you want to configure approval for click the approval routing list item click the add approval team button at the bottom of the page teams select the teams that will be able to approve the submission any user on the selected team will be able to approve the submission roles select the roles that will be able to approve the submission approvals are relative to where the form was submitted or what location the submission was submitted on behalf of it will travel up the hierarchy users select the users that will be able to approve the submission click save to save the changes this process can be repeated to add additional approval teams click on the add approval team button to add an approval team that should come next in the approval sequence reviewing submissions navigate to the my tasks page and click on submission under the pending approval section under the red section needs approval , you can click the button review to either reject/approve the submission if you decide to reject the submission, you must provide a reason for the rejection additionally, you can indicate whether you would like to "request changes" from the submitter if you request changes, the submission will be open to make changes and resubmit making changes if a submission is rejected but was marked with request changes , the submitter can make changes and resubmit the form to make changes navigate to the form submission page and find the form submission that was rejected you can also click on the notification that was sent to you, and it will take you to the form click the make changes button to make changes to the form this will put the form back into in progress state approval history you can view the approval history of a submission by under the approval history at the top of a form submission form submission form submissions a responses from forms they contain the answers provided by the user when filling out the form viewing available submissions to view submissions navigate to the forms page and click on the form you want to view submissions for click on the view submissions list item a list of submissions will appear with the following information submitter it will display one of the following user the user who the form submission was assigned to (in the case of a user assignment) team the team that the submission was submitted for (in the case of a form assignment) location the location that the submission was submitted for (in the case of a form assignment) date the date that the submission was submitted date information depending on if the form has been submitted or a due date was attached to this form submission, it will display one of the following due date the date that the submission is due (in the case of a form assignment) submission date the date that the submission was submitted (in the case of a user assignment) status the current status of the submission this could be any of the following started the submission has been started but not completed completed the submission has been completed late the submission has been completed after the due date needs approval the submission has been completed and is pending approval approved the submission has been approved rejected the submission has been rejected expired the submission can no longer be submitted and is past the due date not started the submission has not been started click on the submission to see the responses how does the system know which submissions to show me? the system checks your role in the organization if you're an owner or an admin , you can see all submissions for the form team or location specific access if you're not an owner or admin, the system then looks at your specific team or location team members if you're part of a team, you'll only see submissions from your team and any subordinate teams location specific if you're associated with a specific location instead of a team, you'll see submissions from that location date range filtering you can also filter submissions by date range this allows you to view submissions within a specific time period viewing responses roles required owner , admin when on the #viewing available submissions page, click on the submission you want to view all the responses the user provided will be displayed downloading files from submissions when #viewing responses , find a response that has a file upload click on the "download" button to download the file to your device editing a submission a submission can be edited only if the role of the user is owner or admin the form has "submitter can edit" enabled and the user is the submitter of the submission when #viewing responses , click on the "edit" button in the top right corner if this is not available, then the criteria for editing a submission has not been met edit the responses as desired (changes are automatically saved) click "done" in the top right corner to exit edit mode creating a new submission you need access to the form in order to create a new submission you can configure form access in the #form access section navigate to the forms page and click on the form you want to create a submission for click on the new submission list item fill out the form as desired click submit to submit the form viewing a draft if a user starts a submission but does not complete it, the submission will be saved as a draft navigate to the drafts page click on the draft you want to view fill out the form as desired click submit to submit the form deleting a submission roles required owner , admin when on the #viewing available submissions page, find the submission in the list you want to delete click on the dots next to the submission click "delete" or when #viewing responses , click on the "delete" button in the top right corner exporting submissions roles required owner , admin export multiple submissions when on the #viewing available submissions page, select the date range you want to export submissions for click the "export" button icon see #export options for more information click "export" to export the submissions export single submission when on the #viewing available submissions page, click on the submission you want to export click the "dots" button icon next to the submission click "export see #export options for more information click "export" to export the submission export options export type choose the type of export options are "email" or "file" format choose the format of the export options are "csv" or "pdf" date range select a start and end date for the range of submissions to be exported note this option is only available when exporting many submissions if no date range is selected, all submissions will be exported email if the export type is "email", enter an email address to which the exported data will be sent include archived fields if checked, archived fields will be included in the export note this option is only available when exporting many submissions indicate who can edit there are two options to indicate who can edit a submission submitter can edit this option allows the submitter of the form to edit their submission manager can edit this option allows a manager to edit a submission (if the submission is under their team or location) on the forms page, click on the form you want to edit toggle the submitter can edit or manager can edit switch to enable or disable the option the changes are automatically saved indicate if submitters can view their completed submissions if checked, the submitter or assignee of the form will be able to view their completed submissions on the forms page, click on the form you want to edit toggle the submitter can view submissions switch to enable or disable the option the changes are automatically saved enforce geolocation for assigned locations if checked, the user will be required to verify their presence at the assigned location when submitting the form exclude unanswered questions if checked, unanswered questions will not be included in submission views, exports, or embeds