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Forms

Forms lets you build forms for people to fill in, such as purchase requests, leave requests and sign-ups, and surveys, such as satisfaction surveys or quick polls. Every answer becomes one row in Tables. Open it from Workspace › Forms.

The main page is split into Forms and Surveys, and into Open for answers and Drafts and closed.

Forms vs. surveys

  • A Form lays out its fields in rows and columns; you can drag in fields, headings and text. It knows who filled it in, and people can edit their own answers. Good for requests such as purchases, leave and sign-ups
  • A Survey asks one question at a time, with star ratings, NPS scales and Likert grids. It can be anonymous, allow one answer per person, and summarise the results as charts

Create a form or survey

  1. Click Create and choose Form or Survey
  2. Give it a name, such as “Purchase request”
  3. Choose where the answers are kept
    • Make a new table for the answers, or
    • Write into an existing table — its columns become the fields (click Choose a table)
  4. In the Design tab, add questions and fields. Every new question becomes a new column in the answers table
  5. Click Preview, then Save
  6. Click Open for answers when you’re ready

Only people with permission to design tables can edit forms.

Form settings

The Settings tab has options such as

  • Anonymous — nobody, including the owner, sees who answered
  • One answer each and People can edit their own answer
  • Each answer needs my approval — answers wait on the Approvals page, and the table gets an approval status column
  • Notify me of new answers by email or LINE (if LINE can’t be sent, email is used instead). Each LINE notification uses the company’s monthly LINE message quota
  • Opens, Closes and Most answers
  • After sending and When closed messages
  • Show a progress bar, Let people check their answers before sending, Shuffle the questions
  • Email people a copy of their answer
  • The form’s Colour
  1. Open the Share link tab and click Create the link
  2. Choose Who can answer
    • Anyone with the link — no sign-in. Good for applicants, customers and suppliers
    • People in this organisation — they must sign in to Colab first
    • Only the people I choose — they must sign in and be on the list
  3. Set Link stops working on if you want
  4. Copy the link to send it, download the QR code, or Copy code to embed it in a web page

People who open the link see only this form, none of Colab’s other menus. If the form is still a draft, the link works once you click Open for answers. People answering can attach files of up to 10 MB each.

  • Click Make a new link and the old link stops working immediately
  • Click Turn off and people holding the link can no longer open it

View answers

  • Form: click Open the answers table to see every answer as a row in Tables
  • Survey: open the Results tab to see the charts

Under the form’s name you can see what it is Connected to: the table that keeps its answers, and the Automations that run when a new answer arrives.

Fill in someone else’s form

A form that is open for answers has a Fill in button (forms) or Answer button (surveys). If you have already answered, it shows You answered; click View my answer, and if the form allows it, edit and click Save changes.

Close or delete

  • Click Stop answers: answers already sent stay in the table, and you can open it for answers again later
  • Click Delete: the form goes to the trash, but its answers stay in the table

You can ask Summy too

  • Create a form or survey, edit questions, open or close it for answers, and delete it
  • Create or turn off a public link (you confirm on a card)
  • See a summary of the answers, and which tables or automations a form is connected to
  • Fill in an internal form for you, such as a leave request, and edit an answer you’ve already sent