How to edit forms

Find out what resources are available to customize forms

Silvia Seles avatar
Written by Silvia Seles
Updated over a week ago

Reading Time: 18 minutes

This article covers the following topics:

Find the forms on Runrun.it

Create your form from scratch or use a template

Quick overview of the form

Inactive/Active

Share button

Preview button

Rate this space button

More options button

Close button

Short text

Long text

Multiple selection

Single selection

List of options

Upload attachments

Date and time

Phone

Title

CPF

CNPJ

Numeric

Rating

Choose a background color

Include an image or logo

Write a title and description on your form

Add and edit questions

Mark question as mandatory

Title and date standardization

Question branch

1. Creating a form

Find the forms on Runrun.it

In your Runrun.it account, you can create or check your forms by clicking the little arrow next to the New Task bar, as shown below:

Use the star to mark your forms as favorites and leave them at the top of your list, and click on the icon with a pencil to edit an already registered form. To create a new one, click on the Create form, as in the following image:

Create your form from scratch or use a template

By clicking on Create form, a window will open with some template options (item 1 in the image below), or click the New blank to include all questions in your form from the beginning (item 2).

We have divided the models into four areas: marketing, human resources, sales and information technology. You can customize each form according to your needs by including or excluding questions from the template.

Click on the form you want to preview or use. As shown in the following example, you can view the models in a list or grid:

For more details, read the article How to use the Runrun.it template forms.

2. Key features

Quick overview of the form

The form consists of six main parts:

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

2. Question Panel: your form can be built with several different types of questions. You can add or change the order by dragging. Here's an important tip: in multiple selection, single selection or list of options 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: your form responses will be displayed as task cards on your team board in just a few clicks.

5. Sharing: this tab contains all the options and resources for sharing the form with others.

6. Last update saved: this field indicates when the most recent update was made to the form. Changes and adjustments are automatically saved.

Now let's detail each feature so that you can get to know all the possibilities of the form.

3. Header

At the top of the form is the header, which includes the following information:

Inactive/Active Button: after you finish editing a form, tick the Active button so that your form is available to receive responses. Tick “inactive” so that this form can no longer be answered (thus, the person who tries to open the link of this form is directed to a screen like the one below, and will not be able to fill it out).

Share button: enable this option to make the form accessible to external users. It is important to note that team members can open tasks through the form and can share the link with anyone, but they are not authorized to change the sharing settings.

After activating this item, you will see three buttons:

Copy link: copy the link to share with people so that they can respond to this form;

Copy HTML: make your forms available directly on your website or intranet. If you wish to use this feature, copy the HTML code - so the person who develops your website can make the changes;

See settings: by clicking on this icon you will be redirected to the Sharing (we will comment more on the settings below, in the item 7 of this article).

Preview button: click here to see how your form will be viewed by respondents.

Rate this space button: we've created this field to receive your feedback. Feel free to suggest improvements.

More options button: by clicking on the second-to-last icon in the header, with the three dots, you can access the following options:

See the tutorial: click on this item to recall the features of the form with a quick tour.

Clone form: make a copy of this form with all its contents.

It's important to note that the settings aren't copied, but they can be altered in a few clicks.

Delete: use this item if you want to delete the form. Use this item with care, as when you delete the form it will not be possible to recover it.

Close button: clicking the X will close the form, but don't worry: you can continue editing later, just find it in your form list.

Let's look at the types of questions available for your form.

4. Types of questions

This panel lets you choose which types of questions to include in your form.

To add a question, just click on the + icon or drag it where you want it. Let's take a closer look at each item next:

1. Short text: in addition to being a good option to ask for a summary of the request in a short sentence, this item can be used as the title of the task.

2. Long text: ask a question and leave this space for the development of a more in-depth answer.

3. Multiple selection: as the name suggests, use this item and ask a question so that the person can check more than one option.

4. Single selection: in this item the person can only select 1 item.

5. List of options: you can list some possible replies here, so that the applicant has the option of selecting only one response.

6. Upload attachments: allow the respondent to upload files along with the responses of this form.

7. Date and time: use this item so that the applicant can indicate the desired delivery time for this demand.

8. Phone: this field facilitates the collection of contact, avoiding format errors when typing the telephone number.

9. Title: use this option to add an intertitle in the middle of the form. So you can create divisions in the same questionnaire.

10. CPF: for typing in the eleven-digit format of the document.

11. CNPJ: here, the respondent should include the number in the correct format - 00.0000.0000/0000-00.

12. Numeric: in this option you can choose which measurement will be applied (real, meters, percentage, among others) and if you want this same measurement to appear before or after the number (prefix or suffix).

13. Rating: using this field, you can measure customer satisfaction or ask for feedback. You can adjust the scale from 1 to 10 as you like, with numeric, heart or star shaped feedback.

5. Form page

This central screen makes it very simple to assemble your form: name, include or exclude items, change the order, and even clone questions.

We will explain how to use each feature of this space.

Choose a background color

You can customize the background color of your form to match the company, the client, or even make it more fun by choosing one of the standard options or clicking on the +, as shown below.

Include an image or logo

You also have the option of including an image at the top of the form. The background color and image customization are visible to both Runrun.it users and external users who access the form through a link.

The image must be saved as a JPG, PNG, or GIF with a maximum size of 5 MB.

Write a title and description on your form

Give the form a title and, if you want, include a description in the form (see below for an example indicated with an arrow). The description is optional and will not appear on the form if left blank. This title will also appear in your form list for easier search:

This item can be edited with the following features:

1. Style: quickly choose a font size to display;

2. Bold;

3. Italics;

4. Underline;

5. Strikethrough;

6. Text color;

7. Highlight color;

8. Numbered list: if you want to place numbered sentences in your text, use this feature;

9. Bulleted list: make a list with topics;

10. Text Alignment: choose whether to keep the text aligned left, right or centered;

11. Checklist: leave the sentences with topics in a checklist;

12. Page hyperlink: if you want to place a hyperlink of a web page, just select a word, click on the hyperlink icon (in the form of a chain) and paste the electronic address;

13. Image: include an image of your computer;

14. Video hyperlink: you can also insert a link to a video from the internet to show it in this space. It is possible for the user to play and watch the video without leaving the form;

15. Display source code: changes the text formatting to make the code easier to read;

16. Quotation marks: this feature allows the paragraph to be formatted as a textual quotation;

17. Formatting mark: modifies the direction of the text block to the left (useful for languages that write and read right-to-left, such as Arabic).

Add and edit questions

Discover the editing possibilities for your questions below.

Add question: click the + icon of the desired question option, or drag it to the form. When making an inclusion, the type of question is indicated at the beginning.

Change Question Type: to change, simply delete the current question and select the new format.

Clone Question: duplicating and editing a question allows you to take advantage of its structure.

As shown below, the question cloning symbol is located in the upper right corner.

Delete question: to delete a field, use the trash can icon that appears at the top of the question, next to the Clone question.

Include description in question (optional): if necessary, put a description in the question so that it gains more context, so the answer will be more assertive. This area will not be visible to the respondent if you do not type anything in it.

Change the order of questions: drag an item to the position you want to change the order of questions, as shown below.

Mark question as mandatory

Using the selector in the left corner of each question, you can choose which answers must be filled in mandatory in order to avoid incomplete requests.

Task title and date standardization

Whenever someone fills out your form, a task will be created in your Runrun.it account. We've already commented, but it's good to remember: your task will appear in the board and stage you indicated when creating the form, as in the example below:

By default, most of the information goes to the task description. A very nice tip to help visualize tasks: put a Short text and select the item Connect to field: task title to standardize this answer as a title for the task cards.

Also use a Date and Time, and select Connect to field: Desired delivery. This information will appear as the desired due date when the applicant responds.

This pattern can be seen in the following fields of the task:

Question branch

In multiple selection, single selection or list of options you can use branching to ask for more detailed information according to the person's answer. You can use branching by selecting the icon in the question option.

An example of use can be seen in the image below. In the question bellow “This application is about:”, the branch opens several new possibilities for questions: the respondent who chooses the option ‘Refunds’ sees the options ‘Transportation’, ‘Travel’ and ‘Credit Card’, and those who choose the item ‘Credit Card’ can fill the item ‘Include the amount’.

The branch can ask different questions within the same branch. In the example above, the branch will ask for more targeted information, such as Refunds type.

You can branch the question up to 3 levels. Following our example, when choosing the Refunds the questions can be subdivided as follows:

Question: “This application is about:”

Level 1 branch

When choosing the option “Refunds”, go to the questions “Refunds Type”.

Level 2 branch

In the question “Refunds Type”, when choosing the “Credit card” option, go to the questions “Include the amount”, “Attach de vouchers” and “ Bank data”.

Level 3 branch

In the question “Bank data”, when choosing the option “Bank deposit”, go to the question “Bank number account”.

6. Adjust the settings

In settings you determine to which board and stage the responses of this form should be sent. The answers will be displayed as tasks in this board and stage that you determine.

The fields Board and Stage are mandatory, as this defines where the responses generated by this form must be forwarded on Runrun.it.

As well as indicating the type of task, adding tags for easier search, and indicating which project the task will be linked to, you can select the users authorized to open tasks with this form.

7. How to use sharing

In the sharing tab you will find the options to share your form with users of your Runrun.it account or people external to your account (customers or partners).

In the first item, you will find the option to copy the link or HTML code for inserting the form on your website or intranet.

Gather emails from applicants, send copies of responses, include a form submission confirmation message, and allow guest users (customers or external partners) to track the task's progress.

To do so, just activate the Allow to follow item in the Form Settings item as indicated in the image below. And the coolest thing about this feature is that guest users are unlimited and there is no additional charge.

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

Notice: the forms can be answered by mobile or tablet users of the Runrun.it account with access to the application for the iOS system. Soon this option will also be accessible to users of the app via Android.

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