Forms Lite Overview
Please note that this feature has been deprecated and may be relevant for some legacy Beekeeper plans only.
Forms Lite allows you to create 1 form to start digitizing common workplace processes.
Frontline employees can submit information directly to the appropriate manager, eliminating the need for paper-based solutions. Managers can then process the already digitized information with ease.
Once the form has been created, it can be added to your Shortcuts, or it can be shared as a link in Streams, Chats, or Campaigns.
Each form can be submitted to a Stream, a Chat, an email address as a PDF file or to a Webhook. If you'd like to link to other external destinations, for example Google sheets, you can use Zapier to do this.
When filling out a form, the process can be stopped and resumed later on, as the progress is being stored automatically on the user's device.
As many of the paper checklists our customers want to digitize contain pictures or written instructions, we have introduced the possibility to attach those to the digitized form. Admins can attach instructions as PDFs or images (jpeg or png) to their forms.
You can create more than 1 form by upgrading to the full Forms feature. If you are interested, please reach out to your Customer Success Manager or use the link below to submit your request.
How do I create a form?
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Go to the Dashboard and click Toolbox, then Forms
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Click “Add New”
- Give your form a title
- Enter your first question, question description and select the type
- To add more questions, information fields, images or a date field, click the ‘+’ button. Images have a maximum size of 10 MB.
- You can also attach instructions as PDFs and images (jpeg and png) to a form field.
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Click ‘Save’ and then click ‘Share form’
- To share a QR code linking to your form, go back to the list of forms, click the cog icon and select ‘Get QR Code’
- Create a new Shortcut, pasting the link that you’ve just copied.
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Depending on where the submitted form should be sent to, click Connect Submissions and send it to an email address as a PDF, to a chat, a stream or connect it to a Webhook.
Form creation and edit permissions
We have introduced more possibilities to collaborate on Forms:
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Group-, location- & global admins can all create Forms;
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Once you’ve created a form, you will be able to also add other admins (group-, location- & global admins) who can manage the form with you; we call them collaborators.
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If someone has access to manage the form with you, it means that they can view the form in the dashboard, make changes to it, view downloaded excel exports and much more.
Here is how you can add collaborators to the form, that you created:
- Pick a form in the dashboard and click the gear icon.
- Click the option Set Access.
- Type names or pick from drop down menu, then click done.
Form viewing permissions
You can set that ‘everybody’, or that groups or individuals or locations of people can view the form to be filled out. This way only eligible users can see the form that is relevant for them.
Form submission link access permissions
You can set that ‘everybody’, or that groups or individuals or locations of people can view the form submissions.
This is important for a lot of our customers' use cases; for example, if a form around maintenance issues is being routed to a ‘Maintenance Team’ stream with mostly non-admins, then these reports wouldn't be very actionable if these team members could not view the maintenance report.
How do I connect a Form with Zapier
Beekeeper Forms can utilize Webhooks to trigger events to happen when a form is submitted. This functionality can be anything from entering the form data into a spreadsheet, or send an email to a specific person. Explore the possibilities of Zapier here.
To connect a webhook for this functionality is quite straightforward.
- Within Zapier, create a Catch Hook trigger event with Webhooks by Zapier. Following the setup wizard, copy the Custom Webhook URL to your clipboard.
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Within Beekeeper, select the Edit Webhook button at the base of the page.
- Paste the copied Custom Webhook URL to the dialog box and hit Save.
- Visit this help center article to complete the setup.
How do I view the submitted data in a Worker Bee?
You can either see the submitted data in the submission link set up in step 10 or add the data directly into a Worker Bee to be sent to a stream or a chat. To do so:
- Create a test stream.
- Create a Worker Bee and write {{data}} in the Worker Bee text. Make the output go to your test stream.
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Fill out the form. The newly created form fields IDs will be randomized. The result will look like this:
To set up your Worker Bee nicely, go into the text of the Worker Bee and:
- Add the placeholder {{mention_actor}} to tag the submitter.
- Add the placeholder {{submission_link}} to get the link to the submission.
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Add {{data_fieldID_value}} and replace fieldID with the long string of numbers and letters. Repeat this for all the fields you would like to display in your Worker Bee.
In the example above, you would have to write {{data_a0a900e8-9e3a-4d9c-a4cd-1c9aafc9228e_value}} in the text of the Worker Bee to get the answer “Phone,Email” or {{data_8f4aa88e-b3f4-4eba-9659-01dd296fe40a_value}} to get “This is a test”.
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Add {{data_fieldID_label}} to get the form’s question. Repeat this for all the fields you would like to display in your Worker Bee.
In the example above, you would have to write {{data_a0a900e8-9e3a-4d9c-a4cd-1c9aafc9228e_label}} in the text of the Worker Bee to get the question “Multi-Select” or {{data_8f4aa88e-b3f4-4eba-9659-01dd296fe40a_label}} to get the question “Long Text”.
- Change the stream from your test stream to the actual place you want the form submissions to go to.
- Save and activate the Worker Bee.
- Fill out the form 🎉
How do I export form submissions to Excel?
To export the form submissions to Excel:
- Go to your list of forms
- Click the cog icon next to the form you want the submissions for
- Click 'Export Results'
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