Creating a Form in Productive

Forms in Productive help you collect structured information for project requests, approvals, feedback, and more. Follow these steps to create a form tailored to your needs.

Forms and Permissions

By default, users with Admin, Manager, and Profitability Manager permissions can access the Forms tab within projects, create and edit forms, and view form responses. Restricted Managers and Profitability Managers can do so only in projects they are added to.

If needed, you can adjust Form permissions in the Permission Builder.

For example, enabling the "Manage forms" permission, saving the set, and assigning it to a user with Staff or Coordinator permissions.

However, for the user to access a specific form, it must also be shared with them directly via the form’s sharing settings.

Building a Form

Step 1: Access the Forms Builder

Open the project and navigate to the Forms tab.
Click + Form to start building a custom form.

Step 2: Set Up the Form Details

Name your form – Choose a clear and descriptive title (e.g., Project Request Form).
Add a description (optional) – Provide instructions or context for users filling out the form.
📌 Tip: Need more space? Simply drag the description text box to expand it.

Step 3: Add Form Fields

Customize your form by adding fields based on the information you need. Click on the fields or drag and drop them to the form.

Available field types include:

Custom Fields - Allows users to select or input any values corresponding to the task and project custom fields.
Text – For brief inputs like names or titles or longer, for detailed responses.
Number - For numerical values.
Date – To capture deadlines or request dates.
Single-Select Dropdown – To allow users to select one choice from the options defined in the form.
Multi-Select Dropdown – To allow users to select one or more choices from the options defined in the form.
File Upload – If users need to attach documents.

📌 Tip: Drag and drop fields to reorder them for better organization.

Step 4: Publish the Form

Click Publish in the upper-right corner to define who can access the form link and submit responses.

Select one of the following access levels:

Nobody – No form submissions accepted as no responder link will be generated.
Project members – Only users and clients added to the project can open the form and respond.
Everyone in your organization – All users and clients in your organization can access the form and respond.
Anyone with a link – The form is public; anyone with the link can submit a response.
📌 Tip: If you decide to make your form public, make sure to include a required field as a question, prompting your respondents to enter their names and/or emails.

Copy the responder (form) link to share.

Step 5: Configure Form Sharing

When you're done setting up the form questions, click Share in the upper-right corner.

Choose who can access the form—both the form questions and submitted responses. You can share it with individual team members, teams, clients, or a combination of these.