Forms are a great tool for every team, providing tremendous value in terms of time-saving, standardization, information flow, compliance, and more. Our Forms feature allows your employees to fill in reports, forms, checklists, requests, and more, all from their mobile app. Better yet, with the various share options we offer, employees can notify the people who need to be in the loop with just a press of a button. This article will discuss the different options for sharing form entries with the relevant personnel and how to set them up, as well as how it looks for the user on the mobile app.

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After you have finished creating your Form you'll want to configure your settings so that the Form entries can be shared with the correct stakeholders. To configure the sharing options, access the form, and click on Options > Settings > Share options.

At the top of the share options, choose if the receiver should receive form entries over email as a direct attachment, link to download, or in the email body.

After you have set that up, you have three form-sharing options to choose from to ensure that the right person will always receive the form entries:

Let's go through each option.

The first option allows each form entry to be shared automatically with any user in your Connecteam account, any external email address, or your users' direct manager. This is a great option to choose from to ensure that you are on top of every single entry or if you need managers to consistently be in the know. For example, an accountant of a business can be sent every form entry submitted for business reimbursements.

On the expert plan, you are also able to create specific filters for your form entries, meaning the entries will only be shared if the criteria are met. This is convenient for when you need the relevant stakeholders to be alerted if a certain field was or wasn't met, or when you need to receive entries from a specific department only.

The second option is great to choose when you might want to have the form entry shared with a specific person depending on a specific situation. For example, in a construction company, you may have several teams fill out the same incident report, but each team has a different manager who should be receiving the form. This is when option two really comes in handy.

This is how it will look for your users when submitting the form:

When you have a form that should go to different departments, you can fill out the column on the right with different department names that each receiver listed represents. Only the text appearing in the category on the right will appear; the receiver's name won't be shown. This is helpful for directing the form to the correct department, and it is especially useful when you would like the receiver to remain anonymous. For a hotel, a lost and found report sent to a number of departments can help alert the front desk, janitorial staff, and restaurant tall at once that a customer's belongings went missing.

This is how it will look for your users when submitting the form:

💡 Tip: At the bottom of option 2, you can also allow your users to add their direct manager as an optional recipient, select multiple users, or make a selection required so they have to choose at least one user from the list, ensuring that the entry is shared at least once.

There will be times when you will want your users to share a form entry with someone, but you yourself do not know their email. An example could be an employee doing a cleaning job at a client's residence and the client would like to receive a report about what the cleaner had done throughout the day. That is when option 3 comes in handy; it allows your users to select add any email that they want, in this specific case the homeowner, ensuring that they also receive the form entry.

This is how it'll look for the user:

If a user was selected during the sharing process, the user will be able to view the form entry within the Connecteam app by going to profile > shared with me.

If you selected a user that has an email address listed in their user card or if you just added an email address to share the entry with, they will also receive it in their email which will look like this:

In this article, we went over how you can set up share options for when a user submits a form entry. We showed you each of the available options and how they look from the admin's side as well as the user's side. When introducing each, we also provided examples of how a business could use the option for their day-to-day functions. We hope this gave you some inspiration for how you can use Connecteam to increase efficiency in your workplace and to ensure the right people stay connected!

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