Now that you have created and designed your WorkForm to your hearts content, it's time to get into the nitty gritty of the settings and permissions for sharing.

Through the customizable settings and permissions, you will find everything you need to secure your form, and enhance the responders experience when filling out your form ✍️ 

 

WorkForm settings

To ensure that your form is up to your team's security and usage standards, you can select various form settings from within the "Settings" tab, at the top of your form.

 

• Submit multiple forms 

By choosing this setting, submitters will be granted access to submit multiple form entries. This can be useful for placing orders or signing up for recurring events. 

• Save as draft 

When filling out long, complex, and multi-faceted forms, submitters have the option to save their progress as a draft, and come back at a later time to complete the form. You can enable this feature by toggling on the "Save as draft" setting. 

• Make the form anonymous

By selecting to "Make this form anonymous", all submitters identities will be withheld. This is a useful setting when dealing with personal or sensitive matters to ensure the submitter feels comfortable filling out your form, knowing their identity will be omitted.

• Add reCAPTCHA

We offer the option to add reCAPTCHA onto your form, which will require the submitter to select a box before submitting the form, to prevent fraudulent form responses.

• Set a response limit

A response limit is a useful tool when you are only requiring a certain amount of responses, or when you have a max capacity to work with. To set a response limit, click on the checkbox next to "Set Response Limit", and enter the desired number of responses in the Response Limit field.

• Schedule a close date

You can select a specific date on which submissions will automatically stop. This allows you to control when submissions are coming in, and place a deadline for submitters to fill out the form. As an example, if your form is in preparation for an event, the close date allows you time to ensure you are prepared between form submissions and the event itself.

 

• Determine form language 

This setting is an accessibility feature and allows screen-readers to dictate the form to the submitter. The language chosen in this setting should match the language of the form. 

 

After submission settings

• Response viewing 

Once the form has been submitted, the submitter can view their form response to see all the answered fields in the form. Toggle this setting on in the "After submission settings". 

The submitter will see the option to view their form after submission by clicking on the "click here״ link. A new page will open with a read-only view of their form.

 

They can then choose to export their form to a PDF, or copy a link to their form view, via the three dots in the bottom left-hand corner. 

A submission link column will automatically be created in your board and will save the form link for each related form. 

 

 

• Response editing

In enabling Response editing for your WorkForm, a Link Column will be added to your connected board. Once a form response is submitted, a link will be automatically generated with the response and added to this column. This link can then be shared with submitters either via copy/paste, or using our diverse automations, for them to edit their form.

Submitters who are "Viewers" or "Guests" in the account, or those that are external to the account, are allowed up to ten edits per submission. The Response editing feature does not support editing Signature or Connect Boards questions. Questions related to Files or Subitems can be edited/added to, but not deleted. 

 

 

• Redirect URL 

Form submitters can be redirect to an additional landing page once they have submitted the form. Simply toggle on the "Redirect URL" setting, and input the URL of the webpage you would like to redirect the submitter to. Then click the "Set URL" button.  

 

monday.com settings for WorkForms

In the "monday.com settings" section, you can customize the way in which your form is connected to your monday.com board.

• Name question and Update section

Firstly, you can choose whether the "name" and "update" questions will appear on your form. The "name" question will include the board's first column within the form which is commonly used to capture names. The "update" question allows you to collect free-form text which will be added to the updates section of an item.

• Sync questions and column titles

You can choose to sync the questions on your form with the column titles on your monday.com board, to ensure the questions on your form equate to the column titles on your board.

• Create items on your board

You can select whether you'd like to allow the form submissions to create new items on your monday.com board.

• Group for answers 

Via this setting you can determine which groups on your board your incoming form submissions should be collected in. 

 

Sharing permissions 

When sharing your WorkForm there are specific settings available that will require permission to access the form. These ensure that the form is kept secure and only available to users who have permission to access it. 

By clicking on the "Share form" button in the form view, a window will appear with these sharing permissions. 

• Enable password protection

To ensure that your form is only accessible by specific people, you can enable password protection which will require submitters to input a password in order to gain access to the form. 

• Require log in

You can choose to make logging into your monday.com account a requirement in order to access the form. This will restrict the ability to fill out the form to team members only. Once you've selected "Require submitters to log in" you will also have the option to choose the "Redirect to login page" which will automatically redirect the submitter to login to monday.com, if they are not already logged in.

 

 

Account level permissions

There are additional permissions available on an account level that can be set using your monday.com account alongside your WorkForms settings, to enable specific questions and features to form submitters.

• The People Column in WorkForms

The people column enables the form submitter to specify which member of the account is related to the submission and is very useful for any request type use cases. For the People Column question, you will be prompted to restrict the form access to account members only, in order to display the question.

Furthermore, if the board or workspace on your monday.com account is private or shareable, the dropdown menu will only display members of that board/workspace. However, with a public setting, the dropdown menu will display all members of the account. Read about the different board types on monday.com and how to change them.

In order to allow the People Column question in your form to be public, and therefore accessible to those outside of your account, you will need to change permission settings within the Administration section of your account.

Click on your profile picture in the top right-hand corner of the screen, and select "Administration". Choose "Customization" in the left-hand panel, and then "Features" at the top of the page. Scroll down to the section "Enable your public account forms to use questions with your account data" and select "Enable". 

 

 

• File upload permissions on monday.com

In WorkForms you can add a "Upload file" question, which will allow submitters to upload a file to their form. If the monday.com account level permission for files upload and download is disabled, the submitter will not be able to submit a form if they have the file question on the form and no permission to upload.

 

To check your file settings, go to the Administration page on your monday.com account, by selecting your profile picture on the top right-hand side of your page. From there, select "Permissions" and see if the file permission is granted to both guests and members.

 

• Change form ownership

If a user is leaving your account, or their permissions are being changed to either a Viewer or a Guest, changing form ownership is important to ensure form responses are not disrupted in anyway. To change the form owner simply click on the "i" icon in the top right-hand corner of your form and choose a name via the dropdown arrow next to "Owner". 

 

 

 

If you have any questions, please reach out to our team right here. We’re available 24/7 and happy to help.