6 min read

Feature

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

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

WorkForm settings

To ensure that your form meets your team's security and usage standards, you can select various form settings from 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 later to complete the form. You can enable this feature by toggling the "Save as draft" setting. 

• Make the form anonymous

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

• Add reCAPTCHA

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

• Set a response limit

A response limit is a useful tool when you require only a certain number of responses or when you have a maximum 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. For example, if your form is in preparation for an event, the close date allows you time to ensure you are prepared between submissions and the event itself.

• Hide branding

You can hide the WorkForm branding from the side of your form by using the toggle next to "Hide branding." 

Note: This feature is only available for Pro and Enterprise accounts. 

• Determine form language 

This setting is an accessibility feature that 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.

The three dots in the bottom left-hand corner allow users to choose to export their form to a PDF or copy a link to their form view. 

Your board will automatically create a submission link column and save the form link for each related form. 

Note: If "Response editing" has been granted in the form's settings, the submitter can edit their form by clicking on the blue "Edit submission" button in the bottom right-hand corner. See the section below on "Response editing".  

• Response editing

Enabling Response editing for your WorkForm will add a Link Column 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 automation so that they can edit their form.

Submitters who are "Viewers" or "Guests" in the account or those who 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. 

Note: This feature is only available for Enterprise accounts. "Response viewing" must be turned on for submitters to have "Response editing" available. 

• Redirect URL 

Form submitters can be redirected to an additional landing page once they have submitted the form. To do so, 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.  

Form tags 

Form tags are a great feature for tracking where submissions come from and receiving more data about various campaigns. By adding a Form tag and value, a URL parameter will be added to the link, and a Text Column will be created on your board. The incoming WorkForm submissions will then add this column value as part of the submission. 

To add a Form tag, click on "Add a tag" under the "Form tag" settings section and enter a Tag name and Tag value in the text boxes below. 

Once your tag is created, you can share the link to this WorkForm by selecting "Copy link". When a response from the link is submitted, the newly created column on your board will autofill the Tag value. 

Tip: Read our article on Form tags for a more in-depth understanding of the feature! 

monday.com settings for WorkForms

In the "monday.com settings", you can customize how 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 they 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, specific settings are available that 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. 

A window with these sharing permissions will appear when you click on the "Share form" button in the form view. 

• 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 to gain access to the form. 

Note: This feature is only available for Enterprise accounts. 

• Require login

You can choose to require logging into your monday.com account 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 log in to monday.com if they are not already logged in.

Tip: For more information on sharing your WorkForm, read our article on how to Share and analyze your WorkForm. 

Account-level permissions

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

• The People Column in WorkForms

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

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.

You will need to change the permission settings within the Administration section of your account to make the People Column question in your form public and therefore accessible to those outside 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". 

Note: Enabling the admin setting for the People Question will allow users to assign people in public forms. User information, such as names, titles, and photos, may be accessible to external people filling out such forms.

• File upload permissions on monday.com

In WorkForms, you can add a "Upload file" question, which allows submitters to upload a file to their form. If the monday.com account-level permission for file 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. 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". 

Note: Users on the account who have been granted "Viewer" permissions will not have access to upload a file. It should also be noted that Guests on the account can only edit forms that they have created.