How to Use Form Fields

Form fields are a fantastic way to record every piece of important data related to your checklist, and automatically populate other apps with that same data.

Note: In order to add or edit form fields in templates, you must be an administrator or a member who has been given ‘can edit’ access by your administrator. 

Forms introduction video

Getting started with Form Fields

Start by selecting the template you wish to edit. Click the cog next to the template name, and then “Edit this template” in the right hand menu:

Pro tip: Collapse the content section to make form fields more visible (the gif below shows you how to do this).

Select the task you wish to add form fields to, then hit the form field button, and select your chosen field.

Drag and drop the required form field into place in the center of your screen. Give your form field a name. Save changes to your template when finished.

A longer forms example

How we built the process above

Want more information about how to automate your checklists? Check out our ebook on how to use Zapier to automate tasks.

Different form fields explained

When you add a form field, you must give it a name or label. This allows you to identify different forms when using them as variables. (More on this below).

Short Text Field

The short text field is best suited for recording aspects such as employee or company names – any data which is guaranteed to be no more than a couple of words. This form field can be used as a variable.

Long Text Field

The long text field is best utilized for extra details or any information which is likely to go beyond 3 to 4 words. For example, you could record additional inspection or meeting notes, a support conversation, or an address.  This form field can be used as a variable.

Email Field

Email fields do exactly what they say on the tin; they store email addresses. Using these instead of the standard single line fields will allow you to quickly differentiate between email addresses and other information, as the symbol is unmistakable.

Storing email addresses in these fields also makes it easier to integrate your checklist with another app to send emails automatically. The information is separate and so easier to locate.  This form field can be used as a variable.

Website Field

Website fields are specifically designed for storing URLs. Much like email address form fields, it is easier to distinguish them from single line field data, but also to make API integration a cinch.  This form field can be used as a variable.

File Upload Field

The file upload field allows the user running a checklist to upload any important file of their choice into the checklist. For example, if an important document needs to be signed, a copy of the signed version can be scanned and then uploaded to your checklist for safe keeping.  This form field can be used as a variable.

Date Field

Date fields are perfect for just that – dates. Whether you’re recording the date that a checklist is run, a due date for a particular task, the time of a support conversation or even the start and end of an upcoming holiday, any and all important date (and times) can be set in stone.

Date fields can be used in Conditional Logic, and can be used to set Dynamic Due DatesThis form field can be used as a variable.

Once you have run a checklist with a date form field in it, you are able to select a date. (Adding a time here is optional).

For any automations or dynamic due dates where you haven’t set a time, the default time will be 8am PT.

Note: To strip out the time from a date field in automations, you can use Zapier formatter

Dropdowns are a fantastic way to add some multiple choice into your checklists. If a vital task has several potential completion results, use a dropdown and type in the potential outcomes for the user running the checklist to select from.

For example, a potential drop-down could be “Project Status”, and the options could be “Incomplete”, “Waiting Review” and “Complete”.

Dropdowns can be used in Conditional Logic.  This form field can be used as a variable.

Multi Choice Field

The multi choice field is similar to the dropdown field, except that multiple options can be chosen at once instead of only one.

An example would be that you have multiple options that you can include in a package for a client, with the multi choice field you can select all of the relevant options that the client wants.  This form field can be used as a variable.

Note: Multi choice form fields can be used in Conditional Logic.

Members Field

The member’s field displays a list of users from your Process Street account. You can also limit the list to only display users in a certain group.

This is a useful field when you are organizing work. For example, in an employee review, you might want an employee to choose their manager from a group of managers. Or for New Client Onboarding, you could specify who the client’s Account Manager is. This form field can not be used as a variable.

Hidden Field

A hidden field can only be seen in the template edit view and can only be filled in by populating the field with data using our API or a Zapier integration. This field is best suited for recording vital information which will never change and is unique.

For example, an email could change, so it’s best to store it in a single line field. However, a customer ID from your CRM will never change; this, along with any other kind of ID, is the main use for hidden fields.

This form field can only be used as a variable, you cannot manually enter data into it.

Required Fields

Sometimes it is critical that certain fields are completed when completing a task. To make a field required, simply check the ‘Required Field’ button underneath the field while editing a template.

Form Fields as Variables

The information in form fields can also be pushed into other text or email widgets in your checklist, or even into other apps using integration links or checklist run links.

For example, you could set up an email address form field to capture a client’s email address. Then, when the form field is filled out, that information can be pushed into a text or email widget without having to manually copy and paste.

Learn more about how the other widgets work:


 

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