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Create forms to generate tasks on
Create forms to generate tasks on

Get a complete understanding of how the team board is used for receiving new demands

Updated over a week ago

Reading time: 11 minutes

This article covers the following topics:

1. Introduction

What is a form?

Do you remember the last time you filled out an online questionnaire to file a request? Organizing all the data and sending important information is easy with this practical and simple resource.

This is the same logic used by form: you create a questionnaire and request all the essential information.

Let's see how form turns a response into a task and its main features.

How an answer becomes a task

This guide explains how to create a new form in five simple steps:

Step 1: Create the form

Step 2: Adjust the settings

Step 3: Share it with people

Step 4: Requesters fill out the form

Step 5: Answers are directed to the team board

Bonus: Allow external people to follow the task

Let's take a closer look at each item next.

Step 1: Create the form

Choose whether to use a template or create your form from scratch. You can create as many forms as you like - one for each flow, demand type or team.

Customize forms by including logos and change the background color of the form. You can sort all the questions, mark which ones should be mandatory, and, if you wish, branch the questions based on the type of answer.

Step 2: Adjust the settings

The settings allow you to determine to which board and stage the answers should be forwarded; thus, you can ensure that new demands are organized for the team.

Step 3: Share with people

Using this feature, you can share your form with users or people outside your account. Guest users can also follow the task's progress on (we will detail this benefit in the bonus).

Step 4: Requesters fill out the form

Whenever someone fills out the form, a task is generated, which is displayed as a card. In the form settings, tasks are always displayed within the board and stage indicated.

Step 5: Answers are directed to the team board

Everyone who accesses the board can view the tasks created by the forms.

To ensure that these tasks are always forwarded to the team members responsible for initiating demands, we have a very practical feature: look for the Automations to define which users should be automatically allocated in this stage.

Bonus: Allow external people to follow the task

It's easy to add assignees or share tasks with other team members registered to your account (just add users to the task).

But the great thing about is that you can also allow guest users (customers or external partners) to view the task on

To do so, just activate the item Allow to follow in the Sharing item of the form. The best thing about this feature is that guest users are unlimited.

With this, you centralize the exchange of messages and files between the team and external people in a single space, leaving everyone on the same page. :)

Check out the article Project Sharing for Guest Users for more information on other sharing options for guest users.

Now let's take a quick overview of the main features of the form.

2. Creating forms

Find the forms on

In the top bar of, in the right corner, there is a button called New Task. Click on the little arrow to see the form options:

In this space you will see a list of all the forms created in your company so that you can create, edit or even fill in a form to open a request for a team. The following resources are available in this area:

1. Search: type the name of the form you are looking for.

2. Edit: click on the symbol with the pen and edit the form.

3. Favorites: Mark your forms as favorites - they will appear in the top positions for easy finding.

4. Create form: use this option to create a new form.

Choose if you want to use one of our form templates as a starting point, or if you prefer to create the form from scratch by clicking on the New in blank.

Main features

In an easy and intuitive way, you create and customize your form to request essential information for the tasks.

The form consists of six main parts:

1. Header: mark as active to make the form public, share it with external users and check how the form will be seen by people. You can also rate and leave your feedback on this feature, check out the tutorial, delete or clone the form in a few clicks.

2. Types of questions: we have several types of questions for you to build your form. You can add or change the order by dragging. Here's an important tip: in multiple selection, single selection or picklist you can use the branch to ask for more detailed information based on the person's answer.

3. Form page: in this space you set your questions and necessary data for your form.

4. Settings: with just a few clicks, you can specify where you want to send the responses - each response appears as a task card on your team board.

5. Sharing: as the name suggests, this tab contains all the options and resources available for sharing the form.

6. Last update saved: changes and adjustments made to the form are automatically saved, and this field shows when the most recent update took place.

Learn how to use all the features of the form editing in the article How to edit forms.

Once you've outlined your questions, it's time to define where and how the answers should be shared.

3. How to configure and share

You can define the functionality of your form in the panel on the right. This space has 2 tabs: Settings and Sharing.

Settings tab

In the field Settings it is mandatory to define the Board and Stage, so that all form responses are forwarded to a place defined in Answers will be viewed as tasks in this selected board and stage.

Furthermore, the task type can be marked along with tags to enhance search, the project to which the task will be linked, and which users can open the task from this form.

Check out all the features you can configure in this field in the article Form Settings.

Sharing tab

In Sharing you find the options to copy the form link - if you prefer, you can also copy the HTML code to insert the form on your website or intranet.

In just a few clicks you choose your preferences: collect emails from applicants, send a copy of the responses by email, include a form submission confirmation message and allow guest users to follow the development of the task on

In the article How to share a Form we explain everything about each functionality of this space.

Finally, we will explain about the permissions for creating and editing forms.

4. Permissions: who can create and who can edit?

You will only be able to edit the forms you created, but don't worry: you can share all your company's forms marked as active via link.

Our permissions are configured as follows, to prevent someone from mistakenly changing your form: all users can create forms by default, but only the administrator or manager can change permissions.

What can you do in the forms:


Leader or Regular user


Administrator or Manager

Can you create?

Yes, but the administrator or manager can remove this option


Can you generate the link of the form you created?



Can you copy a link from other forms?

You can copy only when authorized


Can you define who can send replies?



View and respond to active forms?



Change other people's forms?



Can you modify inactive forms status?

You can change the status only of the forms created


The Administrator or Manager may choose to be solely responsible for creating the forms, and direct the forms that can be used according to the type of demand to their team.

To change account permissions, click on the icon with the gear symbol, called Settings, located in the upper right corner of the screen. Then, select the Settings again and locate the Forms, as shown below:

Notice: Mobile or tablet users of the account with access to the iOS application can fill out forms. Soon this option will also be accessible to users of the app via Android.

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