Check out what you will learn in this article:

1. What are forms and what they are for?

2. How to create forms?

2.1 How selectors work?

2.1.1 Favorites

2.1.2. Users permission

3. Step by step to create your forms

3.1 Header

3.2 Question panel

3.3 Form page

3.3.1 Change order of questions

3.3.2 Delete question

3.3.3 Hide/Show question description

3.3.4 Set question requirement

4. Settings and customization panel

4.1 Customization

5. Form view via link

1. What are forms and what they are for? forms were created from the need of our clients to delegate

tasks to teams with complete and specific information to follow up on the execution of demands, which were sent by their clients and partners through various communication channels.

In this sense, we have developed the forms feature, accessible to users registered with their account and shareable via link to people not connected to their account - they do not consume licenses - who can fill in the information to generate already structured tasks for your team get their hands dirty!

This communication model saves time for collecting and organizing information, it avoids the creation of generic tasks that may escape the original proposal and end up making you rework on something.

Did you like the news? So, check out the step by step guide about this new functionality.

2. How to create forms?

To the right of your screen, under New Task, there is an arrow on the side that directs you to create, edit and fill in forms. When you click on the arrow, a selector will appear with the option Create form.

When your company already has forms created, you can access them from the same selector menu and edit them.

2. How selectors work?

2.1 Favorites

To make the most important forms easier to see, you can assign them the status of favorites by clicking the star icon next to the name in the selector. Thus, these forms will always appear first.

2.1.2 Users permission

If you are a user registered as an Administrator or Manager in the account, you will see the forms created by you (both inactive and active) and to which you have reply access (inactive and active).

On the other hand, if you are a user with Leader and User access, you can also see the forms you have created (both inactive and active) and active forms that have response access. If you need to access an inactive form, you will need to ask the form creator or account Administrator/Manager to activate it.

However, administrator and manager users can change account permissions by limiting the creation of forms to Administrator and Manager. To do this, click Settings, in the upper right corner of the screen represented by the gear icon, then Settings and scroll down to the Forms option.

A second level of permission is given when creating the form, with the assignment of users who open tasks from the form, that is, who have permission to view and fill the form in order to create new tasks. You will see this functionality better in the following topics.

3. Step by step guide to create your forms

To create a new form, click Create form, as shown in the previous topic.

Thus, you will be directed to the form creation step, structured by 4 main parts:

  1. Header;

  2. Question panel;

  3. Form page;

  4. Settings and customization panel.

Now let’s get to know each of the features!

3.1 Header

1. “Update since” - In this space, you can check how long the last update was performed. Remember that the form automatically saves any changes you make.

2. “Inactive/Active” - A form only appears available for responses if it is activated.

3. “Share” - Clicking the button takes you to a sharing window that generates a link for people outside your account to complete the form. In the pop-up there will be the possibility of:

  • Collecting email from external people - by doing this the person will be necessarily need to enter their email to continue to fill the form, therefore, the email will be defined as the task creator;

If you choose to collect emails from external people, you have the option to enable whether the respondent will receive a copy of the completed responses (as if it were proof of submission).

If the form is not active, the person who receives the link is directed to a screen like the one below and cannot proceed with filling out the form.

4. “Preview” - By clicking on the preview icon, you can check how your form will be seen when filling out.

5. “More options” - By clicking on the penultimate icon of the header, you will access the option to Delete the form.

6. “Close” - By clicking on the X the form will be closed. The form automatically saves any changes made, so when you close it you won’t be cancelling the changes.

3.2 Question panel

In this panel, you shape your form by including the questions and how you want people to answer them, in text or multiple choice format, for example.

By default, most information goes into the task description. And there is the option for you to choose some answers like: Title of the task represented by the question Short text and Date and time that can be associated with the desired delivery date.

Now, let’s better understand each of the options.

  1. Short text - Option to leave the task title filling field for the respondent;

  2. Long text - Ask a question and leave this space for the respondent to develop their question in depth;

  3. Multiple selection - Ask a question and include as many answers as necessary for the respondent to select as many as they want;

  4. Single selection - Ask a question and include as many answers as necessary for the respondent to select one;

  5. List of choices - Ask a question and include as many possibilities as needed in a list format for the respondent to select one;

  6. Attachment Upload - Insert files;

  7. Date and time - Set a deadline for delivering the task.

3.3 Form page

The central part of the creation and editing screen is the form page on which you enter and organize the wanted questions. You can include as many questions as you like in whatever order is most convenient. And to include a question type, just click on the + icon of the desired option or drag it to the desired position of the form.

At the top of each question, the selected question type is listed. If you want to change the format of the question, you will need to delete the current one and select the new format.

3.3.1 Change order of questions

To change the order of a question, just drag it to another position.

3.3.2 Delete question

Now if you want to delete the question, trash icon on the right side of each question.

3.3.3 Question description

If necessary, you can assign a description to the question so that it has more context and the answer is more assertive. If you do not enter anything in the respective field, this area will not be visible to the respondent.

3.3.4 Set question requirement

None of your questions need to be mandatory. You can change how mandatory the questions are in the selector available in the left corner of each question.

4. Settings and customization panel

In the panel on the right side of the screen, you will find the essential settings that need to be set for your form to work optimally. Check out each of them bellow.

  1. Boards - When defining a board, all tasks created from the form’s responses will enter within the first step of the selected board. This is a mandatory setting for your form to be activated.

  2. Task type - A Default task type is automatically set when you open the form builder, but you can change it to an option that best suits your workflow.

  3. Project: The project definition is optional, that is, your form can be activated even without a project.

  4. Open tasks by form: This option defines who are the users or teams who can answer this form and, consequently, create tasks from this action.

4.1 Customization

To make your form within yours company identity or more fun, you can customize it by including an image at the top of the forms’ body and customizing the background colors. This customization is visible both for users registered in their account and for those who will access the form via a link.

5. View form via link

When you finish organizing the questions and send the access link to people, your form is visible as follows:

After the responses are submitted, a task will be created informing the selected responses. All the questions asked in this example went to the Task Description tab, as you can see in the image bellow, but if there were questions in the Short Text or Date and Time template, the title information and desired delivery would be filled in when creating the task.

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