Forms
Forms lets a workspace administrator turn a website response into CRM data. Build a form from fields that already exist in your workspace, choose where the records should be saved, and publish it as a public link, an embedded form, or code for your own page.
Each submission creates new records from the form configuration. Related records are linked as they are created, so a contact enquiry, an application, or an event-interest form can arrive in the same structure your team already uses for follow-up.
Use cases
| Situation | How Forms helps |
|---|---|
| A website enquiry should become a lead | Ask for a name, email address, company, and message, then save the response in a Contacts or Leads object. |
| You are sharing a guide or event invitation | Collect a work email, company, and role before sending someone to the next page. |
| An application needs more than a few text boxes | Combine answers across related objects and keep the resulting records connected for review. |
| You need a consistent intake process | Reuse the same workspace fields and validation instead of maintaining a separate spreadsheet or intake mailbox. |
How the pieces fit together
| Piece | What it does |
|---|---|
| Form | The public questions, description, design, and response settings. |
| Field | An existing workspace field shown as a visitor question or filled automatically when the form is submitted. |
| Destination | The group and object where the primary record, and any related records, are created. |
| Public presentation | A public link, an iframe embed, or ready-made HTML and JavaScript examples. Presentation choices do not change the saved questions. |
Getting Started
Open Forms
- Open a group view that has the object you want to fill.
- Choose Import / Export.
- Select Form.
- Choose Create form.
Only workspace administrators can create or edit forms. The starting group and object must be available to you, and the destination groups you choose must contain a view for the corresponding object so submitted records remain visible in the workspace.
Choose the destination
Give the form a name and optional description. In Group & Object, choose the primary group and object that should receive each submission. The primary destination is fixed after the form is created; related destinations can be adjusted in the Review step.
The form wizard takes you through an introduction, the destination, and Review. A new form is published when it is saved. When editing an existing form, use its published switch to pause public submissions while you work, then turn it on again when the form is ready.
How to use it
Add questions from workspace fields
In the form editor, choose Add field. Give the question a public label, search the fields on the selected object, and choose Next. You can also search related-object fields. Supported questions use existing text, number, date, select, and multi-select fields; the field’s choices and input type stay connected to the workspace definition.
Choose whether the visitor supplies the value or the form fills it automatically. Mark visitor questions as Required when the response must be present before a submission can be accepted. You can edit labels for this form without renaming the underlying workspace field, reorder questions, remove them, and add a repeatable field more than once when the field supports multiple values.
Related fields can follow existing relationships up to three levels deep. A relationship is not a new schema: it tells Forms which connected record to create when someone submits the form.
Fill fields automatically
Automatic fields are useful when visitors should not see an internal value or when the form should create a predictable record title. Choose Fill automatically for a field and select one of these options:
- Fixed value writes the same value to every new record.
- Submission date / time records when the form was submitted. Submission times use UTC.
- Combine answers and text joins visitor answers, text, and the submission date or time in the order you choose.
For example, you can build an application title from a company answer, a separator, and the submission date. A field that is required by the destination object still needs either a visitor question or a valid automatic value before the form can be saved.
Map related records to groups
The Review screen shows two cards. The left card is the public form; the right card shows What will be filled. For each primary or related object, choose a group that contains a view for that object. The mapping lines show whether the value comes from a visitor answer or an automatic rule.
Select Change group when a related record should go somewhere else. Forms does not match or update an existing contact or company during submission. It creates a new record for each configured relation path and links the related records to the primary record. This means you should decide how duplicate handling and follow-up will work before sharing the form widely.
Use the editor/review switch to try sample answers. Preview answers are temporary and are not submitted or saved. The Review step also lets you set the message shown after a submission or send visitors to another page with an absolute HTTP or HTTPS Redirect URL.
Publish and share the form
After saving, open the form’s Use it! step. Choose the presentation that fits the page:
- Embed it creates an iframe for a website. Choose one of the ready-made looks—Minimal, Card, Split, Compact, or Bold—and optionally set text, background, and button colours.
- Public link gives you a link that you can share in an email, message, QR code, or meeting invitation.
- Code it provides an HTML form and a JavaScript submission example for a page you control.
The embed style and colours are carried by the presentation link. They change how the form looks without changing the saved questions, field mappings, or record destinations. Copy the generated code only after saving the form; unsaved edits do not have a public link.
Select Reset public link if an existing link or embed should stop working. Replace the old link wherever it appears after resetting it. Submitted records remain in the workspace when a link is reset or a form is unpublished.
What a visitor does
The visitor opens the public link or the page containing the embed, completes the questions, and selects Submit. The form checks required fields and the allowed choices before the response is accepted. The visitor then sees your thank-you message or is redirected to the URL you configured.
The response is validated from the saved form definition on the server. A visitor cannot change the destination group, add an unconfigured field, or override an automatic value by editing the page or request.
Troubleshooting
Form is not available under Import / Export
Open Import / Export from a group view. Forms requires an object view in the group and is managed by workspace administrators. Ask an administrator to open the form builder if Form or Create form is unavailable.
I cannot save the form
Check that the form has a name, a primary group and object, and at least one valid destination view. Every selected field must still exist, and every required destination field needs a visitor question or an automatic value. For a related object, choose a group that contains a view for that object.
A field or choice is missing
Forms uses the fields and choices already defined on the selected object. Return to the workspace object and check that the field is not hidden and uses a supported type. Remove a field that no longer exists, then add the current field again.
A public link or embed stopped working
The form may be unpublished, the workspace may be unavailable, or an administrator may have reset the public link. Open the form’s Use it! step, confirm that it is published, and copy the current link or embed code. If the link was reset, old copies must be replaced.
A submission did not create the records I expected
Open the form’s Review step and check the object-to-group mapping. Confirm that each destination group contains a view for its object, then submit a small test response. Forms creates new records from the saved configuration; it does not merge the response into an existing contact or company.
Privacy and safety
Treat a public form link like a public intake channel. Ask only for information you need, explain what the form collects, and choose destination groups with the right access. Review automatic values, redirect URLs, and the generated embed before publishing. If a link has been shared too widely, reset it and replace the old copies.