✔  Available on Deliver, Grow, and Scale subscriptions 1

What
Gather requests, feedback, and/or key details from both internal and external people with forms. Form submissions are automatically turned into tasks (with question responses added to the task description!) so you can work with the data within your projects.
Why
  • Design a form that you can share with other users to gather the information you need.
  • Edit existing forms and add or change 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 create, view, and manage forms on a project.
  • Standard users and collaborators with the project permission:
    • View forms (grants users access to a project's Forms area to view existing forms.
  • Standard users with the project permission:
    • Add forms (grants users permission to create, edit, publish, copy, and delete forms)
When
If you are:
  • A design team who is constantly asked to create new assets, use a form to gather all new asset requests. You can then triage out work from the resulting tasks.
  • A finance agency with retainer clients. They can submit requests via forms describing (and requesting) each new report hey need created.
  • A product team keen to get feedback on a recent release. collect feedback via forms so that you have actionable tasks to work from.

These are just a few examples. Use forms any time you need to collect data (and especially if you ultimately need something in Teamwork as tasks).
What
Gather requests, feedback, and/or key details from both internal and external people with forms. Form submissions are automatically turned into tasks (with question responses added to the task description!) so you can work with the data within your projects.
Why
  • Design a form that you can share with other users to gather the information you need.
  • Edit existing forms and add or change 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 create, view, and manage forms on a project.
  • Standard users and collaborators with the project permission:
    • View forms (grants users access to a project's Forms area to view existing forms.
  • Standard users with the project permission:
    • Add forms (grants users permission to create, edit, publish, copy, and delete forms)
When
If you are:
  • A design team who is constantly asked to create new assets, use a form to gather all new asset requests. You can then triage out work from the resulting tasks.
  • A finance agency with retainer clients. They can submit requests via forms describing (and requesting) each new report hey need created.
  • A product team keen to get feedback on a recent release. collect feedback via forms so that you have actionable tasks to work from.

These are just a few examples. Use forms any time you need to collect data (and especially if you ultimately need something in Teamwork as tasks).

Before you start

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

Responses submitted through a form are created as tasks in the form's associated task list.

Create a form

  1. Click Jump to in Teamwork'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. Click + Add a form to open the forms editor. No existing forms on the project? Click Create a form instead.
  5. Next, build your form. Psst! We'll go through each of the available options in dedicated sections later on this page. You can:
    1. Customize the form banner
    2. Add questions
    3. Modify form settings
    4. Reorder fields
  6. Click Publish to create your form.

Customize the form banner

Customize the form's banner by choosing a color theme for the form.
  1. Click the color palette icon at the top of the form.
  2. Select a solid color to apply as the banner's background color.
  3. Select an outline color to apply as the banner's icon colors.

💡 Too many options? Click the shuffle icon at the bottom of the color picker to set a randomized color combination.


Add questions to the form

By default, all forms are populated with name and email fields. You can keep or remove these fields, as well as add additional options.
  1. Select the Questions tab in the panel in the form editor's left panel.
  2. Scroll to the question type you want to add to the form.
  3. Click a question type to add a field to the form. The chosen field is placed below the existing fields on the form.
         Image Placeholder
     
  4. Add a label for the field. This is the 'question' that people filling out the form see, so choose something contextual that lets them know what to add to that field/question.
  5. Add helper text (i.e.. a field description). This one's optional but it can give responders clarity.
  6. Add any necessary additional field details. Depending on the chosen question type, you'll have different options.
    📝 For dropdown, multi-select, and radio group question types, you can reorder the individual options you input by clicking the arrows to the left of each option.
  7. Repeat steps 3 to 5 for each question field you need on the form.
     
💡 Duplicate an existing question on the form by selecting the copy icon to the right of the relevant question field title.


Update the form's settings

  1. Select the Settings tab in the form editor's left panel.
  2. You can update the following settings for the form:
    Inbox
    Each form must be associated with a specific task list on your project. Form responses are created as tasks in the chosen list.

    The Inbox list is selected by default but you can choose any of the project's active task lists.
    • If the selected task list has default task properties set, those properties are still applied when new tasks are created from form submissions.
    • If a default board column has active triggers, those triggers are applied when tasks are created from form submissions.
      ⚠️ Auto complete and add subtasks triggers are exceptions; they're not supported in this case.
    Task assignees
    		Select project members to be assigned to all tasks created from this form's submissions (or choose Anyone to leave tasks unassigned).
    Field for use in task title
    Choose one of the form's single-line text field questions to be used for task titles.
    Confirmation message
    		Set a custom confirmation message to show to those submitting a response.
    Submit another button
    Show a Submit another button on the form to help correspondents submit another response.
    Form branding
    Show or hide Teamwork branding on the published form. When enabled, Powered by Teamwork appears at the bottom of the published form. 
    ✔️ This feature is available on Grow and Scale subscriptions and is independent of site-level branding settings.
    Inbox
    Each form must be associated with a specific task list on your project. Form responses are created as tasks in the chosen list.

    The Inbox list is selected by default but you can choose any of the project's active task lists.
    • If the selected task list has default task properties set, those properties are still applied when new tasks are created from form submissions.
    • If a default board column has active triggers, those triggers are applied when tasks are created from form submissions.
      ⚠️ Auto complete and add subtasks triggers are exceptions; they're not supported in this case.
    Task assignees
    		Select project members to be assigned to all tasks created from this form's submissions (or choose Anyone to leave tasks unassigned).
    Field for use in task title
    Choose one of the form's single-line text field questions to be used for task titles.
    Confirmation message
    		Set a custom confirmation message to show to those submitting a response.
    Submit another button
    Show a Submit another button on the form to help correspondents submit another response.
    Form branding
    Show or hide Teamwork branding on the published form. When enabled, Powered by Teamwork appears at the bottom of the published form. 
    ✔️ This feature is available on Grow and Scale subscriptions and is independent of site-level branding settings.

Reorder the form's question fields

You can customize question order in forms.

  1. Go to the Forms area of the project. The Forms tab might be hidden under the More... option.
  2. Click a form's title to open the forms editor.
  3. Scroll to the relevant question field.
  4. Click the upward or downward arrow to the field's left to move the question up or down one position.

    Image Placeholder

Publish the form

Once you have populated the form with the relevant questions, branding, and settings, you can publish and share the form.

  1. Click the Publish button at the bottom of the form editor.
  2. Next:
    1. Accept responses - choose whether the form should be open to responses. This is automatically turned on when you publish the form.
    2. Preview published form - select the ... (ellipsis) in the editor's top right and select Preview published form to preview the from as respondents would see it.
    3. Copy link - click the paperclip icon in the editor's top right to copy the published form's link. Anyone with the link can access the form so (carefully) share however you like!
    4. Regenerate link - void the published form's previous access link and generate a new one. Select the ... (ellipsis) in the editor's top right and select Regenerate link.

Best practices

  • Gather data: Add fields to gather all data you'll need to understand or complete a request (without having to follow up with the responder for more).
  • Provide insight: Use description text or follow-up messages to share with submitters what they can expect. For example, if you're collecting requests, provide a general timeline for when someone might expect to hear back.
  • Keep things organized with a task list: Create a designated 'Intake' task list that is just for form responses. That way, you have one place to check responses and it's easy to understand what's coming in.

Put it into practice

Want step-by-step instructions in Teamwork?

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1. Also available on legacy subscriptions: Pro, Premium, Enterprise.