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Web forms

Forms are the means of choice for allowing team members and external third parties to enter and, if necessary, change data in tables. A form is accessed with a link and it is not necessary to share the table. Thus, forms are particularly suitable for data entry and editing by a large number of other people.

Get familiar with SeaTable's form feature to conveniently collect data via web forms!

Types and functioning of web forms

SeaTable knows two web form types:

  • Classic web form: The classic web form is ideal for surveys and the structured collection of new data. No existing data can be changed with a classic web form. Calling up the form link does not require a SeaTable user account.
  • Collective form: Collective forms make it easy to update and expand data created by the team. In the tabular representation of a collective form, only the data records that the user has created are displayed. All other data records remain hidden. A collective form can only be called up by one team member.

In each base you can create and save any number of forms - web forms and collective forms.

Forms are created and managed in the form administration. All created forms are saved there. You open the form administration by clicking on the Web Forms button at the top right of the table view.

The forms displayed in the form administration always refer to a table in the opened base. You must therefore always select the relevant table and view first when working on forms.

Classic form

Create classic form

Open the form administration. The form administration presents itself as an empty list if no forms have yet been created in the base. Otherwise, the already existing forms are displayed in the dialogue that opens.

You create a new web form by clicking Create Web Form at the bottom of the form administration and then selecting Classic Form.

Now enter the name of the new web form. This name is also displayed in the form administration. Therefore, use a short, concise name to keep track of many forms. Of course, you can also adapt the name later in the form editor.

Now the web form editor opens with its two-part view: on the left, the web form is displayed in design mode (i.e. with editing options); on the right are the web form settings. As you will see, these two elements make it quick and easy to adapt the web form to your wishes and needs.

In the draft mode on the left-hand side, you can specify per field whether

  • a field is a required field,
  • a field receives a supplementary completion note,
  • the display of the field depends on a condition.

For single and multiple choice fields, you can also specify whether the values are displayed as a list or as a dropdown.

You can make the following choices using the web form settings on the right:

  • Which table is the form linked to?
  • Which columns should be displayed in the form?
  • Should a notification be sent when the form is sent?
  • Who may access the form?
  • Does the form contain an introductory and/or a concluding note?
  • What message is displayed to the participant after submitting the form?
  • To which website will the participant be redirected after submitting the form?
  • Does the form have a submission deadline?

The fields available in the form depend on the table selected via web form settings. If you change the relevant table via the selection field, the available fields in the design mode and in the settings adjust automatically. If you deactivate a column on the right in the settings, it is immediately hidden on the left in the draft. The names and order of the fields are taken directly from the underlying table. It is not possible to change these in the web form editor. This must be done in the table view.

To check how the form looks outside of draft mode, click on the Webform Page button in the top right-hand corner. The form will then open in a new tab as a participant would see it.

Before you send the form or make it publicly available, you should test it thoroughly.

You can obtain the web link for the form in the web form editor via the Share button or via the form administration by clicking on the Share icon. Now send the link to the recipients or embed it on a landing page. Access to the link is controlled via the access permissions defined in the form properties.

Test form

Extensive testing avoids frustration on the part of the recipients. Problems can be caused by ambiguities or conflicts in the form. In the worst case, a form cannot be submitted because a mandatory field cannot be filled in (e.g. if no values are defined for a single selection).

Open the web form for testing. From the web form editor, this is done via the Web form page button. From the table view, first call up the form administration and then click on the name of the web form. In both cases, the web form opens in a new browser tab.

Values entered in the form are saved in the linked table. Do not forget to delete the test data for the evaluation from the table.

Customise form

You can customise web forms at any time using the web form editor. To return to Editor, call up the form administration, move the mouse pointer to the name of the form and then click on the pencil icon to the right of the name.

Delete form

You can delete web forms at any time via the form administration. Move the mouse pointer to the name of the form and then click on the trash can icon to the right of the name.

Data collection form

Create collective form

Open the form administration. The form administration presents itself as an empty list if no forms have yet been created in the base. Otherwise, the already existing forms are displayed in the dialogue that opens. To create a new collective form, click on Create Web Form at the bottom of the form administration and select Collective Form.

Now enter the name of the new web form. This name is also displayed in the form administration. Therefore, use a short, concise name to keep track of many forms. Of course, you can also adapt the name later in the form editor.

The collective form editor then opens with its two-part view: On the left, the form is displayed in a preview, on the right are the collective form settings.

Using the form settings on the right-hand side, you can select for each column whether it should be displayed in the collective form. (Columns of the type employee, formula, link, creator, last editor, creation time and processing time are generally not displayed in a collective form).

To check what the form looks like, click on the Collective form button at the top right. The collective form then opens in a new tab. You will only see the entries in the table that you have created, i.e. you will see the table as if someone had sent you the form link.

You can obtain the web link for the form in the collective form editor via the Share button or via the form administration by clicking on the Share icon. Now send the link to the recipients.

Adapt collection form

You can customise collective forms at any time using the web form editor. To return to the editor, call up the form administration, move the mouse pointer to the name of the form and then click on the pencil icon to the right of the name.

Delete collective form

You can delete collective forms at any time via the form administration. Move the mouse pointer to the name of the form and then click on the trash can icon to the right of the name.