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.
In this article we will go over the following:
How to Set Up Share Options
After you have finished creating your Form you'll want to configure your settings so that the Form entries can be shared with the relevant stakeholders. To configure the sharing options, follow these steps:
Access the Forms feature from the left sidebar, and enter the relevant form.
Click on Options, Settings, and enter the Sharing tab.
Above the share options, select the Entry format to decide if the recipient should receive the form entry embedded in the Email, as a PDF attachment,t or as a link to download.
Decide which user details to include in the Email (these are based on the user profile fields).
After setting this up, you can choose from four form-sharing options to ensure the right person always receives the form entries.
Auto-share all entries with
Advanced Auto-share
Recipient List Selection
Recipient Email Input
Let's go through each option!
Option 1: Auto-share All Entries With
Enabling the first option ensures that all new entries are automatically shared with specific users, the user’s direct manager (as defined in their profile), or any email address. You can select one, multiple, or all of these options. This is a great way to stay on top of every entry and keep managers consistently informed. For example, an accountant can automatically receive all form entries related to business reimbursements.
Option 2: Advanced Auto-share
This option allows you to set additional rules, including specific conditions, for automatically sharing new entries, meaning the entries will only be shared if the conditions 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.
In the example below, you can see that a rule has been created called Incident - Injury, which will only send a new entry automatically whenever a user marks the incident as 'injury', in the form.
To create a new rule, follow these steps:
Under Advanced auto share, click on Add rule.
Select a title for your rule.
Under Recipients, select whether you would like new entries to be sent to specific users in the platform, the user's direct manager, or an external email address.
Select the condition for this rule, so that only if this condition is met, the entry will be automatically sent. In the example below I set the condition to the 'type of incident' is injury.
You can also add additional filters by clicking on Add filter. For example, if you would like for the condition to be the 'injury' incident type, for a specific smart group.
Option 3: Recipient List Selection
This option is ideal when form entries need to be shared with specific individuals based on certain scenarios. For example, in a construction company, multiple teams may complete the same incident report, but each team’s manager should receive their respective submissions. To set up this option, follow these steps:
Toggle this option on and select a title for the list (for example, select your direct manager)
Next, select whether you would like to present the user with their direct manager, or manually add all managers and their display names (the name that the user will see).
You can also add an external email address and set a display name for it.
Finally, select whether you would like to require users to select at least one recipient, and whether to allow users to select multiple recipients (if they have two managers for example).
This is what it will look like on the user's end when submitting the form:
Option 4: Recipient Email Input
There may be times when you want users to share a form entry with someone whose email you don’t have. For example, if an employee completes a cleaning job at a client’s residence and the client wants a report of the work done, this option is the right fit! It allows users to manually enter any email, such as the homeowner’s, ensuring they receive the form entry as well.
This is what it will look like on the user's end, when submitting the form:
How Shared Entries Will Appear
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 with an email listed in their user card or manually added an email address, they will receive the entry via email, which will appear as follows:
With a downloadable link
With an attachment
In the email body
*Advanced Auto-share is Available from the Expert Operations Plan*
Summary
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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