Creating a new form – Help Center

Creating a form

To create a new form click on the “Create new form” button in the form landing page.

You will be prompted to choose the type of the form you want to create from the following list:

Selecting form type

General Purchase: Enable employees to request non-software product and services
New Software Purchase: Enable employees to request new apps
Custom Form: Capture structured response from approvers/reviewers at any step of the workflow

Form name and description

After selecting the form type, you will be prompted a Form name and Form description for the form being created. After clicking the “Create” button, you will be navigated to the Form builder, where you can design your form according to your requirements.

Form builder interface

Form builder page is where you can design the form based on your requirements.

Form buttons allowing you to Publish, Save and Preview form (1)
Shows the questions added to the form (2).
Question type selector allows you to choose the type of question to add to the form (3)
Drag and drop container where you can add a new question by dragging and dropping the question type from the question selector (4).

For New software intake form App name, Vendor and Cost questions are mandatory and cannot be removed. Also every form would have Page title .

Adding a new question

To add new question select the question type from the question selector and drag and drop it on the form. You can drop the question on the drop target or between any of the existing questions.

Choose from among a number question types based on the type of response you want the users to provide

Text box - Short, one-line responses, such as a name, email address, or phone number.
Text area - Longer, multi-line responses are required. Ideal for comments, messages, or descriptions.
Checkbox - Select one or more options from a list of choices.
Radio button - Choose a single option from a list of mutually exclusive choices.
Date - Enter date, like birthdates, event dates, or deadlines.
Number - Numerical data other than currency, such as quantity, age, or scores.
Currency - Enter monetary values, such as costs, budgets, or expenses.
File upload - Upload a supporting document for the request being processed.

Question properties

After adding the questions click on the question (1) to select it to view the configurable properties available to modify in the properties pane (2).

Following properties are available for all the question types

Question Text - The “Question Text” is the label or prompt associated with the selected form field. It tells users what information they should enter in the field.
Placeholder - The "Placeholder” is optional text that appears within the Text Box when it's empty. It provides a hint or example of the expected input. (Not applicable for Radio button and checkbox).
Help Text - “Help Text” provides additional information or clarifications about the selected field. It's useful for giving users extra context.
Required Field - When a field is marked as "Required,” it means users must provide a response for the field before they can submit the form.

Some question types have additional properties specific to that type:

Page title: You can set page tile for the form to be displayed to the end user. By default it would be the same as the Form name, but you can change the name by selecting the page title element on the form and updating the name in the properties pane.
Text box & Text area: You can set the minimum and maximum character count allowed to be entered for the field.
Number: You can set the minimum and maximum value for the number field, allowing you to define a range for the input.
Currency: You can specify the currency type and set the minimum and maximum value for the currency.
Radio button and Check box: You can add options available to select.
Checkbox: You can define the minimum and maximum number of selections that users can choose from the available options.
File upload: You can upload specify the file types that can be uploaded by the users. To specify the type of files accept ,

Form actions

The following actions are available on the form.

Preview: Allows you the preview the form designed

Save: Save the changes made to the form.

Publish: Once you reviewed the form you can publish the form. Only published forms will be available in workflow.

Forms cannot be edited once published. So ensure the form is completed before saving it.

Additional actions are hidden in the “Options” menu to

Discard changes: Discard any changes made since the last saved state.

Duplicate: Duplicate the form along with all the questions. On duplicating the form, you will be asked to rename the form and add description.

Delete: Delete a form. Any Form(s) already connected to a workflow cannot be deleted.

Previewing form

After adding the questions and updating their properties click on the Preview button on the Form builder, to preview the form. The Preview view provides you the ability to view the form in the way that is displayed to end users. You can interact with the form and review the properties set to the question types.

To preview form click on the Preview button

In preview mode you can interact with the form live by filling the form (1), and check the form questions and its properties.

The preview mode has the following actions (2) available

Back to editor: If you need to any changes to the form design, clicking on the Back to editor will take you back to the form builder view