✔  Available on 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's main navigation menu.
  2. Search for and select a project.

    Image Placeholder
     
  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.
    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.
    Options
    The ... (ellipsis) to the right of each form gives additional options:
    • View published form - view the published form. Psst! This is what people submitting responses see.
    • Edit - open the forms 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.
    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.
    Options
    The ... (ellipsis) to the right of each form gives additional options:
    • View published form - view the published form. Psst! This is what people submitting responses see.
    • Edit - open the forms 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 the Sort by option and select an alternative sort option from the dropdown to reorder the forms list. You can sort based on title, responses, total responses, accepting responses, or date updated.
    • Once a sort option is selected, you can click the ascor desc option beside the current sort to change the order.
    Search
    		Type a keyword in the Search field to locate forms based on title.
    Sort
    Click the Sort by option and select an alternative sort option from the dropdown to reorder the list of existing forms. You can sort based on title, responses, total responses, accepting responses, or date updated.
    • Once a sort option is selected, you can click the asc or desc option beside the current sort to change the order.

Edit a form

Manage existing forms from a project's Forms area.

  1. Click Jump to in Teamwork'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. Psst! You can also click the ... (ellipsis) to the form row's right, then select Edit.
     
     Image Placeholder
     
  6. Update the form's questions, theme, and submission settings. You can update:
    • Questions: Click the Questions tab on the form's left, then click a question type to add it to the form. Click the trash can on an existing form question to remove it.
    • Display order: Hover over an existing form question and click the arrow to the question's left to move it up or down the form.
    • Banner & colors: Click the color palette in the form's top right, then select new background and outline colors.
    • Logo: Click the current logo (or placeholder), then upload a logo from your computer.
    • Default settings: Click the Settings tab to the form's left, then update the form's default settings for responses, such as task list or assignee.


       
  7. Toggle the Accept responses option on or off, depending on whether you want to allow submissions.
  8. Click the paperclip to copy a link to the published form.
  9. Click the ... (ellipsis) in the forms editor's top right to manage additional form settings:
    • View published form - view the published form in a new browser tab.
    • 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 - delete the form.

      Image Placeholder
       
  10. Click Publish at the bottom of the forms editor to save your changes. A pink dot overlays this button indicating you have unsaved changes.
     
    Image Placeholder
     
     

Copy a form

Copy existing forms from a project's Forms section.

  1. Click Jump to in Teamwork'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 ... (ellipsis) to the form row's right.
  6. Select Copy from the dropdown menu.

    Image Placeholder
     
  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 Form.

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 find the copy option whenever you are viewing an individual form in the forms editor.
  1. Go to the project's Forms tab and click the relevant form's name.
  2. Click the ... (ellipsis) in the forms editor's top right, then select Copy form.
     
    Image Placeholder

 

Delete a form

Delete existing forms from the project's Forms section.

  1. Click Jump to in Teamwork'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 ... (ellipsis) to 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 Accept responses 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 one of the project's tasks views.
  • Once a form is submitted through a published form, a new task is created in the form's designated task list.
  1. Click Jump to in Teamwork's main navigation menu.
  2. Search for and select a project.
  3. Switch to the project's List or Board 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, click the relevant form's title, then select the Settings tab in the forms builder to see which task list is associated.
  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 service account called "Teamwork 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.