Forms

Forms Overview

The Forms feature enables you to streamline and digitize common workplace processes.

Frontline employees can submit digital forms via Beekeeper directly to the appropriate manager, eliminating the need for paper-based solutions. Managers can then process the already digitised information with ease.

We've distilled some of the most common workplace forms into ready-to-use templates, making it easier for you to get started. Check out our Form Templates for inspiration! You can find the Form Templates under "Toolbox" from your Beekeeper account web interface.

 

Once the form has been created, it can be added to your Shortcuts, or it can be shared as a link in Streams, Chats, Campaigns or as a printed QR code on a door or a machine.

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 destination, for example Google sheets, you can use Zapier to do this.

You also have the option to create a pre-filled form. Creating a pre-filled form can be helpful in a number of ways.

• It can save frontline workers a significant amount of time by automatically populating fields with information that you have previously provided. This can be especially useful for forms that require a lot of repetitive information, such as contact information.
• You can also improve the accuracy of the information submitted. By automatically populating fields, there is less chance for errors to occur, such as typos or transposed numbers.
• Frontline workers don't have to manually enter in the same information over and over again and can instead simply review and submit the form

To create a pre-filled form, click on “Share Form” under your Dashboard > Toolbox > Forms > Share Form.

 

 

You can also create a pre-filled form from a form’s submission view in the app. Simply click on the form you would like to pre-fill, click on the three dots at the top right, and proceed to pre-fill the form.

 

 

 

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.

If you want to make your image attachments look nice, follow the sizing guidance as per below:

• For one 1 image only: 308px in height

• For two (2) or three (3) images on the row: maximum height of 240px is best (adaptive width on Web)

• For more images: maximum height of 240px (adaptive width on Web, square format on Mobile)

 

 

 

How do I create a form?

1. Go to the Dashboard and click Toolbox, then Forms
   
2. Click “Add New”
   
   
3. Give your form a title
4. Enter your first question, question description, and select the type
5. To add more questions, information fields, images, or a date field, click the ‘+’ button. Images have a maximum size of 10 MB. 
   Please note that some options are only available in higher subscription plans .
   
6. You can also attach instructions  as PDFs and images (jpeg and png) to a form field.
7. Click ‘Save’ and then click ‘Share form’
   
8. 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’
   
   
9. Create a new Shortcut, pasting the link that you’ve just copied.
10. 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.

Please note that some options here  are only available in higher subscription plans.

 

 

 

 

Form creation and edit permissions

We have introduced more possibilities to collaborate on Forms:

• Group-, location- & global admins can all create Forms;

• 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.

• 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:

1. Pick a form in the dashboard and click the gear icon.
2. Click the option Set Access.
3. Type names or pick from drop down menu, then click done.

 

 

 

Form viewing permissions

You can set that ‘everyone’, 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 ‘everyone, 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.

 

 

 

Inline Translations in Forms

Diverse frontline workforces can now instantly understand forms shared with them by translating forms into their preferred language. Inline Translations in Forms help reduce confusion and eliminate costly mistakes caused by miscommunication. Translations make sure that the entire form content can be translated from its original language to the user's device language on mobiles or browser language on computers.

                                                 

                                      

                                                 

 

                                                 

 

You can read more about inline translations here.

 

How do I assign a form

You can easily embed a form in a task that you assign to another user. Just select one of the forms that you have access rights to from a drop down menu under "Attach Form".

 

By doing this, you’ll be able to track the progress of your work. Whenever the user starts filling out an embedded form, the status of the task will automatically move from ‘To Do’ to ‘In Progress’, and finally be closed whenever the form is submitted.

The user will see the form in their task in the "Task Details" under the "Task" tab.

 

 

 

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.

1. Within Zapier, create a Catch Hook trigger event with Webhooks by Zapier. Following the setup wizard, copy the Custom Webhook URL to your clipboard.
   
   
   
   
2. Within Beekeeper, select the Edit Webhook button at the base of the page.
   
   
   
   
3. Paste the copied Custom Webhook URL to the dialog box and hit Save.
   
   
   
   
4. 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:

1. Create a test stream.
2. Create a Worker Bee and write {{data}} in the Worker Bee text. Make the output go to your test stream.
3. 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:

1. Add the placeholder {{mention_actor}} to tag the submitter.
2. Add the placeholder {{submission_link}} to get the link to the submission.
3. 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”.
   
   
4. 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”.
   
   
5. Change the stream from your test stream to the actual place you want the form submissions to go to.
   
   
   
   
6. Save and activate the Worker Bee.
   
   
7. Fill out the form 🎉

 

How do I export form submissions to Excel?

To export the form submissions to Excel:

1. Go to your list of forms
2. Click the cog icon next to the form you want the submissions for
3. Click 'Export Results'