✔  Available on Starter, Deliver, Grow, and Scale subscriptions 1

What
View and manage existing intake forms on your projects.
Why
  • View a project's active forms and how many responses they've received.
  • Edit existing forms, updating included questions to reflect the most up-to-date requirements.
  • Use forms as templates by making a copy each time you need a similar set of questions.
Who
  • Site admins and project admins can view and manage forms on a project.
  • Standard users and collaborators with the project permission:
    • View forms (allows users to access the project's Forms area to view existing forms)
  • Standard users with the project permission:
    • Add forms (allows users to create, edit, publish, copy, and delete forms on the project)
When
You want to make sure published forms still meet your current needs, updating questions and layout as requirements change, and drafting forms when no longer needed.
What
View and manage existing intake forms on your projects.
Why
  • View a project's active forms and how many responses they've received.
  • Edit existing forms, updating included questions to reflect the most up-to-date requirements.
  • Use forms as templates by making a copy each time you need a similar set of questions.
Who
  • Site admins and project admins can view and manage forms on a project.
  • Standard users and collaborators with the project permission:
    • View forms (allows users to access the project's Forms area to view existing forms)
  • Standard users with the project permission:
    • Add forms (allows users to create, edit, publish, copy, and delete forms on the project)
When
You want to make sure published forms still meet your current needs, updating questions and layout as requirements change, and drafting forms when no longer needed.

Before you start

The Forms feature needs to be turned on in a project's settings.

View forms

View existing forms from a project's Forms section.

  1. Click Jump to in Teamwork.com's main navigation menu.
  2. Search for and select a project.
     

     
  3. Switch to the Forms view from the project's navigation bar. The Forms tab might be hidden under the More... option.
  4. View details for each form. The project's existing forms are displayed in a table with columns populating corresponding properties.

    Title
    		The form's name
    Version
    		The form's version number
    Responses
    		The task list the form's responses are added to
    Total responses
    Count of form responses received to date
    Accepting responses
    		Indicates whether people can currently submit responses via the form.
    Date updated
    The date and time the form was last updated
    Actions
    The Image Placeholder to the right of each form provides additional options:
    • View published form - view the published form, aka what people submitting responses see. This option is only clickable for published forms.
    • Edit - open the form editor to manage the form's layout and questions.
    • Copy - make a copy of the form.
    • Delete - delete the form from the project. 
    Title
    		The form's name
    Version
    		The form's version number
    Responses
    		The task list the form's responses are added to
    Total responses
    Count of form responses received to date
    Accepting responses
    		Indicates whether people can currently submit responses via the form.
    Date updated
    The date and time the form was last updated
    Actions
    The Image Placeholder to the right of each form provides additional options:
    • View published form - view the published form, aka what people submitting responses see. This option is only clickable for published forms.
    • Edit - open the form editor to manage the form's layout and questions.
    • Copy - make a copy of the form.
    • Delete - delete the form from the project. 
  5. Use the search and sort options to locate specific forms and adjust how the list is displayed.
    • Search: Type a keyword in the Search field to locate forms based on title.
    • Sort: Click a column heading to reorder the forms list based on that property. Click the column heading again to switch between ascending and descending order.
      📝 Sort by title, responses, total responses, accepting responses, or date updated.

Edit a form

Manage existing forms from a project's Forms area.

  1. Click Jump to in Teamwork.com's main navigation menu.
  2. Search for and select a project.
  3. Go to the project's Forms area. The Forms tab might be hidden under the More... option.
  4. Scroll to the relevant form in the list.
  5. Click the form's title to open the forms editor. You can also click the Image Placeholder to the form row's right, then select Edit. 
  6. Update the form's questions, theme, and submission settings. You can update:
     
    Questions
    • Add: Select the Content tab on the form's left, then click a question type to add it to the form.
    • Remove: Click the trash can on an existing form question to remove it.
    Display order
    		Reorder: Click and drag an existing form question to a new position on the form.
    Banner colors
    		Customize: Click the paintbrush or pencil icon in the form banner's top right, then select new icon outline and background colors.
    Logo
    Click the current logo (or placeholder), then upload a logo from your computer.
    Default settings
    		Select the Settings tab to the form's left, then update the form's default settings for responses, such as task list or assignee.
    Accept responses
    Toggle the Active switch on or off, depending on whether you want to allow submissions.
    Copy link
    Click the paperclip to copy a link to the published form.
    More options
    The Image Placeholder in the form builder's top right provides additional options:
    • View published form - view the published form, aka what people submitting responses see. This option is only clickable for published forms.
    • Regenerate link - create a new shareable link for the form. Be warned: this deactivates the previous link.
    • Copy form - make a copy of the form on the same project or another project.
    • Delete form
    Questions
    • Add: Select the Content tab on the form's left, then click a question type to add it to the form.
    • Remove: Click the trash can on an existing form question to remove it.
    Display order
    		Reorder: Click and drag an existing form question to a new position on the form.
    Banner colors
    		Customize: Click the paintbrush or pencil icon in the form banner's top right, then select new icon outline and background colors.
    Logo
    Click the current logo (or placeholder), then upload a logo from your computer.
    Default settings
    		Select the Settings tab to the form's left, then update the form's default settings for responses, such as task list or assignee.
    Accept responses
    Toggle the Active switch on or off, depending on whether you want to allow submissions.
    Copy link
    Click the paperclip to copy a link to the published form.
    More options
    The Image Placeholder in the form builder's top right provides additional options:
    • View published form - view the published form, aka what people submitting responses see. This option is only clickable for published forms.
    • Regenerate link - create a new shareable link for the form. Be warned: this deactivates the previous link.
    • Copy form - make a copy of the form on the same project or another project.
    • Delete form
  7. Click Publish at the bottom of the editor to apply your changes to the published form. The changes auto-save in draft.


Copy a form

Copy existing forms from a project's Forms section.

  1. Click Jump to in Teamwork.com's main navigation menu.
  2. Search for and select a project.
  3. Go to the project's Forms section. The Forms tab might be hidden under the More... option.
  4. Scroll to the relevant form in the list.
  5. Click the Image Placeholder on the form row's right.
  6. Select Copy from the dropdown menu.


     
  7. Enter the new form's title.
  8. Choose a destination project from the dropdown. The form can be copied to the current project or to another project on your site.
         Image Placeholder
     
  9. Click Copy.

The new form is created as a draft in the chosen project, inheriting some default settings and some properties from the original form. Our recommendation? Pop into settings to make sure things are set up the way you want them for this project. Check out the form settings below.

Property
Default setting
Title
What the user copying the form entered as the form title.
Description
Inherited from the original form.
Task settings
Uses the default form editor settings.
  • Task list: Inbox
  • Assignee: Anyone
  • Task title: Form title
Form settings
Inherited from the original form.
Accept responses
Turned off (so responses aren't accepted) when the copied form is first created.
Questions
The copied form is populated with all questions from the original form. Inherited settings:
  • Questions' display order
  • Individual options in any dropdown, multi-select, or radio group fields
  • 'Required' setting for each question field
Logo and branding
Inherited from the original form.
Property
Default setting
Title
What the user copying the form entered as the form title.
Description
Inherited from the original form.
Task settings
Uses the default form editor settings.
  • Task list: Inbox
  • Assignee: Anyone
  • Task title: Form title
Form settings
Inherited from the original form.
Accept responses
Turned off (so responses aren't accepted) when the copied form is first created.
Questions
The copied form is populated with all questions from the original form. Inherited settings:
  • Questions' display order
  • Individual options in any dropdown, multi-select, or radio group fields
  • 'Required' setting for each question field
Logo and branding
Inherited from the original form.

Another option...

You can also duplicate a form directly from the editor.
  1. Go to the project's Forms tab and click the relevant form's name.
  2. Click the Image Placeholder in the forms editor's top right, then select Copy.

 

Delete a form

Delete existing forms from the project's Forms section.

  1. Click Jump to in Teamwork.com's main navigation menu.
  2. Search for and select a project.
  3. Switch to the project's Forms section. The Forms tab might be hidden under the More... option.
  4. Scroll to the relevant form in the list.
  5. Click the Image Placeholder on the form row's right.
  6. Select Delete from the dropdown.
Image Placeholder
 

All responses (aka tasks) already created via submissions to the form remain as they are, but new submissions can no longer be accepted. Deleted forms remain in the project's trash can for 30 days, during which time they can be restored.

💡 Deletion too permanent? When editing a form, toggle off the Active option instead. This keeps the form on the project, but no new responses can be submitted.
 

Manage form submissions

View and manage the tasks created from form responses from any of the project's task-based views.

  1. Click Jump to in Teamwork.com's main navigation menu.
  2. Search for and select a project.
  3. Switch to the project's List or Table view.
  4. Select the form's designated task list in the task lists panel on the view's left. 
    💡 Not sure which task list? Jump to the Forms tab and scroll to the relevant form. The associated task list is noted in the Responses column.
  5. View each submission's task and its corresponding details.
    1. Task title: Populated as 'Form Submission:' followed by the response entered in the designated task title field for the form.
    2. Task description: Details the responses for each of the form's fields.
    3. Files: Any files uploaded with a submission are added as task attachments.
      📝 Tasks (and attached files) created from form submissions are displayed as created by a Teamwork.com service account called "Teamwork.com Bot."
 Image Placeholder
 

Best practices

  • Manage submissions: Set time aside to review forms' submissions on a regular basis and action accordingly depending on the form's purpose.
  • Keep forms up to date: Update forms' questions in line with any related process or requirements changes. Make sure to turn off Accept responses on forms no longer required (or delete the form).
1. Also available on legacy subscriptions: Pro, Premium, Enterprise.