Form app

The Form app allows you to streamline your form-handling process, allowing for greater efficiency and organization in your daily tasks. Common examples of the form app includes vacation requests, business card orders, or order forms.

Set up the app

Once you've added a Form app to your page or community, you can configure it. Also, read Apps overview for general information on apps.

  • Name: Give your app a meaningful name that best reflects its topic and use case.
  • Activate this app: Activate it immediately or leave it in the deactivated mode. A deactivated app is only visible to admins of a page or community. The app is in draft mode.
  • URL: By default, the URL is generated from the app's name, but you can change it to something else. Any old links leading to the app won't work anymore after you change it.
  • Under General, you can configure general settings. Only the Form title field is mandatory:
    • Form title: Give the form a title that will appear in the form header and in notifications.
    • Description: Provide a description for your form so users know what it is about.
    • Submission limit: Check if you want to define the maximum number of submissions allowed per user. If checked, an additional field appears where you can insert the number.
    • Notifications: Select who should receive notifications in the platform when a new form is submitted: Admins or None.
    • See results: Check if users should be able to see the form's responses. If unchecked, only admins can see the responses.
  • Under Email notifications, you can configure notification options. The fields are optional:
    • Users: Select the users and/or groups to notify via email about new form submissions.
    • Email address: Optionally, input email addresses to notify about new form submissions. The email address doesn't have to correspond to a user account; it can be an external email.
      • The new submission email includes all the information provided in the form. We recommend carefully evaluating whether it is appropriate to notify an external email address based on the sensitivity of the information contained in the form.
    • Confirmation: Check the box if you want users to receive a confirmation email after submitting the form. The email includes all the information they provided in the form.

Create a form

To be able to fill out a form, you need to add and configure the fields to fill in. You need to be a page or community admin with "Manage apps of a page/community" permission to configure the form fields.

  1. Select Add field
  2. Select a field type that best fits with your form's use case.
  3. For each field type, you can always configure the fields listed below. Additionally, every field type has its individual configuration settings that are explained in the table.
    • Name: Enter a descriptive name for the field. The name is displayed when filling in the form and in the form results view. This field is mandatory.
    • Required: Check if you want the field to be required to fill out in the form.
    • Hidden: Check if you want the field to be hidden in the form results view. A hidden value is shown when opening the form submission detail view or exporting the entire list.
    • Description: Provide a description for the field. This description will be displayed above the field as help text to guide users when filling it in. This field is optional.
    Field type Description Individual configuration options (optional)
    Checkbox

    Adds a checkbox. Users can check it or leave it unchecked.

    Displays or for checked/yes or unchecked/no, respectively.

    • Choose whether the checkbox is preselected or not.
    Date Adds a date field. Users see a calendar drop-down and can select a date.
    • Enter a placeholder to indicate what the field should display
    File Adds a Select file button. Users can select a file from their file library or upload a new file. Files are stored in the page or communities file library.
    • Choose if multiple files can be uploaded. If unchecked, only one file can be uploaded.
    Link Adds a link field. Users can paste a valid link starting in http:// or https://.
    • Choose if the link is opened in the current window. If unchecked, the link opens in a new window.
    • Enter a placeholder to indicate what the field should display
    Number Adds a number field. Users can input only numbers, not text.
    • Define a minimum and maximum value that can be entered.
    • Enter a placeholder to indicate what the field should display
    Options Adds a drop-down menu of choices to choose from. Users can select one or many, depending on the configured settings.
    • Choose if multiple options can be selected.
    • Enter all the options that are presented to the user to choose from. You can reorder the options by dragging and dropping.
    • Enter a placeholder to indicate what the field should display
    Text Adds a text box. Users can add unformatted text. If no minimum or maximum limit has been set, there is no limit on the text answer.
    • Define a minimum and maximum length for the entered text.
    • Decide if the text field should display as a larger text box for multiple lines of text. If unchecked, the text field is a smaller single-line text box.
    • Enter a placeholder to indicate what the field should display
    User Adds a Select users user chooser. Users can select one or many users, depending on the configured settings.
    • Choose if multiple users can be selected. If unchecked, only one user can be selected.
  4. Repeat the process to add the fields that your form needs. Once a field is added, it is immediately included in the form.
    • There is no limit to the number of fields your form can have. You can also add the same field type multiple times.
  5. You can reorder your field types in the Configure fields view by dragging and dropping. You can also edit or delete a field. If you delete a field, all the entries in it will be deleted as well.

form app configure fields.png

Submit a form

  1. Select the form app in the app navigation
  2. Fill in the form fields
  3. Select Submit to send your form

Your submission will be sent to the admins. Optionally, you can submit another submission by selecting Fill out another to be returned to the form view.

View submissions

Form submissions can be accessed by page or community admins from View results. Depending on your selection in the See results setting of the app, users might also be able to see the results.

Form submissions always show the form fields and their respective answers, as well as the user who submitted the form and the form submission date. Hence, form submissions are never anonymous.

  • Search: Search for any text found in a form submission field. This includes text, numbers, links, etc.
  • Configure fields: A page or community admin with the "Manage apps of a page/community" permission can configure the fields in the form.
  • Export current list: Download all form submissions with only the details included in the list overview. Any hidden fields aren't included in the export.
  • Export entire list: Download all form submissions with all details. Any hidden fields are included in the export.
  • Open detail view: Select the Open detail view option from the drop-down menu to view the full submission in a pop-up. The detail view shows all form fields, including any fields marked as hidden from the overview.
  • Delete: Admins can delete a form submission.

view form submissions, options.png

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