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What is form view?
Form View offers users a powerful tool for reaching out to their customers, partners, clients, and more to request information and add it directly to a SmartSuite app.
Forms serve a specialized function in the app - collecting data from users - and therefore do not require the sorting, filtering, and spotlight settings that you’ll see on other view types.
Overview & Uses
Form View allows you to create an interface that makes it easy for users - whether they are members of your SmartSuite workspace or not - to add data to an app.
You select the fields of data that you would like to collect, add them to the form in an order that you specify (optionally making some or all of them required to submit the form), and then have the option to send a link (URL) to the form or cut and paste embed code that can be used to insert the form into an existing website.
We’ve seen forms used for some of these purposes:
Capture customer feedback and comments
Onboard new customers, recording their contact details and other important information
Allow employees to submit anonymous feedback
Support security and compliance data collection from third parties
Rate teammates, their strengths and weaknesses, and provide constructive feedback
Serve as the starting point for hiring processes, logging candidate information, background facts, and resumes
Onboarding new business partners, including the collection of insurance documents and business permits
Mobile users will see familiar date selectors, number inputs, and dropdown selectors.
While this user experience is slightly different from standard SmartSuite inputs, they are designed to provide a consistent, easy-to-use interface that is appropriate for any device used to display it.
Configuring Form View
Configuring a new Form View involves just a few simple steps:
Creating the new Form
Giving it a name, title and optional description
Selecting the fields you want to display
Indicating which fields are required
Adding optional HTML blocks to display other information on the form
Sharing the form
Sending the shared form link with users, or embedding the form in an existing Website or other application
Processing the data received from the form
Creating a Form - Step by Step
Forms are created just like any other saved view, from the Saved View name dropdown menu. Follow these steps:
Open the Saved View dropdown menu
Click Create New Saved View
Choose between Private (only you can edit and save changes to this view) or Public (members with full access and above can edit and save changes to this view)
As soon as you select the Form option, a new Form Saved View will be created. You’ll notice the name of the form is selected - just start typing to give it a descriptive name.
Create a Header
The header names and describes your new form, giving users context about the information that you’re looking to collect. You can set the Form Title and optionally add a description.
Simply click on the Form title to start editing. Your changes will be saved to the form automatically without the need to click a “save” button.
Add a Description
If you wish to describe your form, click Add Description and start typing to add your custom text, or just skip on to the next step if the form name is enough to tell your users what you’re looking for.
Add a Custom Logo
Personalize your SmartSuite forms by adding a custom brand logo.
If you prefer to use your own branding on the form, just click on the SmartSuite logo at the top of the form to edit it and upload your own.
Simply click on the default SmartSuite logo and a window will open for you to upload your own logo file or drag and drop it.
Select the Form’s Fields
Next, you’ll create the body of the form, selecting fields from the app to display. Simply click on the field and it will be added to the form (and simultaneously be removed from the list of available fields - each field can display on the form exactly once).
Note: the field order can be changed. Click on the grabber to the left of a field that has been placed on the form and drag and drop it into the position you would like.
If you change your mind or have selected the wrong field, don’t worry. Hover any field on the form and you’ll see a small X on the right side of the field widget - click it and it will be removed from the form and re-appear in the available fields’ list.
Fields Available in Form View
Some important fields to include in your forms may include:
Linked Record Field: Include a linked record to detailed information outside the form. For example, in an event planning sign-up form, you could use the linked record to link to the relevant event.
Address Field: Collect accurate addresses through data validation to include in your forms.
Full Name Field: This may be useful to create validated contact lists for your data gathering.
Signature Field: Use the signature field to use forms for order requests, invoices, and more.
Change the Field's Display Options
If you prefer to use different terminology for your clients or want to add help text to a field, just click on the field name once it's on the body of the form and you're able to customize these options.
Specify Required Fields
If there are bits of information that are critical to the process you’re using the form in, you can make individual fields required in order to submit the form. The Submit button will remain inactive until all required fields are filled out by the user.
Be aware that form fields ignore the usual SmartSuite rules for required fields. You can make fields that are usually required be NOT required in a form, and fields that are otherwise not required can be set as “required” in the form - even if a regular user could save the record without that information.
This is meant to empower your workflows, capturing specific data from users and inserting it into a workflow that might require someone in your organization to complete certain information before they can update that new record.
Optionally Create New Fields
If you notice you are missing any needed fields when you are in the form view, you are able to create new fields directly from the form view. These changes will be reflected in your data when you return to Grid View.
Optionally Add HTML Blocks
If your form needs additional explanation, background information, details of a complex question or other explanatory information, look to HTML blocks. Click on the HTML Block form element and a rich text area will be added to your form.
You can drag and drop HTML Blocks to position them, and they support rich formatting. Type a forward slash (/) character to see options, or highlight text to display the formatting toolbar.
Sharing Your Form
When you’re done, put your form into action by sharing it. Click on the Share Form button and you will have two options:
Shareable Link: This allows you to copy a URL that will open the form in the recipient user’s default browser
Embed Code: This option allows you to copy an HTML snippet that can be embedded in an existing Website or external application that supports embeds.
The data any user inputs and submits through the form will go directly to the solution's app you specified.
You can also customize a message to display after someone submits a form or redirect them to a specific URL.
As a solution manager, after submitting a form, you can submit another response by selecting the "Click here" link. This link will redirect you to the original form's URL.
Form Submission Automations
Set up automation that occur when a form is submitted. The "When a form is submitted" automation will run each time a response is received from the SmartSuite form you select.
Learn more here!