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
Click "+New Form" from the forms library
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 5 dynamic fields you can add to a Hive form.
Below are example questions that can be created using a Hive form:
File Upload (can support any type of file)
The ruler tool is great for visually breaking up fields in the form.
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
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 This means the edits you've made will not be published.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.
All users can see a Draft Form in the Form Library, but it can only be published by the form owner or an Admin.
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.
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.
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. The lower section of the form edit page 'Submit to' allows you to configure where the submitted forms get routed to:
Hive Action - Selecting the 'Each time a form is submitted, it will be added to a selected project and assigned to a team member.' 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:
Hive Sub-Action - Selecting the 'Each time a form is submitted, it will be added to a selected project and assigned to a team member.' 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:
Project - Selecting the 'Each time a form is submitted, a new project will be created with the following members' 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.
Email - Selecting the 'Each time a form is submitted, an email will be sent to the following people' can provide an email and all the information provided in the form will arrive in that inbox. See below.
Email submitter - Selecting the 'Each time a form is submitted, send a copy to the form submitter' option will send an email will all of the entered information to the person that 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.
Admin Controls - Selecting the 'Only admins and form creator can edit' option restricts editing to the form creator and admins.
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.
The "Form" feature is definitely an awesome way to get things done!
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. So, let's dive into the details!
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.
Downloading Form Submissions
Users will be able to download the form submissions from the form's Submissions page. (See GIF)
The export will include these columns in the CSV file:
This will be the title of the submission
This will show the date and time of when the form was submitted
This will show what was created from the form submission
This will display the Status of the action card or display Email sent
This will be a URL to the Action Card or the Project