Form View

Collect data from external users with SmartSuite forms

Peter Novosel avatar
Written by Peter Novosel
Updated over a week ago

Feature Overview Video

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 Table. SmartSuite also provides conditional logic in forms.

Forms serve a specialized function in the Table - 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 a Table.

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:

  1. Creating the new Form

  2. Giving it a name, title and optional description

  3. Selecting the fields you want to display

  4. Indicating which fields are required

  5. Adding optional HTML blocks to display other information on the form

  6. Sharing the form

  7. Sending the shared form link with users, or embedding the form in an existing Website or other application

  8. 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:

  1. Open the Saved View dropdown menu

  2. Click Create New Saved View

  3. Select Form

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 Table 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.

Optionally Add Sections

Form sections provide a structured approach to managing your online forms. They allow you to categorize fields logically, add optional descriptions for clarity, and set conditions for when each section should be displayed. To add a section to your form, simply click the "Section" button on the left hand side of the form, or click and drag it to the desired area within the form.

After adding a section, you can click on the header to change the title, description, and optionally set conditions to when the section should be displayed. To learn more about conditionality in forms, you can check out our Conditions in Forms help article.

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.

NOTE: if you append a header parameter to the end of the embed URL, you can control whether the shared grid will display a header. This value was originally not included in the generated URLs but any older embed can be updated to use it - simply add ?header=false to the embed Widget URL manually.

Submitting Forms

The data any user inputs and submits through the form will go directly to the Solution's Table you specified.

After Submission

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.

Partial Submissions

In the settings for forms, you can also choose to let users resume forms they've already started. This will save any progress they've made on the form automatically.

Note: You need to use the same browser to restore your saved progress.

When filling out the form, a confirmation that the progress is auto-saved will display at the top right corner,

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!

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