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.

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.
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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:

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 a new Form View involves just a few simple steps:

Permissions Required for Form Creation

Currently, only users with the Solution Manager role can create or manage Forms. Although users with Full Access can generally interact with most elements of a solution, they cannot create or manage Forms without being assigned the Solution Manager role.

Forms are created just like any other saved view, from the Saved View name dropdown menu. Follow these steps:

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.

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.

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.

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.

You can also remove the "Powered by SmartSuite" logo at the bottom of the form by going into the Form settings under "SmartSuite branding" and unchecking the box.

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.

Some important fields to include in your forms may include:

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.
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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.

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.

If your form needs additional explanation, background information, details of a complex question or other explanatory information, look to the additional form elements. Click on each button to add the elements to the bottom of the form, or you can also drag and drop them to any position.

The following elements available are:

Similar to a Linked Record in any other view type, we now allow you to customize the base filters applied to the record selector on the form view. These selections exist separately from the selections made on any other view because they are specific to your externally shared forms.
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To use this, all you need to do is expand any linked record and choose "Modify Record selector". This will provide you with a familiar menu where you are able to customize the fields to display, sort order, and the filters that should be applied for this specific form!

This feature helps narrow down the options in one field based on what you’ve selected in another, ensuring you see only the most relevant options.

Dynamic filtering automatically adjusts the choices available in certain fields based on what you’ve already selected. This is particularly useful when you’re working with Linked Record fields, where one choice can influence what options are available in another field.

For example, if you’re choosing a product category in one field, the next field will only show you products that belong to that category. This way, you don’t have to scroll through irrelevant options.

When you’re done, put your form into action by sharing it. Click on the Share Form button and ensure the form shared toggle is on and you will have two options:

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

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,

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!