In Hive, you can create custom forms that anyone (i.e., internally or externally) can fill out in their browser. Submitted forms have the option to automatically create an action card in Hive with all the form details.
Some great uses for Hive forms can include:
collecting orders or requests
submitting bugs and other issues
gathering structuring information from employees (e.g. contact info)
capturing details for a new project request
and much more!
How to create:
Enable "Forms" from "Hive Apps" if it's not already enabled
Select "Forms"
Click "Create new form" from the Forms Library page
Add a title and description
Drag and drop the fields you want to add to the form
There are multiple different question type options and dynamic fields you can add to a Hive form.
Below are example questions that can be created using a Hive form:
Checkbox Group
Date Field
*Users can choose Min Date, Max Date/Min Date and Max Date to configure what dates a user can select from the form, this setting can be found in the edit modal for the Date Field in Forms.
File Upload (can support any type of file)
Header
Paragraph
Radio Group
Text Field (Single or paragraph)
Text Area
Ruler
Multi-text
Depending on which field you choose, you have the option to make it required, add help text, set a max character length, and other customizations.
Add confirmation message
This is the message that the person will see after they submit the form.
Set where you want to submit the form
Choose who appears in a user field
Use a Dynamic users question when respondents need to select a person, such as the person requesting work or the action’s assignee. In the form editor, select the question and review Available users.
For a question that is not mapped to Action assignee:
Workspace members: Includes internal workspace members, even if they are not members of the destination project. External users are excluded.
All: Includes internal workspace members and external users. When the form is configured to create an action in an existing project, external users are limited to those with access to that project; external users from unrelated projects are excluded.
Fields mapped to Action assignee
When a user question is mapped to Action assignee and the form creates an action in an existing project, the Workspace members and All options remain limited to people with access to that project. Selecting All does not make people without project access eligible for assignment.
For example, a Requested by question can list internal members from across your workspace. A question mapped to Action assignee must respect access to the destination project.
Which project is used? The user picker uses the existing project configured in the first create-action target under submission settings. Do not assume the list will change to match a project selected by the respondent in another question.
Why is someone missing from the dropdown?
Check the question’s Available users setting. Workspace members excludes external users.
Check whether the question is mapped to Action assignee.
Review the destination project in the first create-action target under submission settings.
For an external user, or a question mapped to Action assignee, check that the person has access to that project.
After changing the form, save and publish it, then test the dropdown in the published form.
Form Statuses
To better control form versions and updates without losing prior submission data, we have three form statuses: Draft, Published, and Archived.
Draft - This is where you work on designing, editing, or testing a form before it's ready for use.
Once you've made updates to your form or created a draft of it, selecting "Save" saves the form and maintains the Draft state. This means the edits you've made will not be published.
Selecting the "Publish" button saves the changes and allows the updated form to be displayed for members in the workspace.
Publishing requires permission to edit forms. When Only admins and form owners can edit is turned on, publishing is limited to the form owner and workspace admins with that permission. When it is turned off, other collaborators with Forms edit permission can also publish the form. Publishing someone else’s form does not change its original owner.
If a member of your team opens a link to a Draft Form, they will get a message indicating this form is under construction and cannot be submitted.
2. Published
Once your form is ready to go live, selecting "Publish" will both save and publish the latest version of the form.
All members of your team can see published forms.
Curious how to switch the form from Published back to Draft?
As an Admin or form owner, you might decide the form needs modifications made in the Draft status. To unpublish the form, navigate to the three dots menu at the top of the screen to Mark it as draft.
3. Archived
Archive/Unarchive options in the form are only available for form owner and Admins.
If a member of your team opens a link to the Archived Form, they will get the same message as above indicating the form is unavailable.
Pinning your Form: Individually vs Workspace pinning
This allows quick access to forms you use on a day-to-day basis or find yourself frequently using.
If everyone in the workspace does not have the same go-to forms, you can pin a form for yourself only in your Personal Form Library. Individually pinned forms will sit at the top of the Library and remain in the same position just for you (similar to pinning Notes and Projects).
If you prefer to pin a form for all workspace members, you can use 'shortcuts'. When a form shortcut is created, all users can access it via the 'New' dropdown in Hive.
Determine where the submitted forms should route
Once someone has submitted a form, the data can go to a few places.
Hive Action - Selecting the 'Create new action from form submission' option will automatically create an action card in Hive in a designated project and assign the action to the person(s) you select. It will look like this:
Route form requests with Workflows
The form’s submission settings determine what is created, such as an action in your intake project. A workflow can then update that action—for example, move it to a section or change its assignee. For this example, the form creates the action; the workflow does not create a second one.
Example: route design requests to a Design section
Create a project section named Design in your intake project.
In the form, add a required choice question named Request type, with Design as one option. Configure Create new action from form submission to create an action in that intake project, then publish the form.
Open Workflows and create a workflow. Choose Form is submitted as the When trigger, then select your form.
Add the Then operation Update section to and choose the intake project’s Design section.
On that operation, select Add conditions. Choose the form’s Request type question and set the condition to match Design.
If needed, add Change assignee to and choose the person responsible for design requests. Add the same Request type = Design condition to this operation too.
Save and enable the workflow. Submit a new test request through the published form with Design selected, then check the created action’s project, section, and assignee.
Conditions apply to the operation you configure. Repeat the condition on each operation that should run only for Design requests. To route another request type, add operations with that type’s matching condition and destination. Test a non-matching answer as well to check that it is not routed to Design.
Use Update section to to move the existing action between sections. Add a create-action operation only when you intentionally want another action. Keep the form’s destination project aligned with the section selected in the workflow.
If a request does not route as expected
Confirm the submitter used the published form and that your latest form changes were published.
Check the form’s action-creation settings and any Only create this action IF condition. This example needs the form to create an action.
Confirm the workflow is enabled and its Form is submitted trigger points to the correct form.
Check each operation’s answer condition, destination section, and assignee. Review conditions after changing form questions or choice values.
Open the workflow’s View runs, find the test run, and inspect each operation for errors or skipped steps. Check the resulting action rather than relying only on the form’s confirmation message.
For setup, see Workflows overview. For troubleshooting, see Workflow runs.
1.1. Hive Sub-Action - Selecting the 'Create new action from submission' option and choosing a parent action card will automatically create a sub-action card under the parent action card.
The sub-action will look like this:
1.2. Create another new action from form submission - Selecting the "Create another new action from form submission" option will create a separate action in another project/assigned to another user/ etc.
Another optional but great way is to use the "Only create this action IF" condition and set specific criteria for your form submissions.
2. Project - Selecting the 'Create new project submission' option will automatically create a new project each time the form is submitted. On the edit page of each question, you can designate the question selections to be mapped to the new project description and/or project custom fields areas.
2.1. Update an existing project from the form submission - Selecting this option will make the submission completely update the existing project according to the information entered in the request. On the edit page of each question, you can designate the question selections to be mapped to the exsiting project description and/or project custom fields areas.
Note: Form submissions cannot update the description of an existing action card. Instead, new action cards are generated. Use custom field mappings for better data integration.
For additional settings, open the "Settings panel" at the bottom of the page.
Common Use Cases and Best Practices
Project Organizing: Use workflows to automatically place tasks in appropriate sections for better team visibility.
Data Structuring: Leverage custom field mapping to capture key form details precisely where needed in your templates.
Troubleshooting: Ensure your workflows are correctly triggered by testing with sample form submissions and verifying task placement.
By following these guidelines, you can maximize the utility of Hive Forms and streamline your project setups.
Email submitter - Selecting the 'Each time a form is submitted, send a copy to the form submitter' option will send an email with all of the entered information to the person who filled out the form.
Require Hive sign-in- Selecting the 'Require sign-in for form submissions' option will require those submitting the form to sign into Hive in order to submit the form.
Permission Settings - In Submission settings, turn on Only admins and form owners can edit to restrict editing and publishing to the form owner and workspace admins. Turning it off allows other collaborators who already have Forms edit permission to edit and publish. This setting does not grant Forms edit permission to users who do not have it.
Generate a document from form answers
Fill a PDF template with submitted answers, or upload a Word (.docx) template for Hive to draft a document with AI. The generated document is attached to each new action created by the form.
Before you start: Your workspace needs Buzz enabled, you need permission to edit the form, and the form must use the Create new action submission target. For PDF generation, your template must contain interactive, fillable form fields. A scanned PDF or a document with blank lines alone will not work.
Fill a PDF template
Open your form in the Forms editor and add the questions you want to include in the PDF. Save the form before adding a document template.
Under Submission settings, select Create new action in Submission targets and configure where the action should go.
Find Generate a document below the action settings. Optionally add Mapping instructions, such as a date format or fields that should remain blank.
Click Choose PDF or Word template and upload your fillable PDF.
Wait for the mapping to finish, then review the displayed PDF fields and their mapped form questions. Fields without a mapping keep their template value.
Save your changes, then click Publish or Save and Publish to make the updated form available.
Submit a test response through the published form. Open the created action, find the PDF under Attachments, and check that the answers appear in the expected fields.
Example: A form question named “Request title” can map to a PDF field with the same name. An answer such as “Website launch” then appears in that field in the generated attachment.
Update or remove the template
Use Choose replacement template to upload a different template. If you change your mapping instructions, click Update field mapping and review the results again. Use Turn off document generation to disable this feature. Save and publish your changes.
“This PDF has no fillable fields”
This message means Hive did not detect interactive form fields in the uploaded PDF. Add fillable fields with a PDF editor, save the file, and upload it again. Blank spaces, lines, or text boxes that are only part of the page design are not fillable fields.
Draft a Word document with AI
Open the saved form in the editor. Under Submission settings, configure a Create new action target and find Generate a document.
Click Choose PDF or Word template and upload a Word .docx template.
Add optional Drafting instructions to explain what Hive should write, which information to use, or which sections to keep unchanged.
Use Add reference files to provide supporting material, such as a budget or project brief. You can add up to 10 reference files. Hive also uses files uploaded by the respondent with their submission.
Save and publish the updated form, then submit a test response.
For Word templates, Hive drafts the document from the submitted answers and supporting files instead of mapping individual PDF fields. Review the generated document before using or sharing it.
When does the Word attachment appear?
Word drafting runs in the background. The form submission and action creation complete without waiting for the draft. A loading Word attachment appears under the new action’s Attachments and becomes available when drafting finishes. Check the action again if the document is still loading.
The generated Word document is not attached to the form submission notification email. Open the created action to access it.
To replace the Word template, use Choose replacement template. Use Clear reference files to remove the supporting files, or Turn off document generation to stop creating documents. Save and publish any changes.
To have Buzz check answers before a form is sent, see Review form answers with AI before submission.
Preview a form
The new Form Builder allows users to preview what Forms will look like when sent externally. At the top of the page, select "Preview" to view the Form.
You can also customize preview settings to ensure correct formatting from different devices (iPhone, Desktop, etc.). Click the computer icon in the top right corner and a list of devices will populate.
Sharing the form Externally
Each form comes with a link that you can share or post on a website.
To access the link, on the Forms Library page click the 'Copy URL' button to save it to your clipboard where you can then post it where you would like.
When a person clicks on the form, they will be taken to a web page that looks something like this.
There they can fill out and submit their information.
Internal vs. External form title
Teams often have an internal naming convention for their forms, making it easier for internal teammates to identify and use them, but want to add a clear title for external people filling out the form.
To bridge this communication gap, you can add an External title right under the Internal one.
The external title will be visible for form submitters.
Rich text in the form fields
To make it easier to highlight important or significant information, we have added the ability to format text in forms by using hotkeys.
With this feature, you can now bold, italicize, and underline text within any text field answers. The formatting you apply in the forms will also carry over to Hive to the completed card/project.
Here is a step-by-step guide on how to use:
Open a form
Add text area / single input / multi-text field
Save the form
Open it to submit
Type some text
Select it and hit Ctrl/Command + B/I/U keys.
Automatically save form drafts
Now user's entries in the form will no longer disappear even if you leave the form! Here is some information on how the form's draft works!
Any fields filled out in a form are saved automatically when you close the form.
When you re-open the form in the same browser on the same device, the answers you had previously filled out will still be there.
Attachments will not be saved, so if you re-enter the form, the attachment will need to be uploaded again.
Duplicating Form Questions
Users will be able to duplicate the question in the form by clicking on the Duplicate button in the Form Editor!
Any Logic that was placed in the question will carry over.
Enable/disable holidays & weekends
If you'd like to allow your users to select weekends / holidays when submitting the form or instead, limit them from doing so, you'll use the following guidance:
When editing the form, click on your Date question > Data section > Ensure the setting to "Include holidays"/ "Include weekends" is checked.
a) If your form is creating an action card in a specific project, go to your project settings and ensure the option to "Allow actions to be assigned on weekends" is checked.
Note: If your form is creating a project using a project template, you'll check this setting in your project template settings.
b) If your form is creating an action without a project or an entirely new project, you'll go to your Workspace Settings > Project default settings > check the option to "Allow actions to be assigned on weekends".
Custom Logo for each form
To upload a custom logo for each form, use the External Logo option in the General settings. This feature will enable each form to display a distinct logo, providing a personalized visual representation for each user interaction.
Viewing & Downloading Form Submissions
You can access the Form Submissions page by visiting the main Forms Library and clicking on the Form Stats.
This view allows you to see:
Link to the submission
Submission title
Date of the submission
Submitted By
Submission Type (Action/Project)
Status (Action/Project status)
Other columns for all questions within the form and their recorded responses.
Users can also download the form submissions from the Submissions page.
The export will include these columns in the CSV file:
Submission | Submitted At | Submitted By | Type | Status |
This will be the title of the submission | This will show the date and time of when the form was submitted | This will show the name of the user who submitted the form | This will show what was created from the form submission | This will display the Status of the action card or project created from the submission. |
+ Other columns for all questions within the form and their recorded responses.
Control who can view internal submission reports
Form Stats in the Forms app is the internal reporting page. It is separate from My submissions, where submitters track their own requests.
Open the form editor and its Submission Settings.
Turn on Restrict Form Submissions portal (Forms app).
Choose Designated viewers (users) and/or Designated viewers (teams).
Save your changes and publish the updated form when ready.
When restricted, the form creator, workspace admins, and designated users or members of designated teams can access the submission reports. This restriction covers the reporting view and its exports. It does not replace the separate settings for submitter progress tracking or editing the form itself.
Let submitters edit a submission
For forms that create actions, enable Allow submitters to edit their submission in Submission Settings. Enable Allow submitters to track form progress if submitters should reach their requests through My submissions. Save and publish your changes when ready.
For an eligible submission, the action card offers Edit form submission during the first 48 hours after the action was created. This opens the submitted form in a new tab. This flow is for action-based submissions; do not use it as a general way to edit project submissions.
See Form Submissions Page for the submitter steps.
Track submission progress
You can also easily track the progress of your form submissions in real time!
To enable this option for your users, go to the Form Editor and check the "Allow submitters to track the form progress" setting within the Submission Settings.
Also, form owners can limit which fields users can see when opening the submission on the Submissions page.
Users will be able to track progress after submission via this URL (https://forms.hive.com/my-submissions) or by clicking the 'View my Submissions' button right after the submission.
Submitters can do the following via this link:
view all your submissions across all forms and workspaces
click on the submission to briefly view more details, add a comment, and mention action followers.
To comment on the submission or @mention another user, you'll click on your submission on the 'My submissions' page and use the Comment section at the bottom.
