Building a form
To create a new form:
- From the left sidebar, select People Ops Tools.
- From the sub-menu, select Forms.
- Select Create Form.
- Name your form by replacing the title (New Form)
- Edit the default text block and question.
- Select Save.
- The form will not be accessible to your users until you make it "Active"
After saving your form, start building it by adding questions, field and text blocks.
ï»żï»żRoles with default access to Creating forms: Roles: Owner | Technical owner | People Ops Admin Any user may be given access to create forms using Custom access roles.ï»ż
You can add 3 things to form: Questionsï»ż, Fieldsï»ż, or Text Blocksï»ż.
To add a Question, Field or Text Block, click the relevant button at the bottom or side
Use a question if you do not need the answers to be used outside the context of the form. Most similar to how you would use a Google form.
Questions are great for:
- Fully Anonymous forms where you donât want to know whose answer it was
- Ex. What questions do you have for our executive team?
- Quick forms where the information doesnât need to live on the respondent profile forever.
- Ex. What size would you like in this sweatshirt for your work anniversary gift?
- Ex. Are you going to attend the team retreat?
- Quick polls or surveys
- Ex. Who are you rooting for in the super bowl?
- Ex. What should our rotating monthly office snack be?
Responses to questions can be:
- Viewed as built-in graphs in the Summary within Forms, Surveys or Reviews
- Viewed in a table within Forms, Surveys or Reviews
- Viewed as individual responses within Forms, Surveys or Reviews
- Exported as a CSV
- Viewed on form responses on custom profile tabs
- (Roadmap) Use in custom dashboards - Possible with help from ChartHop Team
- (Roadmap) Pulled into the data sheet
Questions can be converted into new fields before you have collected any information on them.
However questions with responses cannot be migrated to fields.
Access to question responses: Anyone with access to the Forms, Surveys or Reviews will have access to the form responses. Fieldsï»ż have a configured field sensitivity such as Org Public, Manager Shared or Private. Questions do not.
There is not currently a way to convert a single field into a question.
If you have an existing form that was made using fields and you would like to convert to using questions you can use the Duplicate and convert to questions option:
- Within a form, navigate to the split button in the top right corner.
- Click the menu and select Duplicate and convert to questions
- The form will be duplicated and all of the fields converted to questions.
Use a Fieldï»ż if you want to store the information on a personâs profile or need to use the information in other places such as Scenarios, or Compensation Reviews.
Existing built-in or custom fields can be added to forms.
For example, you might have an Onboarding form that collects preferred name & T-shirt size as a field. That T-shirt size field can be later updated by an admin using the Data Sheet.
Fields and Forms Responses
Form responses are always preserved in their original state even if the value of the field is changed in a different context. For example:
- A T-shirt Size field is set as "M" in a form and stored on the field and the form response.
- Later, the an admin uses the data sheet (or Integration, API or CSV import) to change the field to a "S".
- The form response will still display "M" since that is what was submitted in the form while the field value will display "S."
When building out a form, you are able to convert a question to a field before you collect information on the question.
- Select the question.
- Click the convert to field button if available
- Fill out additional information about the field. All existing information from the question will be used to pre-fill the field information.
Text blocks allow you to add in instructions, guidance or context into your form.
For example:
- Add a text block at the start of the form to provide an overview
- Add an image in the text block to provide needed context to the question
- Ex. An image of a T-shirt that is being purchased so that people get an idea for the size that would be best for them.
- Add links to helpful resources related to questions
- Ex. Guidance on a performance management setup
Once you add a question to a form, you can configure that question with the following options:
- Question â How the question is framed to someone answering it. (ex. What questions do you have for our executive team?)
- Every time you use a Field in a form, you are able to specify a different question if you would like.
- What is your T-Shirt Size? -> T-Shirt Size
- We're ordering company shirts, please select your size -> T-Shirt Size
- Required â If the questions is required to complete the form.
- Conditional â If you would like to display the question to only certain people. See Conditional questions & text blocksï»ż
- Type â The format of the question. One of the following options:
- Most question types will have additional configuration options such as the values in a multi-select or min or max values.
- Select the question, field or text block.
- Click the duplicate button (two squares with a +).
- Select the question, field or text block.
- Click the delete button (trash can).
- Select the question, field or text block.
- Click the grab handle at the top and drag the question or field up or down in the for
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Add a filter to any question or text block, so that the question will then only be displayed if the form is about a person who match that filters.
For example, adding a filter of department="Revenue" will only display the form to people who are in the Revenue department.
- Click the checkbox for Conditional
- Type in your carrot filter or use the filter builder.
- Click preview, then select a person that matches or doesn't match the filter to verify that it's working as expected.
There is also a way to configure conditional forms based on the response to previous questions. Please contact your CSM if you would like to configure this advanced option.
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Forms have both a "Display name" and a "Form name" allowing you to use the best name to organize your forms and the best name to communicate to employees. The display
For example:
- Form Name: "FY24 - Emp Engagement - US"
- Display Name: "Employee Engagement Survey"
The display name will be used:
- In the notification & task to complete the form,
- At the top of the form.
To edit the display name:
- Within the Form Builder tab
- Hover over the displayed name, click and edit the name.
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ï»żï»żRoles: Owner | Technical owner | People Ops Admin
