ClickUp Forms Webinar + Work From Home Use Cases

you all right hello and everyone this is the click up performs webinar and we're about to get started in just a minute first thing I'd like to point out is that there are sections down the bottom of zoom for question and answers and also chat just to note we do have a couple of our customer support representatives online I'll be moderating the questions throughout but please do make sure you put them in the Q&A section so it won't be answering questions directly in the chat you okay now currently we're you're betting on your screen I should be coming up in just a second alright let's just check the everybody working as it should be I've had soil working please let us know in chat okay awesome cool let's get started then alright so today we're gonna be talking about forms the forms feature specifically and particularly looking at some remote work use cases obviously a lot of people have recently gone remote we want to make sure that we're helping helping those people out and forms are a really helpful feature now it can be used for just a huge number of different applications but that's one of them so we'll kind of go a few and yeah if you have any questions we'll answer them at the end and just as a reminder this meeting is about this webinar is being recorded and so you will be able to get access to a copy afterwards if you do want to go back and look at anything again okay so first of all what are forms so forms are a feature that allows you to share a link with a number of questions that people can fill out and the answers to all those questions will become a new task so it's a good way to either record information or have just any link submitted from either inside of click up from teammates or from outside of click up from anyone else you typically use them either to get information from outside of click up because obviously people outside your click out can't create a new task or from teammates within your who do have access to your click up when you want to really specify how the information should be entered so for example on a form you have the ability to give each question a name whereas on a task the actual kind of custom field name may be much shorter or less descriptive you can also give a default answer so here we just got enter number but you could really write anything cool some other things you might use click up I'm sorry you might use four forms for is to ensure that certain answers have been provided so when you're creating a task you don't have to use custom fields even though the option is there there's no kind of warning if you don't enter a custom field however if you're submitting that task by a form you can make the fields required which means that people need to enter each of these email each of these fields in order to submit the form so that can be really helpful as well cool so generally the two use cases are collecting data from people outside click up either client orders feature requests or lots of other things or streamlining communication internally from team members so how does clique up use them as one of something I wanted to cover in this webinar as well so internally I click up we use forms for things like job applications actually if you go to our careers page we've got one here and if you hit apply now it'll just go straight to a click up form and that's how we kind of manage the workflow of going through application and interviewing and such we also have one for bug reporting which you may have seen if you've ever submitted a bug here this will actually just load straight into a click up form and once you submit the bug request near or bug report it will create a task for our QA team to then identify and fix we also have a slightly less known one we have some service partners so there are like consultants who if you want to become one obviously you have to click on have to fill in a form and then also if you are to contact one you'll fill in a form so we'll take you straight to the contact form here so those are some of the ways that we use forms internally but obviously that's only a small number of the total possible use cases awesome okay so now first of all I want to go through a basic example so let's go into my example space here I'm just going to create a new list so one of the most common ways of using forms is a ticketing system now a ticketing system might be say for customer support but could also be for particular types of work so for example if you're an expert in your company and various people want to request your time or some help from you very common for say like lawyers they might have legal reviews that are requested it's really handy to have each of those kind of noted as a work item so you can kind of just work through them so we can do that with a form and it makes it really easy for people to submit those requests in the format that you would like because let's create a form here so we're going to add new view at the top go to form and add view now the form gives us a few default fields so first of all we have the ability to add a picture just to make it look a bit prettier give the form a name a description name the submit button we can type something else here and then edit a response all of the questions are on the left hand side and we can add them then we can add just about any field to the form and then give it a name and standard answer we can also create custom fields for extra questions so let's say let's for example say that this is a ticketing system for customer support so we might name this and a name the customer oh the person filling in the form will see so we'll give this a good name so we say like submit your question now let's just say ask a question [Music] give it a nice picture I'm not sure if you'll be able to see this but there we go just gotta click upload oh there and that'll pop up nicely at the top now we could give it a description just to help people know why they're filling in the form or what's going to happen sort of say ask a question and we'll get back to you as soon as we can picks up a few spelling errors and there we go now the task name this is the main thing we're going to see and you don't have to include this if you don't include a task name then when you go to submit the form let's just go view form here for a second you that's going to come through with absolutely no information and it's just gonna have this form submission with the timestamp so if you do for some reason don't want to have task names or just want to see the timestamp that is a way to do it however in my case I just don't always use the task name because I want something to be able to clearly see what this task is and in this case I'd probably I'd either use this for their name or maybe a brief description of the issue depending on what I think is more likely to come through is and be helpful so in the example entry I'll just put type your name here cool right so what else we need is probably a description of what the issue is now we could make a custom field with text area but in this case I think I'm going to use that the task description might be more helpful and I'll name that describe your issue cool now just leave it as an intertext that seems fine we probably want an email so I'll create a custom field for that or just call it email cool and maybe put that let's put it just below the name so they make sure they fill it out and all of these are acquired that's good we'll leave it on cool so you kind of get the idea you could add extra custom fields for you know what type of issue are you having with like the drop downs yes and no questions some extra text for something else lots of other things but this is this is the basics and then we'll change the name of the submit button to ask and then we'll give a a more helpful response so in perhaps we'll say exactly when we're getting a get picked up so say they'll get panicked - oops - you within one week for example awesome and then we can see our form here and fill it in let's try filling it in just so we see what the process looks like so my name is Justin my email is test at test comm and my issue is I'm testing this form all right hit ask get the thank you message now here I haven't included any advanced functions like redirecting so I'm just leaving the tanking message now if I go back to the list view I can see that my task is there in the description I've got my message and I've got my email there in a custom field perfect awesome okay let's just go a few other points and then we're going to move on to some tips and tricks and then at the end of the webinar we'll go over a whole bunch more use cases yeah so one thing I wanted to mention is if you were to use this for say instead of customer support maybe you are an expert or you know you might be a lawyer and designer an engineer who has requests from throughout your company and that could you could have a list like this just for yourself for requests they're coming in to you or it could be for a whole team so it might be that your marketing department has a list with them work with requests and then any other department can kind of make a request for marketing that they need also when a when a forum response comes in you often want to take actions on that or have it set up a certain way and we've just released an automation feature which makes it really really easy so in this case and first out I'll point that you can just assign new form submissions to a person for example I could assign it to myself and maybe Shane as well but with automation you can also do a few extra things so the quick one is just add some Watchers so for example I might want let's say Sophia and Willow to see these new form responses but maybe they're not responsible for them so Shana myself will be assigned and then Sophia and Willow will be Watchers cool a couple of other things that will point out that go really well with forms the first one is date created so this is just another form I have I'll walk you through it later I'm going to show you what it looks like to see the date created field now in this case I imported these all at the same time so the date created is all exactly the same but with a normal task the date created will be when it's created so when someone has actually entered the information it's the same with forms so instead of really being when the task was created it was what day was this answer submitted so for things like customer support or even just any sort of work requests we really handy to know how long ago was was the form submitted particularly if you want to you know sort by that so that you're answering the earliest submissions first second one is in bed view so you know we have this form and we've got a you know a link for it let's just open another one and you can kind of send people this link but sometimes that's not the best way to kind of make it easy to find everyone has to remember the link or have it copied somewhere so instead of that what we can do is just copy that link and then perhaps somewhere where it's useful so let's say my I want my sales team to have access to this easily we can simply create an embed view and then use that URL to embed the click out form in click up so when they're kind of doing their work they're over here doing stuff they can just jump straight to that in bed and make I will fill in the form so click the good for work whist you know therefore they're working on some sort of sales activity and they need to request some graphic design they can just jump over here request it hit submit and get back to work really easy you can also embed them in documents so I click up Doc's will go into here go and bid and then paste the link and then will get it as well so I'm going to just expand this so we can see it all in one go just until that scrollbar disappears okay nice so anyone coming to this talk will be able to look at it now you probably wouldn't do this if the only thing you have embedded in this talk is this form but for example if you had a whole bunch of text and different pages and maybe you have different forms on different pages or you know big description about what the form is at the top with the form at the bottom it can just be handy to slot it into other content and make it really an overall good system cool and then the last thing there that I wanted to point out so ya in either of these cases particularly with an internal team I mentioned at the start if you're embedding it in an embed view or in a doc one thing that you can allow which is very very useful is have to have these as required fields so I perhaps you know my team maybe knows where this form goes you know they can go find it and they could create a task there but if they did that they would not be forced to fill out these custom fields whereas if they just have this embed view I can force them to only submit a task if they complete all these fields that can be really really helpful okay next up one of the advanced features over on the side of forms over here is that we can assign a task template so for example let's say application submission now my application submission task template has certain details and you can save just about anything on a task with a task template so let me show you that so here we've got a very blank task and now I'm going to load a template and we'll just pick that application submission one so I've got a few different ones that you can see and so now I've got a whole bunch of custom fields with example data in them now you can also save things like priority assignees the description subtasks if you want to have a process or checklists that people go through particularly useful if there's a workflow that needs to be done on submissions due dates punishments etc so all of that can be automatically applied to these submissions that come in so once again go back to that form so over here on the right-hand sidebar I use template to create tasks and you simply select one now I believe that is a feature that's limited to either unlimited plan or business plans but it is very helpful if you do have access to it now there's a top here there's a list to say a tasks in because I'm on the list here there will always just be the list however you can create forms at the you know folder or space level or even the everything level and in that case you will need to select which list below that those answers we're going to go into cool another very cool feature is the redirect URL so before when we submitted our form we kind of like that thank you message and we just kind of left us there however you could have it redirect somewhere else instead so that could be you know your home page it could be a payment method if they're submitting payment afterwards after requesting work it could even be another form so if you wanted like multi-page forms you can have them fill out one hit submit there then go to the next one I'll show you a good use case for that later and then in terms of a few more advanced functionalities one thing that works really really well with forms and Fortin submissions is automation so I showed you the kind of quick ones down here I'll give you a quick look at the more advanced ones so we have a whole bunch of recipes here and the particular the useful ones for forms is creation so when a task is created is the trigger and anytime a form is filled in that's considered a task creation because it will put all those details in a task so then you can simply say well what else do I want to have happen now you could you know change the status at assignees mmm I'd be tempted to say use a template instead oh it's just a simpler process and there's a limitation on how many automations you can use per month but there's no limitation on how many templates are applied and during the creation process of using the form however things like move to lists can't be done unless with anything other than automation so for example a here you say when the task is created move to another list now you don't want that to happen all the time otherwise you should just create the form on that list but what you can do is add conditions so for example if we have a custom field now we might say if it is equal to this then move it so then you can start to stratify different responses so for example if you had a help request form and you had five different topics that they could request help on you could have that one form rather than having five forms have them all come in to the same list but then move to the appropriate list depending on their value in that custom field so that could be really really helpful couple of other things we could do change watches we've already seen that in the quick one apply a template that's already possible you play wouldn't want to archive the task whoops we're in the wrong one to creation here we go but yeah same same kind of actions now if you aren't finding actions that you want you can also go to custom automation and pick from a whole list so probably you would select tasks created as the trigger but then there is a whole bunch of different actions yeah you can change tags track time at a comment adding a comment you can also assign it so if you did want an assigned comment on each new forms omission things like that it possible anyway that is automation very very helpful particularly moving to different lists okay next one I want to show you is the formula field so we recently released a formula field which can do either simple or spreadsheet style calculations so I've actually got one here so this is this is I feel a simple use case it's just looking at how likely people are to recommend this product and how many times they use it and then it's doing a little calculation on that so here I've got the spreadsheet style calculation you can turn off the advanced editor and just do one field with a mathematical operation in a second field so for example if you had a form submission for all sorts of things number of something they want to purchase and then price and then you can multiply the row something like that I'm in my case I've just got an if function so if you know these two things are high enough then say hi otherwise say uncertain so here we've got the likelihood that they are going to continue using and purchasing these products if you want to create a formula field it's just under the add new custom field column here all right now dashboards you've probably seen or heard of but they are great for graphing data and so because we have kind of this bulk data coming in from our form I would lots of different people submitting it we can then take that data and make visualizations out of it so let's jump into one here so you got like pie charts you could do kind of key tasks just to highlight them based on some filters metrics I'm not going to go into too much depth here there are other training materials and this is a forms webinar and on a dashboard webinar but I just wanted to give you the basic high-level view of what's possible so this one obviously needs to be updated it's not loading very well but you can get some line charts bar charts etc that sort of thing to analyze your responses lastly hopefully everyone is fairly aware that we have statuses so here I've just got simple open and closed statuses but you could instead edit list statuses and create custom ones and do something more like a whole list of statuses so these ones are based on content you go through multiple stages of writing and approval and getting Ridgid approved or rejected before you publish so if I save that it needs me to map the to-do status and no longer exists so it's map it to open and then you can go through a workflow so very very helpful for say technical support questions that might come in through a ticketing system from a forum we need to go through multiple steps to get those kind of dealt with and finished ok so those are a whole bunch of tips and tricks and various other features you can use with forms now we're going to jump into some other use cases so the first one I want to kind of talk about and think about is kind of like a small solar practitioner so here I've got a lawyer but it could be anything it could be an accountant even a GP or something else and in recent times a lot who look on remote so people who perhaps would have had a small office space may now be working from home and still need to kind of request or gather data from clients so in a lawyer's case and obviously I'm not a lawyer if any of your our lawyers you'll probably have far more insight into the various workflows of a lawyer but basically as a new client signs up you need information from them so what we could do is create a form here I think kind of and various details about that person so it might be their name their email their phone and then probably a whole bunch of specifics to do with their legal requirements retainers you know who knows what else I'm sure there's lots of questions that lawyers will have for potential customers then as kind of work comes in those people might submit different cases you know I need help with this or that and each time they could simply go to a form and submit the details of that case so in that case we might say that we use a task name as say like ich um so I can only be descriptive here so the person knows what to fill in so I don't want to call it case name I might say something more like what do you need help with and that's going to give me a descriptive name but I'm going to use as a task name to easily identify this task then I add custom fields maybe say you know when does this need done by and a due date and then kind of get an idea of the various specifics you might add as custom fields so it's probably gonna be you know a lot of a lot of questions about what happened how it happened what's needed etc etc and depending on what type of lawyer they might be they might do several practice several different types of law so we could have a drop-down custom field where you might say okay we do like no land surveying try think of different types of boy luring practices now now divorce and a civil suit for example when give each of them colors just to make them pretty awesome so then we can have that on there we can use that to stratify into different lists so let's say a good question for that might be what type of help is required cool and let's quickly just make a submission there so we've got something to work with so I need help with land title transfer the industry done by next week and its land surveying cool so now we have one task in our list now I'm going to create a actual I'm gonna do a couple of things here so first of all when a new client signs up and probably they are signing out because they need something so I could add all those same questions down the bottom but then I'm going to end up with a task in this list which kind of has information for this list it's going to be a bit confusing so instead of that what I've done is added a redirect URL and that URL is actually just the sharing URL of this form so when I go to this form I'm a new client great view form here okay I enter my name my email my phone number hit submit there we go it's gonna take me to the thank you message quickly and then go to the next four so now I'd probably set this one up to say also do you need any help that kind of question maybe with a description to help the process flow well but then that person can immediately submit what they need help with and then this response will go into that case list so then we kind of have both we have both their information and the own problem they need help with so that can be very useful when it goes to that case list I definitely want it to be stratified so instead of having this as a list I might actually make this a folder and then have multiple lists so I might have one here for land surveying let's just rename that you and then this is going to be my kind of central list everything comes into and I'll set up an automation to say that when a task is creative then move it to another list that list name it's going to be land surveying but only if the type is equal to land surveying done and by the way that's how easy it is to create an automation where we're pretty happy with or able to create deer for you okay so what do you need help with let's just say land surveying and as it needs to done by maybe two weeks for this one what type of help land surveying submit can I see if we can catch it mid action no too slow it's already been immediately moved to this land surveying list so that's kind of an some ideas around what's possible for a perhaps lawyer and using automation to divide one form into multiple lists the other kind of example I've got here is an office team now this is a generic kind of applies to lots of people so it could be just anyone who was recently working in a big office and now is kind of dispersed and all you know working from home it's quite different because you do lose the ability to communicate in a very kind of side-by-side type way and so this is kind of helps streamline communication and just make sure everything's in the right place so one thing that I really love is an ideas list and often when you're around people you can kind of bounce ideas back and forth and kind of come up with some good things when you're all remote it's really good to still capture that innovation and creativity you know we all have good ideas our teams have good ideas we want to actually put those to use and have them improve our business so here we can create a form for submission of ideas and now you could leave this quite open just say like you know maybe maybe you want identify what their name is maybe not depends on how you feel I've used the wrong one you can use the task name for their name is dead and this is the description I'll say what is your idea now this is best very basic just kind of dump it all in one text area what you could instead do is have multiple text areas maybe with the long text custom field and kind of stratify it in two different questions like you know how would this help or what value would the spring how how do you see this being done who would be involved questions like that so you can end up with really quite a well-formulated idea so it's easier to then review one thing I would suggest here we'll just quickly make a submission as well so Justin let's say free ice cream Friday's how would this help well and hopefully your teams will give more information in this but just doing this quickly so there we go I've got one there now one thing I think would be quite helpful for an ideas list would be to put a date on when it should be reviewed by it's really easy to have a whole bunch of ideas and then just have them all kind of get lost and forgotten and just not have anything happen so the best way to do that it's probably with the task template which has a due date on it but you could also do it by automation if you prefer so again we probably go to custom automation here go task created and then apply a due date changed you did yep and rather than picking a date would go days from trigger date so maybe it's ten days out from when the form is submitted so that could be very helpful cool next one up is issues so issues I've kind of just given a very generic name for click up this is bugs so we have a bug reporting form but if you're not a software company issues might be something else it might be is using the supplier line you know customer issues just anything that's a problem that needs to be brought to attention and this would you know have feeling standard fields like what is the issue when did occur you know how urgent is it you might use the priority as a question for the urgency just to have a list of what's happening and make it easy to deal with if issues are written down then it's easy to kind of work through them figure out which is the most important and get them solved key thing there would be I would suggest and I love automation so I do keep bringing them up but if you have a very high priority issue then having certain actions so if I have like a task created where the priority is high or urgent perhaps we can do both and then also maybe we have a custom field which says like what type what is the issue with this with a critical thing then we won't want to say okay in that case we need to deal with us immediately this is this is bad this is urgent so what we might do is we might actually create a comment so you could do this various way you could assign the boss or whoever it is that can immediately take care of it you could make them a watcher I'm just going to create a comment one now for Ken's find it there we go and comment I'm just going to say urgent you know with this now and then assign it to the boss I'd actually have a boss on this account I say it's chained so he will then get a notification for that and we if I want to be double double sure I can even add mention him though he'll still get a notification regardless whoops that's not how it works Shane cool all right next example design requests so this is similar to what I was talking about before with specific departments having work requests so in this case it could be you know designers we want some graphic design from them and we can you know list out the various inputs that they want from us in order to get that done so they might have quite a specific process and specific information they want and they can all put it and they can put that on a form so that when you're requesting design work and you have to answer those questions and it makes the process flow quite smoothly they'll also work well for you know a lawyer for legal review maybe a database engineer a subject-matter expert what's the thing just to have those requests flow smoothly and be easily managed next one is client feedback so this is perhaps a form that you publish publicly really great for getting kind of just in a vibe of how easy your products or services are to use maybe to make improvements and then also to either place together positive feedback that you could then you know use in marketing or just keep the team morale up so very very handy one to have there I won't go through the questions too much I think everyone kind of would either have your own questions for what kind of things you'd like to ask or just you know generic ones of you know how did you find a service you didn't do like something like a rating so rating up to five stars rather than having them do a purely text although I would suggest having at least some text in there so that they can kind of give a free-form description of why it was good or bad change requests change requests are particularly for project management so if you've got an established project that you're doing with a customer and they decide they want to change the scope or need it done faster or something else oftentimes people just kind of let that happen but that can often create a scope creep so we are the the scope has changed quite a lot you're doing a lot of extra work now but it hasn't been recorded and there's no kind of change in payment so often it's really good to keep track of what has changed maybe you don't need to know renegotiate the contract every single time but you can and maybe at some point say hey look this is how much the project has changed maybe we need to renegotiate now so we might just have you know what is the project what needs to change questions like that and then perhaps more specific details about trying to get them to give you a bit more information to drill down to the specifics and then yeah as all sorts of questions you could put on there I'll leave it up to you but really great to then have just a complete list of all the changes from their project so for me on any project list or a folder wherever the project lives I would probably want to have at least one list with in there that I could funnel change requests into awesome and now my last example for today I want to look at analyzing data so here we have a survey response so I've just got a very basic customer survey that asks about what you preferred product was in this case the options are apple orange pier and bars I don't quite know what that stands for but you've been asking how many times that they use the service and how likely are they to recommend it to a friend so now we want to get some insights from this information we've had about 40 responses so the first thing I would do is create a calculation on this column so here we've got the calculate button and we can choose from some average or range now this is how likely they are to recommend us so I've left it as an average then you can see the the answer was there the entire column value you can also just see it at the bottom now this happens per group so currently everything's in one group because they're only open status but if I wanted to instead see it say when grouping by we don't have a Sinese or anything else here play just by custom field so what I want here is the product custom field and then I can see the likelihood of recommending based on the product so for apples it's three point five four oranges it's only three four piers three point three eight bananas 3.13 so that can start to give us really interesting insight into the different ways of segmenting the data similarly I've got a question around how many times they've used the service I've just totaled this so the calculation here is just a sum so for apples we've got a total of ninety sixty four oranges forty four for piers 61 for bananas so we can immediately tell that apples are being used the most within got the product itself and then our formula field that we looked at earlier now instead of doing that we could group by our custom field which is I called it recommend I think here we go now we've got out of the people who recommended us near one so it means they're probably not likely to use us again interesting they both use peers so perhaps that's an issue the kind of highlighting peers for number two seems like quite a mix number three quite a mix interestingly we have quite a few peers and people have recommended us at the fives you can also see the numbers so you can see how you start a cross reference data and just get some interesting insight now all of this can instead just be graphed and dashboards but sometimes it can be very nice to just kind of see each individual item and then just see summaries and how it's moving around based on different creeping that's of course not all you can do you can also filter so you could just say okay instead of grouping let's go back to actually a bit grouped by recommend but then let's filter to only see where the product is let's say oranges and we can quickly say okay where the recommendation was to and the product was oranges then we can start to see the totals here so you can get some you know tip if you have more custom fields you can cut and slice it in more ways but you can start to get some quick ideas of what what the information looks like and then if you have particularly you numeric custom fields you can do quite a lot of analysis through having multiple formula fields so here I've just got the one because I've only got the two numeric columns but if you did have a lot of numeric columns you'd do a lot now currently a column like this which is our product has text values as of right now you can't use text values in a formula field however that's coming very very soon so shortly you'll be able to pull in those text values and then do spreadsheet type function on to also analyze those which is going to be really neat okay that's most of what I've got for you today I'm just going to point out a couple of extra more advanced use uses and features of forms and then we're going to go to questions cool so you can of course turn off and on forms so perhaps you've made it public but then you've gotten all the responses you need you can simply turn it off up here when you're sharing it this button allows you to copy the drink link directly or copy it with the sufficient the correct coding needed to embed it somewhere you can either order size height or have it behind be a certain set height this we'll call icon simply opens and closes the Advanced Options we've talked about the list it needs to be saved in automatically assigning it to people using a template redirecting there is a light and dark mode so if we hit dark mode there and then go to view forum you'll see it looks like this you can also give it a primary color and that will affect all these little purple bits so can look a little bit different okay apparently does not affect those that's interesting because they don't actually appear in the form that's why yep so it's just the the elements that do appear which does include the little Asterix is therefore required fields you can turn off the click up branding if you're on I think business planner above and it was also a quick button here to add all tasks to all answers to the description of the task so now we have if we had a description then anything typed in there would go into the description but below that I would also add the answers for all of these so sometimes it can be helpful to have just all answers as is one long text field in the description as well as an inch custom field that can be filtered on or and yes ordered by all that kind of thing now in each question we can obviously edit the name and the text make it required there's a couple of extra options here and one of them will be you know add path to a description which we've just talked about the second option is to have it as a hidden field if you make it a hidden field people cannot enter it they cannot see it cannot enter it however you see in the URL up here that we've got your name equals xx xx so what that's doing is it's giving us the ability to pass that information to the form from the URL so for example if I paste this again I say your name is say Tim then whenever someone fills this out it's going to automatically give their name as being Tim and this can be done for I believe text fields and email fields and I think one other as well so I'm just gonna fill this out and submit now if we go back to our list you'll see Tim at the bottom and so even though I never entered the name Tim it has appeared here now that can be very helpful if for example you are doing like a a bulk email sending but you can kind of like use variables to change parts the text you're sending out so you could use a variable here so that each person gets a form which will automatically enter their name and email for example or you could do it to stratify people who are entering the form so for example you might have a bunch of different products and you can simply use one form for everyone ordering into those products but each button would link to a different hidden value so for example if I sit here Eckles and then this is the URL I use for Apple's button and then I can you simply use the same URL but with oranges for the oranges button so depending on which button people click they get a different URL which autofills different information so it's a more of an advanced function but it can be very helpful for yeah a few more advanced features and just auto-filling information and then kind of making oftentimes you want to have self-select different options but it's too risky to put on the form you know honor on a job form you wouldn't want to put the option for them to say experienced because everyone will just click that but it might be useful to have you know different buttons and have it or Oh fill in different ways we can kind of control it with the URL but the person filling in the form isn't super aware of it all right cool that's it from my content for today I'm going to jump into some questions I believe Amy and so if you have also been answering questions as we have gone so I'll just start jumping through a few that haven't been answered yet okay so first of all we've got one that would be good to answer live so would be interesting in a forum to handover from business team to tech team for client onboarding it'll be a great use case and this should set up tasks for the tech team yep so I mean that sounds great so that would kind of be like the request type form so you set up a form for the tech team where it has all the implement all the questions the tech team needs to know the business team then fills it in heads submit for each client to hand over to be interesting to think about does the business team already have a task they could just move it instead but perhaps their task has separate information on a create a new one with the tech team in which case that could make a lot of sense or it could just be you know extra information to say hey here's a hand over go look for the task here you know you could even have a website custom field where you link to the task that currently exists that could work as well so yeah that sounds like a great use case next question is there currently any way to generate any report stats from forms accounting form submission received in total how many were yeah definitely so dashboards and dashboards as we would do stats like that so for example we could have a metric field here I'm sorry calculation widget that's what they're called we'll choose our location so for example our wherever the survey sorry the form tasks are going to I'm going to do the task count and then we'll filter use filters if you want to kind of specify like certain odds from the forms like how many forms were submitted where the product was apples something like that for now I'll just count the total hit save and we'll see there 41 responses and we might just add responses as the unit they're put on the right then we can see what do want responses to that so yeah that's how you see metrics and then you'd also do the same thing and pull the information into a graph and then no display based on certain metrics either a number of tasks and different with different responses or however you want to dice it up okay next question can this be used for onboarding for a website project to click copy and files yeah definitely so the only thing I'd say with collecting a large amount of copy is it might be frustrating for people to have to write it all out and hit save if their computer dies halfway through filling the form because it hasn't been submitted yet I don't believe I'll be saved unless their browser does that automatically but other than that yeah if it's if it's short or you might want to just make it several kind of forms you know one form of each page or something might just make it a slightly slightly more user-friendly for them but you could definitely say all right great here's my form for the website and you have you know new website you know what kind of yeah text fields long text fields for what kind of thing do you want said about this product this product you know a number maybe a number of custom field for how many pages do you want you can certainly get all that information all right next question can this be used for onboarding all right that was the same one okay can you use forms for expense approvals yes definitely there'll be a great use case actually so it's a form is this expense approval request then you have I guess a currency custom field for the amount or is it money then you might have either text or a drop-down for like the reason like the type of expense it was you'd use drop-down or labels if it was very set types that are always the same or text if it kind of changed every time and then it would go to a list and the list would probably have a workflow of you know new approved rejected complete so all right now you might use approved as the the final status depending on what you prefer so then the manager might get added as an assignee and then when they see in your requests come in they can approve them or decline them and then the person submitting it would get a notification about that and that's an interesting point it's a very interesting point actually let's go into our ticketing system be created by field is very interesting if you are logged in to click up when you submit a form it will note that you're the person who created it if someone outside of your click up or someone who has not logged in creates it it will just come up as click bot so this one I actually did buy a CSV import let's just see what it says ok I did the import so it's mark me that's me I don't actually have any here that I submitted while being logged out but yet it'll come up as click bot so yeah instead of relying on that it might be better to have a question that just says you know what is your name so that way they can enter who they are regardless with a logged in or out okay next question when assign tasks to is set to an assignee in the form set to an assignee in the clock and there's and there's in the list also an automation set on the create task trigger which is executed first good question I would say that most likely the this form one would be executed first the automation likely would delay slightly behind it and therefore override it I haven't tested that but you probably want to avoid that just say yeah because then you're then losing this information and I guess in some cases you want it to override in certain cases let's test it let's have a go so we'll say write always assigned this task to Dylan it's also possible if you have multiple Sinese on it we'll just add a Sinese so actually let's turn multiple signees off because i think in that case would be no problem you just end up with both but in the case we only have a single assignee then it becomes more tricky okay so we've got assigned tasks to Dylan on the form let's say oh it is home tasks to me great okay we form named Jim idea help cool interesting interesting so it's a sign both so it's overridden the fact that we only have a single assignee that's probably a bug other also it's kind of helpful I kind of like that but I'll take note of that or okay we've got probably bout six minutes left so I'll try and get a few through a few more questions and then we'll be out of time okay customized form name with custom field or sequence number not currently not currently I assumed my form name you mean like the submission name you can add the task name as a few people can enter it it can be a hidden field and you could therefore use anything that you're using to generate the URL for example if you had code or a mailing software they could insert a random number or random number and text or whatever customized name you want you could have that insert the name other than that I don't think it's possible I don't actually think we have a an action for task name because task name is usually already set it's a bit strange to be changing that but yeah I'd explore the possibility of using task name as a hidden field and then whatever you can use to generate the URL with the name that you want cool just checking through a few more questions here well we get a copy of all these question answers at the end of the session typically not a Samantha but do email support down here we can certainly get you a specific answer if you you need yeah that should be possible on the recording you'll get everything that has been said and I believe also the chat messages but for some reason they don't include the zoom ones the Q&A ones okay can you put a minimum days you need to get the work done for due date very good question you could say it in the name you can't sit a like a logic like only allowed dates within this range what you could instead do wow you could either say preferred date rather than like definite date or you could say use a number of custom field to say you know how many days would you like this in but it's the same thing really I just couch the language in terms of what is your preferred date just so that you're not locking yourself into something that and can't follow through on their text character limits on the responses I don't believe so the the ones that would have another trouble first would be the short text but I think it's can be fairly long I've never owned them yet okay let's just grab a couple more questions okay embed the form in an email campaign inside the email marketing software yes you should be able to embed it anywhere that embedding as possible so that should be no worries at all when he opens the custom peel menu I am not seeing choose existing point good point hmm so you could definitely add existing if it exists on the list it'll already be available in the custom fields here let me just jump to something that probably has custom fields yes you'll see all my existing custom fields here but if it exists somewhere else in the workspace but not in this list it would be very good to have a button that allows you to add existing here you could still do it you just have to jump over the list view and then add the existing fields here but that's a really good note I'm gonna write that down cool thank you meeting okay let's grab two more is there way to explore list to MailChimp use case is list of signups for a certain product and development for pre-order once the order is ready for shipping MailChimp is deploying the email campaign to the pre-order clients would that be possible yes definitely so once your tasks come into your list here you can export the list view and the button at the top here the three dots export view now list view is just what you see here you might want to go all columns depending on what you prefer a date formats time formats and then download it's a CSV now it should be uploaded or straight into MailChimp you said yeah okay and last one hmm with the second step form so this is the way you have one form and then redirect it to another doesn't know it's from the same user as the first form no so that's kind of more of a cool trick rather than in built part of the software so it'll be two separate form submissions and they'll go to their each individual lists what I would suggest is using a unique identifying field so something like their email that way you can easily match them together however if you do you know it's it's kind of a thing that can be neat in some cases but I wouldn't judge your case to see if it's gonna be useful or not in a lot of cases it would be easier to simply have all the questions in one field or sorry on one form and therefore going into one list so they're all together it's just the company might be cases where you kind of don't want it to happen because the information is of two quite different types and it can be helpful to separate them out okay that's all the time we have for today sorry folks but thank you very much for attending I hope this has been really helpful and their meeting recording will be sent out to you and if you do have any questions that weren't able to get answered I do remember you can always contact us via chat and we'll do everything we can to help you out awesome we'll have a great Thursday and I'll see you next time

Channel: ClickUp

Views: 9,212

Keywords: ClickUp, Click, Up, Project Management, Project, Management, Task, clickchairspoon, productivity, projectmanagement, business, webinar, forms, remote work, work from home

Id: 0zXCinB8tyQ

Length: 61min 22sec (3682 seconds)

Published: Thu Apr 16 2020