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
Navigate to Forms from the main menu.
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: Configure Form Sharing
Click Share in the upper-right corner when you're done configuring the form questions.
Choose who can access the form, including the form questions and answers. Choose between individual team members, teams, clients, or both.
Note: the Project Manager cannot be removed from the sharing options!
Set who can access the link to your form and submit answers. For now, only project members are able to submit answers to the form.
Copy the responder (form) link to share.
Preview Your Form
Click the responder link to see how your form appears to those filling it out.
This opens the form in a new tab, giving you a firsthand look at the responder experience.
Next Steps
1) How to Use Automations and Forms?
Now that your form is live, learn how to automate actions based on submissions. Read the next guide: How to Use Automations and Forms?
2) Managing Forms Efficiently
Learn how to edit, track, and archive forms in the next article: How to Manage Forms?