Forms and surveys

Enable the Forms & Surveys add-on before starting; see Installing and managing add-ons. People with Manage forms build forms, while response permissions determine who can review the answers.

Build and publish a form

1. Open Forms → New form.
2. Drag questions onto the form and arrange them in the order people should answer. Add labels, help text, required questions and choices.
3. Use text, number, date, choice, rating, photo, file or signature questions as needed. Section headings and information text provide instructions without collecting an answer.
4. Set the audience: everyone, selected departments, locations or people, or only assigned people. Decide whether repeated and anonymous responses are appropriate.
5. Use Preview, then Publish. Choice questions need at least two labelled choices.

The builder saves changes automatically. After publication, edits stay in draft until you choose Publish changes. Each response keeps the version the respondent answered. Close form stops new responses while keeping existing answers; a form with responses cannot be deleted.

Assign or share

Open Sharing to assign employees and optionally set a due date. Assignments notify employees and give them access even if they are outside the form's audience. A reminder goes out the day before the due date if they have not responded.

Turn on Anyone with the link can respond for customers or visitors. You can set an expiry and response limit, or replace a link that was shared too widely. Public respondents' names and emails, when requested, are self-reported and unverified. Public responses cannot be linked to internal records.

Complete a form

On the web, open My workspace → My forms; on mobile, open Work → My forms. Choose a record first if the form asks what the response is about, answer the required questions, attach evidence and choose Submit. Submitted answers cannot be edited.

If a task requires a form, open it from the task so the response is linked before completing the task. See Tasks.

Open My forms online before working without a connection. Mobile saves offline responses, including photos and signatures, and sends them when connected. Check the sync sheet for rejected responses, such as answers to a form that has closed; do not assume a saved response reached the server.

Review and export

Open Responses for the summary or individual answers. Reviewers see only the responses their permissions allow; anonymous forms hide the respondent's identity from reviewers. Export visible responses to Excel or CSV. Photos, files and signatures are not included in the export.