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What Are Forms?

Forms are fillable documents or templates that team members complete as part of an activity. By attaching forms directly to your activity guides, you ensure people have the right forms at the right time. Forms can include checklists, request forms, data collection templates, approval documents, or any other structured information that needs to be completed.
Forms complement your activity guides. The guide tells people what to do; the form gives them a structured way to capture information.

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Why Attach Forms to Guides?

Convenience

Team members find the form exactly when they need it, right in the activity instructions

Consistency

Everyone uses the same form version, ensuring consistent data collection

Completeness

Forms with required fields ensure no critical information is missed

Version Control

Updated forms automatically appear in guides, no broken links or outdated versions

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Common Form Types

Forms for requesting approvals, resources, or actionsExamples:
  • Budget approval request form
  • Time off request form
  • IT support request form
  • Purchase requisition form
  • Access request form

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Adding Forms to Your Guide

Important: You must create a guide SOP (Standard Operating Procedure) before you can add forms. The system will display a warning “Guide SOP Required: Create a guide SOP first before adding forms” until you create the SOP.
1

Create Your Guide Content First

Open your activity guide from the Guides column in the RACI tab.Write your guide content using the rich text editor.
2

Create the Guide SOP

Click “Create SOP” to save your guide content as a Standard Operating Procedure.This step is required before you can attach any forms.
3

Prepare Your Form

Create your form in the appropriate format:
  • PDF forms with fillable fields
  • Word/Google Docs templates
  • Excel/Google Sheets spreadsheets
  • Online forms (Google Forms, Typeform, etc.)
Make sure the form includes:
  • Clear title
  • Instructions for completing it
  • Required field indicators (*)
  • Submission instructions
4

Access the Forms Sidebar

After creating your SOP, look at the right sidebar of the guide editor.You’ll see the Forms section with a button labeled ”+ Add New Form”.
5

Add Your Form

Click ”+ Add New Form” in the Forms sidebar.Upload your form file or provide a link to your online form.Add a descriptive name for the form so users know what it is.
6

Reference the Form in Instructions

In your step-by-step instructions, tell users when and how to complete the form.Example:
Step 4: Complete the Budget Request Form Download and fill out the Budget Request Form (available in the Forms section). Complete all required fields marked with (*). Save the completed form as: YourName_BudgetRequest_YYYY-MM-DD.pdf
7

Test the Form

Test the form to make sure it’s accessible and all fields work correctly.Try filling it out to ensure instructions are clear.

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Form Best Practices

Keep Forms Simple

Why: Long, complex forms discourage completion and increase errors.How:
  • Only include necessary fields
  • Use dropdowns instead of text fields when possible
  • Group related fields into sections
  • Use clear, simple labels
Example: Instead of “Please provide detailed information about your request including justification, expected outcomes, timeline, and budget implications,” break this into separate, clearly labeled fields.
Why: Users need to know what’s mandatory vs. optional.How:
  • Use asterisks (*) for required fields
  • Include a note at the top: ”* indicates required field”
  • Consider using form validation that prevents submission without required fields
Tip: Only mark fields as required if they’re truly necessary. Over-requiring creates frustration.
Why: Clear instructions reduce errors and questions.How:
  • Add brief instructions at the top of the form
  • Include field-level help text for complex fields
  • Provide examples for format-specific fields (dates, phone numbers)
  • Link to additional resources if needed
Example for a date field: “Enter start date (format: MM/DD/YYYY, e.g., 06/15/2024)”
Why: Consistency makes forms easier to scan and complete.How:
  • Use the same font and sizing throughout
  • Align fields consistently
  • Use consistent spacing
  • Match your company’s document branding
Create form templates that everyone uses to maintain consistency.
Why: Users need to know what to do after completing the form.How:
  • State where to submit (email, portal, folder, etc.)
  • Specify who receives it
  • Mention any deadlines
  • Note what happens next
Example: “Submit completed form to approvals@company.com. Your manager will review within 2 business days. You’ll receive an email when approved.”

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Form Types and Tools

PDF Forms

Best for: Forms that need to be printed, signed, or archivedTools: Adobe Acrobat, PDFescape, Sejda

Word/Google Docs

Best for: Templates that users customize with their own contentTools: Microsoft Word, Google Docs

Spreadsheets

Best for: Forms with calculations, data tables, or financial infoTools: Excel, Google Sheets

Online Forms

Best for: Forms that collect data into a database automaticallyTools: Google Forms, Typeform, Jotform, Microsoft Forms

System Forms

Best for: Forms within your existing software platformsExamples: Salesforce forms, ServiceNow requests

Checklists

Best for: Simple yes/no or checkbox completion trackingTools: Plain documents, Monday.com, Asana

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Creating Effective Forms

1

Define the Purpose

What information do you need to collect? Why?Write down the specific data points required and why each one matters.
2

Design the Form Structure

Organize fields into logical sections:
  • Group related information together
  • Put most important fields first
  • End with submission information
Example structure for a budget request:
  1. Requestor Information (name, dept, date)
  2. Request Details (amount, category, purpose)
  3. Justification (why needed, expected outcomes)
  4. Approvals (manager signature, date)
3

Choose Field Types

Select the appropriate input type for each field:
  • Text fields: For names, descriptions
  • Dropdowns: For predefined options
  • Radio buttons: For single choice from options
  • Checkboxes: For multiple selections
  • Date pickers: For dates
  • Number fields: For amounts
Use constrained inputs (dropdowns, radio buttons) when possible to ensure data consistency.
4

Add Validation

If using online forms, add validation rules:
  • Required fields can’t be blank
  • Email fields must contain ”@”
  • Number fields only accept numbers
  • Dates must be valid formats
Validation prevents submission of incomplete or incorrect data.
5

Test the Form

Fill out the form yourself from a user’s perspective:
  • Are any questions confusing?
  • Are there too many required fields?
  • Is anything missing?
  • Does it take too long to complete?
Get feedback from team members before finalizing.

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Form Integration Examples

Example 1: Candidate Interview Scorecard

Activity: Conduct Final InterviewGuide Instructions:
Step 5: Complete Interview Scorecard During or immediately after the interview, fill out the Interview Scorecard (available in the Forms section). Scoring:
  • Rate each criterion on a 1-5 scale
  • 1 = Does not meet expectations
  • 5 = Exceeds expectations
  • Add comments for scores below 3 or above 4
Submission: Save completed scorecard as: CandidateName_Interview_YourName_Date.pdf Upload to the candidate’s folder in Google Drive within 24 hours
Form: Interview Scorecard PDF with sections for:
  • Candidate information
  • Technical skills (5 criteria)
  • Soft skills (5 criteria)
  • Culture fit (3 criteria)
  • Overall recommendation
  • Comments section
Activity: Request Equipment for New HireGuide Instructions:
Step 2: Submit Equipment Request Fill out the IT Equipment Request Form (available in the Forms section) at least 2 weeks before the new hire’s start date. Required Information:
  • New hire’s name and start date
  • Department and role
  • Equipment needed (laptop, monitor, etc.)
  • Software licenses required
  • Shipping address
After Submission: IT will email you a confirmation within 1 business day. Equipment typically arrives 1 week before start date.
Form: Google Form that:
  • Collects required info via dropdown menus
  • Automatically emails IT team
  • Creates ticket in IT system
  • Sends confirmation to requestor
Activity: Submit Monthly ExpensesGuide Instructions:
Step 3: Complete Expense Report Download the Expense Report Template (Excel file in Forms section) and complete all tabs: Tab 1: Summary
  • Auto-calculates from detail tabs
  • Verify totals match your receipts
Tab 2: Details
  • One row per expense
  • Attach receipts for expenses over $25
  • Use category codes (see Reference tab)
Tab 3: Reference
  • Category codes and guidelines
  • Do not edit this tab
Submission: Save as: YourName_Expenses_YYYY-MM.xlsx Email to accounting@company.com by the 5th of each month
Form: Excel template with:
  • Auto-calculating summary tab
  • Data validation on category fields
  • Built-in formulas for totals
  • Reference tab with guidelines

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Form Naming Conventions

Use clear, consistent naming for forms:

Form Files

Pattern: FormPurpose_Version_DateExamples:
  • BudgetRequest_v2.0_2024-06.pdf
  • InterviewScorecard_v1.3_2024-01.xlsx
  • OnboardingChecklist_v3.0_2024-03.docx

Completed Forms

Pattern: YourName_FormType_DateExamples:
  • SarahJ_BudgetRequest_2024-06-15.pdf
  • MikeC_ExpenseReport_2024-06.xlsx
  • Project_Alpha_Kickoff_2024-06-10.docx

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Version Control for Forms

Forms evolve over time. Track versions properly:
1

Version Number

Include version number in the form itself (header or footer).Use semantic versioning: v1.0, v1.1 (minor changes), v2.0 (major changes)
2

Update Date

Show when the form was last updated.Format: “Last updated: June 2024” or “Version 2.0 - June 2024”
3

Update the Attached Form

When you update a form, replace the old version in all guides that use it.Check where the form is used before updating to avoid breaking workflows in progress.
4

Notify Users

When you make significant changes, notify team members who use the form.Explain what changed and why in a brief email or message.
Don’t create multiple versions of the same form. If you have BudgetRequest_v1.pdf and BudgetRequest_v2.pdf both active, people will use the wrong version. Retire old versions when you update forms.

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Use Cases by Department

  • New hire information form
  • Performance review template
  • Time off request form
  • Disciplinary action form
  • Exit interview questionnaire

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Troubleshooting Form Issues

Cannot Add Forms to Guide

Problem: The ”+ Add New Form” button is not available or shows a warning.Solution: You must create a guide SOP first. Click “Create SOP” to save your guide content, then the Forms section will become available.
Problem: Form doesn’t open or download button doesn’t work.Solutions:
  • Check file format compatibility
  • Verify file isn’t corrupted (re-upload clean version)
  • Ensure file size isn’t too large (compress if needed)
  • Try a different file hosting method
Problem: People are using an outdated version of the form.Solutions:
  • Remove all old versions from shared locations
  • Update the attached form in all guides
  • Send announcement about the new version
  • Include version number prominently on the form
Problem: Completed forms aren’t reaching their destination.Solutions:
  • Clarify submission instructions in the guide
  • Use online forms that auto-submit to a database
  • Set up email rules to organize form submissions
  • Implement a tracking system for form status

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Tips for Success

Start Simple

Begin with a basic form and add fields as needed. Overcomplicating forms reduces completion rates.

Test with Users

Have team members test your form before deploying. They’ll catch issues you missed.

Make Forms Optional When Possible

Only require forms when absolutely necessary. Optional forms get higher quality responses.

Provide Examples

Include a filled-out sample form to show what good completion looks like.

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Form Checklist

Before attaching a form to your guide:
  • Guide SOP has been created
  • Form has a clear, descriptive title
  • All fields are clearly labeled
  • Required fields are marked with (*)
  • Instructions for completion are included
  • Submission instructions are clear
  • Version number and date are visible
  • Form has been tested with actual users
  • File format is compatible with your team’s tools
  • Form is properly attached in Forms sidebar
  • Guide instructions reference the form clearly

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Next Steps

Creating Guides

Learn how to create activity guides that use forms

Sharing Processes

Share your guides and forms with team members

Collaboration Best Practices

Learn how to collaborate effectively on documentation