Forms V2
A completely rebuilt form builder UI. Also added support for Form Responses Workflows.
You can add 3 things to form: Questions, Fields, or Text Blocks.
To add a Question, Field or Text Block, click the relevant button at the bottom or side
![Building blocks of forms Building blocks of forms](https://images.archbee.com/CXAjUAezd9VEEVQBIYmdw/Y4osDg7BoV-Oj4xPAb7_k_add-question.png?format=webp)
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 don’t want to know whose answer it was
- Ex. What questions do you have for our executive team?
- Quick forms where the information doesn’t 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
- (Roadmap) Pulled into the data sheet
Questions can be converted into new fields before you have collected any information on them.
During the beta period, responses to questions 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.
Use a Field if you want to store the information on a person’s profile or need to use the information in other places such as Scenarios, or Compensation Reviews.
Previously, all ChartHop form questions were fields. Most similar to fields in an HRIS.
Existing built-in or custom fields can be added to forms.
All form responses are always preserved. The current value of a Field gets overwritten when a form response linked to that field is filled out. However, fields can be updated in other ways, such as via Data Sheet, API, or CSV import.
For example, you might have a form that collects T-shirt size as a field. That T-shirt size field can be later updated by an admin using the Data Sheet, but that won't impact the original form response.
If you want to create a new custom field, create a question then convert it to a Field.
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
![Editing Questions Editing Questions](https://images.archbee.com/CXAjUAezd9VEEVQBIYmdw/7DiDc8CFwWtcwuv2opKzS_edit-question.png?format=webp)
Once you add a question to a form, you can configure that question with the following options:
- Question — 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 — If the questions is required to complete the form
- Type — The format of the question. One of the following options:
- Most types of questions will have additional configuration options such as the values in a multi-select or min or max values.
![Document image Document image](https://images.archbee.com/CXAjUAezd9VEEVQBIYmdw/asVWXE4F47Ygj5APNvZhX_field-type-options.png?format=webp)
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.
During the early access period, Questions cannot be converted to fields after people have responded to the question. If you have already collected information on a question, you can duplicate it then convert it to a field. This will not migrate existing data.
![Question options Question options](https://images.archbee.com/CXAjUAezd9VEEVQBIYmdw/R8DrR-7hAde-qgrFA9WJb_screenshot-2024-05-02-at-33202-pm.png?format=webp)
- 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 form.
Using Forms V2, you can add either Questions or Fields to a form.
Fields have a configured field sensitivity such as Org Public or Private. Questions do not.
Access to responses to questions depends on how the form is setup and how it is used. Here are the rules that define who can view a form response:
Situation | Can they view it |
If the user is the respondent | ✅ You can always view your own responses to forms. |
If the user is in a built-in, custom access role with the formResponse:read permission | ✅ Owners are the only built in role with this permission. |
If the user has View, Edit or Owner access to the Survey or Review | ✅ Giving access to a Survey or Review allows people to see responses. |
If the form response is hidden from who the form is about due to a workflow state such as: unapproved, rejected, or unreleased. | ❌ They cannot view until the form is out of that workflow state. |
All other users | ❌ Do not have access to the form response. |
If there is a mix of Fields and Questions in the form response, the field sensitivity will overrides the form response visibility.
For example: If a user has access to view the form response but does have access to the field, then the form response will be displayed with responses to all Questions, but will not display the fields the user does not have access to.
![Doc contributor](https://s3.amazonaws.com/archbee-animals/cat.png)