Forms allow your employees to fill in reports, forms, checklists, requests, and more, all from their mobile app. Gone are the days of filling out paperwork using pen and paper and storing them in the file cabinet. With Connecteam's Forms, everything is digitalized and accessible on the go.
With Conditional forms, you can create forms which really work for you. Instead of creating many forms, for different groups of employees or tasks. Conditional forms lets you untie forms, by creating a form that shows the user only the relevant information and fields, based on their answers.
In this article we will go over:
The Benefits of Using Conditional Forms
There are many benefits to using conditional fields in your form some of these include:
Create Less Forms - There ability to create powerful forms that show questions based on your employees previous answers, lets you the admin create one form which contains everything.
Ease of Use - create forms that are simple for your employees. No more skipping irrelevant questions.
Information management - ability to receive only accurate and relevant information
How to Create a Conditional Form Step By Step:
Creating a conditional forms begins like creating any other forms. The only difference is that some of the questions will only appear only if.
In this example we will use the example of creating a lunch requests form, but the same principles and conditions discussed can apply to any form you create.
Step 1: Create a Form
Navigate to the forms feature on the left side bar and add a form.
Below you can see I created a Lunch Requests Form.
Step 2: Add Fields and Set Conditions
Now that you created the form it's time to add the fields.
To add fields click on the add fields button and add any fields you want employees to fill out.
In the example below you can see I added a few fields such as select your order (drop down field), do you have any allergies (yes/no), what allergies do you have (open text), do you want to make any changes to your order (yes/no), and what changes do you want to make (open text). You can see I also set two of these questions (Question 3 and 5 to be conditional). Below we will go over how I did that.
To learn about which fields can be created in a form check out this article.
While I was creating the questions, I needed to set the conditions.
As seen above in this form we have two. Lets go over how I set up each of these one by one.
Example 1: I only want the question- what allergies do you have to appear if my employee answers YES to the question do you have any allergies.
So, when creating the question what allergies do you have i will toggle on the set a condition for showing this field option.
Then i will set the show only if to be question 1: do you have any allergies and the answer is to be YES. Then i will press confirm condition and finally confirm to save the question.
Take a look at how this looks below:
Example 2: I only want the question - what changes do you want to make to your order to appear if my employees answered YES to the question do you want make changes to your order.
So when creating the question what changes do you want to make to your order i will toggle on the set a condition for showing this field option.
Then i will set the show only if to be question 4: do you want make changes to your order and the answer is to be YES. Then I will press confirm condition and finally confirm to save the question.
Take a look at how this looks below:
Pro tip: Please note If you choose to rearrange your form fields AFTER setting the conditions then you will see a warning that the conditions no longer apply.
Take a look at this below:
Examples of Conditional Questions
Now that you have the basics down, and together we have created a form lets go over a few examples of how conditional questions could be used.
Example 1: Form for Accidents
Lets say I have a form for accidents for my drivers.
In this form I might have the question was anyone injured?
Only if my employee answers YES would do I want to get the information of the injured person. To do this I can use conditional fields.
I can create the questions for the information of i would to gather on the injured person such as:
What are the injured persons name,
Scan their ID card
Upload photos of their injuries.
Then I can toggle on the set the condition for each of these to be show only if was anyone injured? and answer is YES.
Take a look at how this looks for one of the questions below:
Example 2: End of Shift Form
Lets say I have an end of shift form with the question is the job finished?
If the answer to the job is finished is YES, then I might want to get specific information from my employe such as images of the completed job or a signature from the site manager. If the answer to the question is the job finished is NO, then i may want to get list of what my employee worked on at the job that day. To do this I can use conditional fields.
I can create fields for the information I would want to get if the Job IS finished such as:
Images of the completed job
The site manager signature
Then I can set the conditions for these questions by toggling on the set the condition for and setting the show only if to be question is the job finished and the answer to be YES.
I can also create fields for the information I want to get if the Job IS NOT finished such as:
A list of what my employee worked on that day
Then I can set the conditions for these questions by toggling on the set the condition for and setting the show only if to be question is the job finished and the answer to be NO.
Example 3: Feedback Form
Let's say I have an employee feedback form. I may have questions such as how much do you enjoy working at the company.
If the my employee rates the experience positively I might want to leave it at that. If the experience is rated negatively however I might want want them to ask them what could be improved. For this I can use conditional fields.
I can create a question which is please elaborate on how your work experience can be improved. The I can toggle on the set the condition for and set the question to be how much do you enjoy working at the company and the answer to be 3 stars or less. Take a look at how this looks below:
In this case it wont matter if the employee rates their experience at 1 star or 3 stars the question of elaborate on how your work experience can be improved will appear for both of them.
Conditional Forms Tip and Tricks
When creating conditional forms there are a few tips and tricks to make the process simpler.
You don't have to necessarily decide and set the condition while creating the form fields as shown above. You can first create all the fields first, and then hover over them, select edit, and add the conditions. Take a look at how this looks below:
You can always try out your conditional form in the preview section. If you want to try answer a question multiple times, you can do so by clicking on the reset preview. Take a look at how this looks below:
In this article we learned about the forms capability of conditional fields. We learned what the benefits of using them are from creating more personalized forms which are easier for your employees, having to create less forms, and much more. We learned how to create a form using conditional fields from start to finish, and we went over some examples of when conditional fields could come in handy.
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