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Setting up forms to request information
Setting up forms to request information
Jan Ustohal avatar
Written by Jan Ustohal
Updated over a week ago

New form can be created in two different ways - on-the-fly when working on a request and upfront from the form manager.

  • On-the-fly: When answering a request click on the message type selector in the message bar and select Form. In the dialog that opens select + Add form

  • From form manager: Go to Settings โ†’ Forms, and click on + Add form

No matter if creating your form to use right away, or you're preparing it for later, there are three main steps in the process - first you'll have to pick a name, after which you prepare an intro message, and finally add the questions themselves.

Setup: Name

The first thing is to find a good name for your form - this name will be visible to employees, so pick something that also makes sense for them.

Having each form linked to a team helps us organize them better for you, so that it's easier to find the right one every time.

  • When you're creating a new form from the request detail the assigned team is automatically pre-filled with the currently assigned team.

  • When you're creating a new form from the form manager the assigned team is automatically pre-filled with the currently selected team.

Content: Introductory text

The next part is the introductory text, which serves as a template for the message sent to the employee on email or Slack.

Use this text to explain what the form is about and prepare the employee for what's coming in the form. This is the right spot to highlight any special information or documents they might need, to make sure they can fill out the form without any issues.

This text (as well as the titles for questions) is plain text only, however, you can add line breaks by pressing Shift + Enter .

๐Ÿ™‹No worries about sounding too generic or impersonal, you will have a chance to review and customize the message whenever you're sending the form.

Questions and question types

The final part are the questions themselves. You can add as many questions as you want to your form, but keep in mind that long forms are usually not exactly popular. We'd recommend using max. 7 questions per form.

There are two types of questions available - open questions and choice questions.

Questions with text answer

With open questions, the employee is free to provide as much information as they can in the form of a free text.

This type should be used whenever the answer cannot be standardized into a handful of choices.

Choice questions with dropdown

To answer the question the employee picks exactly one option from the list. You can add as many options as you want, though!

This type should be used whenever there is a fixed set of options to choose from, like a list of departments or available devices.

And we're done!

Great job, that's one good looking form! โœจ

If you started the flow from the request detail, you can now select the form and send it to the employee, otherwise it will be ready for you whenever you need it.

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