Getting Started Guide – Adding Form Fields

Lesson 7

In this lesson we’re going to cover:

  • What form fields are and why they are useful
  • How to add form fields step by step
  • What to do if you get stuck
  • What using form fields makes possible

Estimated time for this lesson ~ 20 minutes

This lesson is part of our onboarding program. Find out more about what you’ll learn from the program when you’re getting started.

What are form fields

Form fields are handy little widgets that allow you to collect data within your checklists. They can pass that data on to other parts of your checklist, and even share the data between other platforms or apps (we’ll get back to this final part later on).

They are super easy to add to your templates, by dragging and dropping them as you build out your process – remember there’s no coding needed to use Process Street! #NoCodeMovement

How to add form fields

Find the template you’d like to work on, or create a new blank template. Click edit this template and look over to the menu bar on the right of your screen.

Pro tip: Collapse the content fields at the top of the right hand menu and expand the forms section so you can see the form fields clearly.

Some of the form fields can be used as variables, which allow you to pull data to other places. We’ve mentioned which ones you can use as variables below, and we’ll explain more about how to use them later on.

Short text field

Use the short text field for up to one line of text. We often use this to collect First name, Last name, or a Company name for example. This form field can be used as a variable.

Long text field

Use the long text field when you’d like more space for someone to type in a response that has more than three or four words. For example, you could submit an address, notes from a conversation, or meeting minutes in this field. This form field can be used as a variable.

Email field

When you use the email form field, you can collect email addresses and also use that email in our Send Email widget, which you’ll learn about in your next lesson. This form field can be used as a variable.

Website field

Use the website form field to collect not just website links, but any kind of URL, like a link to a Google doc. In this use case, you could use it to capture a link to the candidate’s LinkedIn profile. This form field can be used as a variable.

File upload field

Use the file upload form field to allow the person completing the checklist to add any type of file, including images, documents, signed contracts or CV’s into that checklist. In this use case, we’ve added two, but you can add as many as you need! This form field can be used as a variable.

Date field

Use date form fields to set, for example, a date and time for a project, a holiday or to let someone know the date for your next meeting. This form field can be used as a variable.

Drop-down field

Using the drop-down form field allows you to add a question that allows for only one answer to your checklists. For example, if you’d like a customer to pick one out of a list of all your products, or if you ask a question with a Yes or No answer, use this form field. This form field can be used as a variable. 

Pro tip: Use the backspace key to delete options you don’t need, or hit the enter key to add more options.

Multi-choice field

If you’d like the person using the checklist to enter more than one option or multiple selections, for example, two or three or four products from your list, then this is the form field you’ll want to use. This form field can be used as a variable.

Pro tip: Use the backspace key to delete options you don’t need, or hit the enter key to add more options.

Hidden field

If you’re not thinking about automations and integrations just yet, then save using this form field for much later in your training. But because you can see it in the template editor, we’re going to give you a quick rundown of what it does.

You can use the hidden field to record things like a customer ID, social security number or any other unique ID which is not subject to change. This field is only visible to you in the template editor and not to the person using the checklist. It can only be completed by using an API or integration through an integration tool like ZapierThis form field can only be used as a variable, you cannot manually enter data into it.

If you already know how to use this and how to set up integrations, then great! Let’s look at the final form field in your list.

Members field

This is another form field that requires some advanced knowledge, as it’s mostly used for setting up Role Assignments, which we’ll cover in more detail in a later lesson. This form field can not be used as a variable.

Required fields

You can set form fields to be required fields so that when someone is filling out the checklist, they can’t complete that task (or checklist overall) before they have filled out the required data. Tick the little box highlighted below a form field to make it a required field. Note that if you’re using sub-tasks like the example below shows, then all of the sub-tasks become required too.

Not sure or got stuck?

What’s the difference between Content fields and Form fields again? This is our handy way of remembering the difference: Content fields are used to share or give information, whilst form fields are used to collect or gather information. Got it? Good!

Not a lot can go wrong when you’re dragging and dropping form fields into your template editor, but if you find that one is in the wrong place you can easily move it. Moving form fields around can be done in two different ways, either by using the up and down arrows or by dragging and dropping it into a new location. See the example below for how you can do this.

If you want to duplicate one or more of your form fields, you can do that too. Look for the little stack of papers icon in the bottom right corner, we’ve shown you this in the example below too. And in the top right corner is a little X where you can delete the form field if necessary.

Using form fields allows you to do more

We’ve let you know which form fields can be used as variables, but we hear you asking – What are variables anyway? Good question!

Variables come in two forms, global variables that are built into your checklists, and variables that you create when you create form fields. The more form fields you add, the more variables you will have access to. You can add variables anywhere in the template editor where you see the magic wand icon

Variables allow you to use data you’ve collected in your checklist in other parts of your checklist, as well as pushing that data out to other apps via an integration. Say you want to add a summary of all the form fields you collected in a checklist so a manager can take a quick look, without having to go through the whole checklist – variables let you do just that!

In another example, you have collected the name, email address and contact details of a new client in your checklist. You don’t want to have to type out that information again in your CRM, so you can use an integration to look up those form fields and pull that data directly into your CRM. Clever stuff, eh?

Pro tip: Don’t name all your form fields (variables) in a similar way, e.g. by always using ‘Meeting date’ for all meeting dates even on separate tasks. Instead, try naming them in a specific way, for example: ‘Sales Meeting date’ or ‘Project Meeting date’, as this will allow you to identify the correct one you want to use when you need to search for them.

Remember that all the data captured in your checklists can be viewed and exported from the Template Overview at any time.

Case Study

One of our customers, Alarca Realty, have really seen the benefits of using Process Street in their business. Their team..

“..greatly benefited from the ability to create complex workflows without making them confusing or difficult to follow. This is in large part thanks to the fact that each task can include various details such as sub-tasks and other form fields that keep the checklist compact and elegant while including rich information.”

Put it into practice

  • Head over to your template editor to start building in some form fields
  • Add in some variables if you’re ready to do that
  • Then run a new checklist and start filling out your form fields
  • Complete the updated checklist when you’re done
  • Finally, take a look over at the Template Overview to see how that data displays

Extra resources

Next up…

Now that you understand the basics of form fields and variables, we’re going to show you how to use them in our Send Email widget. This is going to save you lots of time and you’ll never have to double-type data again when you’re sending out an email. Ready? Let’s go!

Next Lesson >

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