How to Create WorkForms Using Monday.com

In this article, we’ll explore how to create WorkForms using monday.com. If you’re new to WorkForms, they’re customizable tools for gathering structured data from both internal and external users.

Users can submit forms with the information you require, which is automatically synced with your monday.com board. This streamlines data collection and analysis in your workflow.

How to Access WorkForms on monday.com

Let’s begin by discussing how to initiate the process of creating a form and accessing it. There are two ways to do this, but before we proceed, please note that you’ll need a monday.com account to access forms. If you already have one, great! You can follow along. If not, no worries – you can try a free trial via this link and get hands-on experience with us.

Method 1:

1. Start by creating a board. For example, I’ve created a board named ‘Employee Training Assessment.’
2. To access WorkForms, go to the top menu on the left-hand side, locate ‘Installed Products,’ and click on ‘WorkForms.’ This will take you to the WorkForms Hub.

Method 2:

1. After creating your initial board (the main table you’re currently viewing), click ‘ADD view.’
2. From the dropdown menu, select ‘Form.’
3. Your form is now created. Rename the tab to something relevant, like ‘Employee Training Assessment Form,’ to easily locate it later.

Additionally, it’s worth mentioning that any columns you create on your board, such as the ‘Test Text’ column I added, will automatically be accessible on your form. You can customize their visibility to users as needed.

Best Practices and Tips for Building Forms

Before we start creating our form, let’s go over some helpful tips to make sure users have an easy time using it:

1. Keep Questions Simple:
   • Make sure your questions are clear and easy to understand.
2. Organize Questions Logically:
   • Arrange your questions in a logical order that makes sense to users.
3. Use Smart Logic:
   • Show or hide questions based on how users answer previous ones.
   • Ask additional questions when needed.
4. Don’t Overdo It:
   • Avoid overwhelming users with too many questions or options.
   • Only provide necessary info and guidance.
5. Offer Clear Instructions:
   • Explain how to fill out the form.
   • Especially for text fields, tell users exactly what you need.
6. Test Your Form:
   • Try out your form as if you were a user.
   • Find and fix any problems to make sure it works smoothly.

Following these tips will help you create a form that’s user-friendly and reliable. Let’s get started!

Creating a New WorkForm

Now that we’ve given our form a title, let’s add a brief form description. This doesn’t have to be complicated. Our goal is to let users know what information we’re looking for.

For example, in our ‘Training Needs Assessment Form’ we want to understand each employee’s training preferences and requirements.

Next, let’s change the label to ‘Full Name’ for clarity. We’ll make this field required so we can easily identify employees. When building out this type of form you could also use other identifiers like User ID or Email if you prefer.

Adding Additional Fields

We can use a dropdown with a single select for the ‘Department’ and provide clear instructions. We’ll include options like Marketing, Finance, and HR, ensuring some variety with around five options.

How to Use Conditional Logic

Now that we’ve added some departments to the board, let’s dive into using conditional logic. This is where things get interesting!

For instance, if a user selects ‘Finance,’ we can create a condition to prompt them for more information specific to the Finance department. We’ll add a dropdown column labeled ‘Job Title’ and provide clear instructions. We can also set it as required, making sure we get the employee’s job title.

Next, we’ll set up similar conditions for other department options to gather role-specific details. This ensures that when a user selects any department, they only see relevant job titles.

You’ll notice that questions under conditional logic have a grayed-out background and are slightly indented. This helps keep things organized.

After setting up these conditions, we can preview and publish the form. Users will now have a seamless experience with job title suggestions based on their department selection.

Let’s continue building our form. We can add more questions to gather details like training attendance and preferences. For example, we can ask if they’ve attended any training sessions in the past 90 days and use conditional logic to gather reasons if they haven’t.

We can also inquire about their preferred training method, location, and frequency. This information helps us tailor training opportunities to their needs.

Lastly, we provide an open text field for any additional comments or feedback. Making fields required can help ensure we collect all the data we need, but it’s important to find the right balance for user ease and data collection.

With these steps, our form is taking shape, and we can move on to further customization as needed.

How to Customize and Preview Your WorkForm

Let’s start by customizing our Employee Training Assessment form. You have the option to add a logo or change the image to make it more visually appealing. You can also tweak colors, text colors, and even the background color to match your branding or preferences. This allows you to tailor the form’s appearance to your liking.

We’ve already set up the form with various fields, including full name, date, department selection, training history, interests, preferred training methods, locations, and more. We’ve even added conditional logic to make the form dynamic based on user responses.

Now, let’s explore further customization options. You can hide branding, modify button text, and apply restrictions. For instance, you can limit each person to one response or make the form anonymous for sensitive feedback.

Additionally, you can configure the thank-you screen, choose whether to allow resubmissions, and determine where the collected data should go. Each submission can create an item in your board, which is a row of data for easy tracking and management.

Lastly, you can organize your data by adjusting group titles and colors. For instance, you can group responses into ‘Resolved Requests’ and ‘Not Resolved’ categories and assign colors for clarity.

Customization gives you the flexibility to create a tailored form that suits your specific needs. Now, let’s go ahead and preview our form to see how it looks.

Testing and Sharing Your WorkForm

Now, it’s time to do some quality assurance (QA) on the form we’ve created. We’ve designed a great form with various elements, and it’s ready for testing.

For demonstration purposes, let’s use the ‘Date’ field. Keep in mind that we can also automatically track the date an item was created on our board using a dedicated ‘Date Created’ column. I’ll show you both methods.

First, for the form, let’s select a date (e.g., 10/3). I’ll choose ‘Sales’ for the department and indicate that I’m a ‘Sales Manager.’ I’ve attended training sessions on ‘Problem Solving,’ ‘Time Management,’ and ‘Data Analysis’ on different dates. For training preferences, I’ll select ‘In-Person’ and pick ‘Seattle, Washington,’ and ‘Austin, Texas’ as locations. I believe training should happen ‘Monthly.’ After completing the reCAPTCHA, I’ll submit the form.

Now, you can see that my information has been captured based on what I entered into the form. However, there’s another option for tracking dates using a ‘Date Created’ column. To add this column, click on the ellipses next to your ‘Date’ column, and in the search bar, type ‘Date Created.’ Add it to your board.

The ‘Date Created’ column logs the item’s creation date but won’t be visible on the form itself. If we remove the ‘Date’ column from the form, you’ll see it won’t affect the ‘Date Created’ tracking.

Now, let’s open the form in a new tab and enter information for ‘John’ in ‘Human Resources.’ John is an ‘HR Coordinator’ who hasn’t attended any training. He selects ‘Calendar Constraints’ as the reason and chooses ‘Webinars’ as his training preference, with a ‘Quarterly’ frequency. After completing the reCAPTCHA, he submits the form.

Back in our main table, you can see how the information dynamically populates based on user responses. This demonstrates how our form efficiently captures and organizes data.

Summary

We’ll wrap things up here for now, and in the next article, we’ll cover how to use the information from the form we’ve created to conduct data analysis. We’ll also explore different ways to seamlessly connect the Monday.com Work OS with our form submissions.

Using integrations will allow us to take specific actions and make use of various tools to enhance our workflow. Additionally, we’ll take a closer look at how to incorporate automations into this process.

I truly hope you’ve found this information valuable and can see how it can be applied to your own workflow. Please share your thoughts and comments below, and we’ll reconvene soon.