Creating and using forms

Build a form

1. 1On the web, go to Communication > Forms and click Create Form, or start from Templates.
2. 2Give the form a title and choose Add field.
3. 3For each field, set the Label and optionally Help text, Required and Conditional Logic.
4. 4Save with Save or Save & close. Nothing saves by itself.

Fields include short and long text, number, date, time, yes or no, single and multiple choice, rating, attachment, signature, address, person and scanner.

Assign and publish

1. 1Choose Publish….
2. 2Assignees: pick Smart groups or Specific users. Dynamic follows the group when it changes; Fixed keeps the people as they are now.
3. 3Admins: choose who may manage this form.
4. 4Visibility: choose where it shows, for example Show on home screen.
5. 5Publish settings: Publish now or Schedule publish, plus push, a reminder and a removal date.
6. 6Check the Summary and confirm.

Publish a form on the web the first time. Assigning people is web-only, and a form with nobody assigned reaches nobody. The same goes for the bulk Publish action on the web, which skips these steps.

Fill in a form as an employee

1. 1Open Forms: on the web under My work, on the phone under the Work tab.
2. 2Choose a form under Available.
3. 3Fill it in. If drafts are allowed, Save draft keeps your work.
4. 4Choose Submit. The form moves to Submitted.

• With no connection the phone saves your form and sends it when you are back online. The web cannot do that.
• You cannot change a form after submitting it.

See the results

1. 1Go to Forms and open the form.
2. 2Submissions shows the answers as a Table or an Inbox.
3. 3Users shows who did and did not submit. This tab is on the web only.
4. 4Export gives a CSV or PDF. The web exports what your filters show. On the phone, use the export icon.

Column headings in a CSV are in English, and links to uploaded files in it work for 24 hours.

Good to know

• To publish, a form needs a title and at least one field.
• A Deadline is shown to people but does not close the form.
• Saving changes to a live form does not notify anyone again.
• Restore as draft brings back an archived form as a draft, so people lose it until you publish it again.
• A shared link works only for people assigned to the form.

What is not possible

• Assigning people, scheduling or changing form settings on the phone.
• Public or anonymous forms.
• Scoring answers.
• Approving or rejecting a submission with a built-in step. Record a decision with a status field under Manager fields in the form settings.
• Exporting to Excel. The export is CSV or PDF.