With monday WorkForms, you can create and use custom forms to collect, track, and analyze data while automatically syncing with your monday.com boards and workflows.
In this article, we'll learn how to build a WorkForm, as well as how the results can be connected to your very own monday.com account. Let's dive in! 🙌
Get started from an existing account
Getting started with monday WorkForms is as simple as can be! There are two different ways to access monday WorkForms, depending if you already have a monday.com account or not.
If you have a monday.com account already, you can create a new board or open up an existing board on your account. From there, all you have to do is click on the "+" sign at the top of your board and select "Form" from the resulting menu, as shown below:
From there, you can click on "Edit form" to begin customizing your form without existing your monday.com board! Alternatively, you can also select "Go to WorkForms" to be navigated to the WorkForms website to continue working on your form from there.
Get started without a monday.com account
If you do not have a monday.com account yet, you can also create a WorkForms account and begin building out new forms from there! To do this, simply access workforms.com and click on the "Sign up" button on the top right corner of the screen.
From there, click on "Get started" or "Sign up" and follow the steps on the screen to create a brand new account for monday WorkForms!
Build out your WorkForm
To begin building out a new WorkForm, you can choose to either start a new one from scratch, or get started quickly using a pre-prepared template.
With either option you select, you'll be redirected to the WorkForm editor on the "build" tab so you can begin your WorkForm customization right away! Let's check out all the ways you can build out your WorkForm, below.
- Add your logo
Align the look of your form with that of your organization by adding your company logo! Simply click on the "Upload logo" button at the top of your WorkForm, select a file from your computer, and you're good to go.
- Provide a name or title
To add or edit the name or title of your form, simply click on it and type out your title as you wish!
- Include a description
Add a description to your WorkForm to better explain what the form is used for, or to include any additional details that you may need the responder to know! Simply click on the description box to add a new description or to edit an existing one.
- Add question and answer choices
Now that you've added a title and description (if you so choose), it's time to add and customize your WorkForm's questions! To begin, select "Add new question" and choose the type of question that you want it to be.
Hovering over each of the blocks within the question box will allow you to edit the question title and the question's optional description.
If you've chosen a question type that requires pre-set response options (such as a single-select, multi-select, or True/False question) you can click into the options to edit them as you wish!
Create conditional questions
Conditional questions allow you to display certain follow-up questions in response to a specific answer that the WorkForm submitter provided. This is a must for creating more in-depth and robust surveys, questionnaires, or any other kind of form! 🙌
To create conditional questions on your WorkForm, begin by clicking on a single or multi-select question that you'd like to create a condition for and select "Include condition" as so:
From there, choose one or more responses and then select "Add new question" to add the follow-up question.
As an example, we wanted to add a question in response to the selection of the answer choice "Vegan". Therefore we selected "Vegan" as the response, and then added a single select question that states "What main dish would you like?". This allows us to create a specific follow-up question with choices that fit the vegan dietary requirement!
After your question has been added, it's time to customize the conditional question answer choices! Click on an existing response option to edit it and choose "Add an option" if you'd like to add additional responses.
Additionally, you can add multiple different conditions under each separate question by clicking "Add another condition" so that every separate response will lead to its own follow-up question!
In our case, we've added a different "What main dish would you like?" question and answer choice according to each food preference that is selected. Just watch how the question and response choices change accordingly thanks to the multiple conditional questions that we set up.💥
Modify the form's content
You control which questions appear on the WorkForm and which will remain hidden, as well as whether they will be required or not.
To customize the display of a question, click on a question block and you'll see an eye icon appear on the bottom right corner allowing you to hide or display that question. You can also tick the "Required" button to make a certain question field mandatory.
Preview your finalized WorkForm
Clicking on the "Preview" button on the top right of your screen will open up another tab, allowing you to preview your finalized WorkForm. Here, you'll be able to view and enter submissions to the form, just like your responders will after you send out your form.
Share your WorkForm
The magic moment has arrived, it's now time to share your completed WorkForm! To do so, click on the "Publish" tab or button. From this page, you can share your WorkForm with others via a shareable link, by embedding your form in a webpage, or sharing it via a variety of social channels!
Before sharing a link with your desired audience, you can choose to shorten your form link if you so choose. All you have to do is click on the checkbox next to "Shorten URL" and you'll see the link to your WorrkForm shrink significantly. 🙌
Now that you're ready to publish your form, you can click to copy your link or seamlessly share your form by creating an embed code or sharing it on various social channels!
As an example, we've embedded our WorkForm below within this article. Just look how easy it is to scroll through the questions and answer them if you so wish! 🙌
Collect and analyze results
Now that your completed WorkForm has been shared, you'll be able to track all responses in the "Results" tab as shown below. From here, you can view your results either as a summary or as individual responses by selecting either option on the left side of the screen.
Let's go over what each of these options mean, below!
By clicking on "Summary", you'll be able to get an instant, interactive overview of your form results displayed as pie charts, bar graphs, and tables! Analyzing and pulling insights from your form responses has never been easier. 🙌
On the other hand, clicking on "Responses" on the left side will allow you to see each individual form response in the format of a monday.com board so that you can dive deeper into specific details from each one of your responses.
And finally, to help further streamline the process of collecting your WorkForm responses, we offer several dedicated Workform recipes that will allow you to create various automatic actions based on a form submission!
To access this, click on the "Integrate" button at the top right of your board and search for "Workform". After clicking on "WorkForms Automations", you'll be able to access all of our available recipes to help reduce the manual work that you have to do after a form is submitted.
As an example, by using the below recipe "When form is submitted set date to today", you can instantly have the form submission date added to an item without having to manually do it yourself!
Available question types
When creating your WorkForm questions, you'll be able to choose the type of question each one is. The question choice will also dictate the type of column that is created on your board in turn, if you choose to connect your WorkForm to a monday.com account.
Below, we've listed each question type and the column type that it will correspond to on your board!
- Short text → Text Column
- Long text → Long Text Column
- Number → Numbers Column
- Single select → Status Column
- Multi select → Dropdown Column
- Date → Date Column
- Date range → Timeline Column
- Phone → Phone Column
- Email → Email Column
- Location → Location Column
- Country → Country Column
- Upload file → Files Column
- Link → Link Column
- Rating → Rating column
- True/False → Checkbox column
- Signature → Files Column
- Who can fill out a WorkForm?
Anyone and everyone, just as long as they have access to the shareable link or embedded form.
- Can I have multiple WorkForms on one board?
You can! You can set up multiple WorkForms on one board and even have the answers from each form fill a different group on the board.
Simply add a new form from the drop down menu as below:
Once you've customized your new form, you can easily go back and forth between the two WorkForms on your board from the tabs above your board!
- What happens when new columns are added to the board?
When new columns added to your board, they will show up on the WorkForm as new questions which will be hidden. You will then be able to click on the eye next to it to show the question and format it.
- Do the WorkForms display who submitted it?
You can add the Creation Log Column onto your board and the platform will recognize the person filling out the form as long as certain criteria is met! The following three conditions must be met order for the creation log column to recognize the form submitter:
- The user who submitted the form needs to be a user on your account and have access to the board which the form is on (either main board or subscribed to the private/shareable board)
- The user needs to be actively logged onto the monday.com account at the time that they submitted the form
- The user needs to be logged into this account only and not another one
If a form is submitted and either of these three conditions are not met, the creation log will show the name of the person who created the form instead.
- How do I create anonymous WorkForms?
You can make anonymous forms through the settings of the WorkForm by going into the "Customize" tab and checking "Make this form anonymous" as so:
If an anonymous form was chosen then the user filling out the form will see a message informing them that the form is anonymous form. If it is anonymous - the user who created the form will appear in the creation log for all items. If a user has multiple monday.com accounts open when filling out the form we will recognize the user ID of the last account they signed into.
- Can I deactivate a form that has already been shared?
You sure can! This can be done from the "Publish" tab by scrolling down and clicking on "Deactivate form". Anyone who has access to the deactivated form link or embedded page will see an error. You’ll be able to activate the links by returning to the same share window and clicking the “Activate form” button:
That's all for now! We hope you enjoy using our WorkForms product. 💥
If you have any questions, please reach out to our team right here. We’re available 24/7 and happy to help.
Can you please advise how the Comments, Reply or updates in such a form where the person filling out is external to the account will be saved under the name ? I am expecting that the name of the user filling out the form should be present rather than the person who created the Form ! But this is not how it is working lately after March 10th ! Can you please fix this !!