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
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
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.
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.
- 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.
The form response exporter will export the form responses display, so it will apply any of the filters for: Submitted On, Submitted By, or About.
To export your form responses as a CSV:
- Navigate to the Form > Responses Tab
- Set the correct time range and filter for the responses that you would like to export.
- In the right corner, select the import/export button, then select Export Form Responses as CSV
- Your export will then be generated. In the dialog, select Download Export.
Importing form responses can be useful for:
- Migrating a form or form responses from another system (ie. a previous performance review)
- Adding responses after a deadline or a form has closed
- Uploading responses for special stakeholders (ie. an executive who doesn't follow the normal process)
- Bulk updating or modifying existing form responses
To upload a form response:
- Create a CSV of the form responses that you would like to import
- Ensure that the form in ChartHop contains all of the questions or more that you would like to import. If you are importing a new form from another system, you will have to recreate that form within ChartHop.
- Navigate to the Form > Responses Tab
- In the right corner, select the import/export button, then select Import Form Responses
- Create a CSV that aligns to your form
- Click the Download example CSV template in the modal to get a form a starting point.
- See below for additional guidance about building out your CSV.
- Select the CSV
- Upload the CSV and import the form responses
We recommend your click download example CSV template in the modal to get a form a starting point for your import
Required Columns:
- submitPersonEmail - the email address of the person who submitted the form
- Identified & De-identified Forms - the email address of the person who submitted the form
- Anonymous Forms - Left blank, but must be included as a column
- submitAt - the date/time the form was submitted
- Accepted Date/Time formats:
- ISO format 2024-09-06T07:44:05Z
- Date formats 9/6/2024 or 2024-09-06 (Time will be set to 12:00 AM)
- Date & Time with Timezone 2023/10/24 3:15:41 PM AST (Google Sheets Default)
- One column per question in the form
- Match using:
- The text of the question (ex. Any other thoughts you'd like to share?)
- The linked field name, if applicable (ex. Additional Thoughts)
- You can leave out some questions if you wish
- Only questions currently in the form can be uploaded. Previous questions, which may still be listed in the response table, cannot be uploaded.
- Response must align with the format and constraints of a question or field. For example:
- Single Select - Must you one of the values (ex. Agree)
- Yes / No - Must use either use Yes or No
Other Columns:
- externalId - identifier of the form response if importing from another system
- Optional
- targetPersonEmail - email address of the person who the form is about
- Required if the form settings for: Who is this form about? -> Another Person
- assessment - name of the Review or Survey the form response is tied to
- 🚧 We only suggest using this if you already have this form linked in the Review or Survey.
- approvalStatus - The status of the form response if it has approval or review steps. Accepted Values:
- UNRELEASED
- PROPOSED
- approvalAt - Timestamp of the approval
- approvalEmail - email address of the person who approved the form
- releaseAt - Timestamp of the release
- releaseEmail - email address of the person who released the form
