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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 a release for the table is not necessary. Thus, forms are particularly suitable for data entry and editing by a large number of other people.

Familiarize yourself with SeaTable's form function to conveniently collect data via web forms!

Types and functionality of web forms

SeaTable knows two types of webforms:

  • Classic Web Form: The classic web form is ideal for surveys and structured entry of new data. A classic web form cannot be used to modify existing data. Calling the form link does not require a SeaTable user account.
  • Collection form: Collection forms make it easy to update and expand data created by the team. In the tabular representation of a collection form, only the data records that the user has created are displayed to the user. All other data records remain hidden. A collection form can only be accessed by one team member.

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

The creation and administration of forms takes place in the form administration. All created forms are saved there. You open the form administration with a click on the Web Forms button in the top right of the table view.

The forms displayed in Form Management always refer to a table in the open Base. Therefore, when working on forms, you must always select the relevant table and view first.

Classic form

Create classic form

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

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

Now enter the name of the new web form. This name will also be displayed in the form management. Therefore, use a short, concise name to keep track of many forms. Of course, you can also adjust 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, via these two elements, customizing the web form to your wishes and needs is made quick and easy.

In the draft mode on the left, you can specify per field if

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

For single and multiple selection 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:

  • To which table is the form linked?
  • Which columns should be displayed in the form?
  • Should a notification be sent when the form is sent?
  • Who can 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 will adjust automatically. If you deactivate a column on the right in the settings, it will be hidden immediately on the left in the design. 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 what the form looks like outside of draft mode, click the Web Form Page button in the upper right corner. The form then opens in a new tab as a participant would see it.

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

You can get 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 by the access permissions defined in the form properties.

Test form

Extensive tests avoid 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, you can do this by clicking the Web Form Page button. From the table view, first call 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 stored in the linked table. Do not forget to delete the test data for the evaluation from the table.

Customize form

You can customize web forms at any time using the web form editor. To return to Editor, access Forms Management, hover the mouse cursor over the form name, and then click the pencil icon to the right of the name.

Delete form

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

Data collection rorm

Create collective form

Open the form administration. The form administration presents itself as an empty list if no forms have been created in Base yet. Otherwise, the already existing forms are displayed in the dialog 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 will also be displayed in the form management. Therefore, use a short, concise name to keep track of many forms. Of course, you can also adjust the name later in the form editor.

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

Via the form settings on the right 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 the Collective form button at the top right. The collection form will then open in a new tab. You will only see the entries in the table that you created, i.e. you will see the table as if someone 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.

Customize collection form

You can customize collection forms at any time using the web form editor. To return to Editor, access Forms Management, move the mouse pointer over the name of the form, and then click the pencil icon to the right of the name.

Delete collective form

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

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