Creating Forms

This guide walks you through building a form from scratch, configuring its fields, and sharing it with respondents.

Step 1: Create a New Form

1. Navigate to the project where you want form submissions to appear.
2. Click the Forms tab in the project header.
3. Click + Create Form.
4. Enter a form name (this is displayed to respondents at the top of the form).

The form builder opens with an empty canvas ready for field configuration.

Step 2: Add Fields

The form builder shows a list of available fields from your board on the left (the Field Palette):

1. Drag fields from the board field list into the form canvas, or click a field type to add it.
2. For each field, configure the following properties in the Field Editor:
   • Label — the label shown to the respondent (can differ from the board column name).
   • Help text — optional instructions displayed below the field to guide respondents.
   • Required — toggle whether the field must be filled in before submission.
   • Placeholder — optional placeholder text for text and number fields.
   • Validation — optional regex patterns, min/max values, or format constraints.

Not all board fields need to be on the form. Fields not included in the form can have default values set in the form settings.

Supported Field Types

The form builder supports the following field types from your board columns:

Field Type	Form Behavior
Short text	Single-line text input
Long text	Multi-line textarea with optional rich text
Number	Numeric input with optional min/max validation
Date	Date picker with optional time component
Dropdown	Single-select from the board column's options
Multi-select	Multiple selections from predefined options
File upload	Attach documents, images, or files (stored in S3)
Checkbox	Boolean yes/no toggle
Email	Email address with format validation
Phone	Phone number with format validation

Step 3: Configure Form Settings

Click Settings in the form builder toolbar:

• Thank-you message — custom message shown after successful submission.
• Redirect URL — optionally redirect respondents to a URL after submission.
• Allow multiple submissions — let the same person submit the form more than once.
• Confirmation email — send an automatic email to the respondent (requires an email field on the form).
• Default values — set field values that are applied to every submission but not shown on the form. For example, auto-assign all submissions to a team lead or set a default status.
• Target group — choose which board group new items are created in.

Step 4: Customize Appearance

Click Branding in the form builder toolbar:

• Upload a logo for the form header.
• Choose a primary color to match your brand.
• Add a cover image or description at the top of the form.
• Select a theme (light or dark).

Forms inherit your organization's language settings and support all six ProBeya languages (EN, FR, NL, DE, IT, ES).

Step 5: Add Conditional Logic

For forms that need to show different fields based on earlier answers:

1. Click the logic icon on a field.
2. Define a condition (e.g., "Show this field when Priority is 'Critical'").
3. The field will be hidden until the condition is met by the respondent's input.

You can chain multiple conditions for complex branching logic.

Step 6: Multi-Step Forms

For long forms, split them into multiple pages with a progress indicator:

1. Click Add Page Break in the form builder.
2. Arrange fields across pages.
3. Respondents see a progress bar and can navigate between pages using Next/Previous buttons.

Step 7: Share the Form

Click Share to get distribution options:

• Copy link — share the form URL directly via email, chat, or social media.
• Embed — copy the <iframe> embed code to add the form to your website. The embedded form inherits your custom branding.
• QR code — generate a QR code for physical distribution (e.g., posted on a shopfloor notice board).

Form access modes

Forms can be public (anyone with the link can submit) or restricted (only authenticated users in your organization). Use restricted mode for internal data collection where you need to track who submitted each response.

Managing Forms

All forms for a project are listed in the Forms tab. From here you can:

• Edit — modify fields, settings, or branding.
• Duplicate — create a copy of an existing form.
• Pause — temporarily stop accepting submissions without deleting the form.
• Delete — permanently remove the form (existing submissions remain as items on the board).
• View responses — open the responses table to see all submissions.

Security

• All submissions are logged with IP address, timestamp, and user agent.
• You can enable reCAPTCHA to prevent spam submissions on public forms.
• File uploads are scanned and stored in your organization's S3 bucket with access controls.

Troubleshooting

Problem	Solution
Form not accepting submissions	Check if the form is paused. Resume it from the Forms tab.
Fields not mapping to board columns	Ensure the form field type matches the board column type. Mismatched types may cause validation errors.
Respondents not receiving confirmation email	Verify the form has an email field and that confirmation emails are enabled in form settings.

Next Steps

• Form Responses — view and manage submitted data.
• Forms Overview — understand how forms fit into the ProBeya workflow.
• Custom Fields — learn about the column types that forms map to.