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How to Create a Form

The Forms and Process Designer features help your users create intelligent forms to capture lead data that’s relevant to their departments, products, or processes.
You can customize forms to behave in ways specific to your use cases,  and prompt users to collect the right information based on a lead’s previous inputs.

Once you’ve created a form, the Process Designer helps you choose where, and to which users you want the form to appear. You can also use it to combine multiple forms into processes.
See How to Create a Process.

 

Feature Overview

Some key features include –

  • The ability to capture both lead and activity fields in the same form.
  • Single-step and multi-step forms.
  • Customizable sections, tabs, sub-forms and fields.
  • Ability to configure rules to –
    • Show/hide sections/tabs/sub-forms and fields
    • Display values based on conditions and previous inputs.

 

Prerequisites

You must be an administrator user to create and edit forms.

 

Example Use Cases

These examples illustrate different functionalities you can use, and outcomes you can achieve using the forms and process designer features.

Finance
  • Create separate forms or processes for different loan products.
  • Customize the KYC collection process. For example –
    • If country is selected as United States, collect SSN details.
    • If country is selected as India, collect PAN details.
  • Use sub-forms to collect specific background information. For example –
    • If an applicant is self employed, show a sub-form to collect company details.
    • If an applicant is a student, show a sub-form to collect college details
  • Based on whether or not there is a co-applicant on a loan, show/hide a co-applicant tab.
Education
  • Capture information related to different educational interests.
  • Show and hide fields based on a lead’s course preferences, desired country to study in, budget, etc.
  • Capture relevant education qualifications based on previous inputs.
  • Build entire application forms for schools, colleges, etc.
Real Estate
  • Create customized forms to capture a lead’s preferences for property type, amenities, etc.
  • Create rental application forms to capture a potential buyer’s eligibility.
  • Chain together multiple forms to collect buyer information, determine eligibility and display relevant properties you’re selling.
OthersCollect vendor information through customized forms. Show/hide fields, sub-forms, tabs based on vendor services. For example –

  • If a vendor is dealing clothes, capture type of clothing (raw material, stitched, semi-stitched, etc.), age groups, gender etc.
  • If a vendor is selling appliances, capture type of appliances, used/new, warranty details, etc.

 

Manage Forms

To access the Manage Forms page, navigate to Workflow>Manage Forms.

All forms you create will appear on the grid. You can search for a form, filter by tags, and even filter on the basis of status, type, modified by and modified on dates. The settingsSettings iconicon under the Actions column allows you to edit, delete, add tag, clone, rename or publish a form and test a published form.

Manage Forms

 

Create a Form

Click the Create Form button to create a new form.

new form

 

Form Settings

On the Create Form pop-up –

  1. First give your form a name.
  2. Then choose whether you want the form to contain lead fields, activity fields or both. If you choose to include activity fields, you must select an activity type.
  3. Click Next

Alternatively, you could click the Create with default options link at the bottom to create a form with only lead fields.

Note: If you want to use Custom Fields Sets (to upload documents), select the activity where the custom field set has been set up.

form fields

Now choose the type of form you want to create –

  • Primary Form – This is the main form that will appear on the Manage Forms grid. You can use the Process Designer to combine primary forms into processes.
  • Sub Form – A sub-form can be integrated into a primary form. It will not show up on the Manage Forms grid.

Click Next, when you’re done.

primary or sub form

Now choose how you want your form to flow. Choose between –

  • Single step form – All tabs will be visible upfront. You can switch between tabs, and save & exit while on any tab.
  • Multi step form – Users will only see one tab at a time. You can only save and exit the form at the last step.

Then click Create.

Form Type

 

Rename Your Form and Changing the Settings

The form editor lets you design your form, configure properties, create rules, save and finally publish to live.
To change the form name, click the editpencil iconicon alongside the form name at the top of the form editor.

edit the form name

You can change some of the form properties you selected in the previous steps in the form settings menu. Click the wheelSettings iconicon to open the settings menu.

Form properties

Add/remove lead and activity fields, adjust the placement of the labels and add tags that you can later filter your forms by.

settings menu for forms

Click the Additional Settings tab for more options. You can change the form to multi-step and even track the location where the form is being filled on the LeadSquared mobile app.

form settings

 

Design Your Form

This section details how to create and configure the tabs, sections and fields in your form.

Adjust Form Properties

  1. Click the top section of your form.
  2. You can adjust the form properties on the right pane. These include the form title, description help text and even a help URL you can direct users to.

form properties pane

Change the Tab Name
Click on a tab to change the display name using the tab properties panel on the right side of the page.

Change tab properties

Click the Add button highlighted below to add a new tab to the form.

adding tabs to form

Adjust Section Properties and Add/Remove Sections
Click a section to edit the section properties using the pane on the right of your screen. You can edit the section’s display name, add help text and a help URL. You can also add/remove and re-order sections using the buttons that appear.

section configs

Add Fields to a Section
Lead, activity and special fields show up on the left pane. You can add fields to a section by simply dragging the field from the left pane and dropping it into a section. Alternatively, you can use the add button alongside each field. You can search for a particular field or simply scroll down to locate it.
Once you’ve added fields to a section, drag and drop them to re-order, expand or collapse. Click the cancel icon to remove a field from a section.

How to add fields to a form

Special Fields
Using special fields you can add –

  • Labels
  • Horizontal lines
  • Sub-forms
  • Iframes

Drag and drop a special field into a section, then click on the field to configure its properties on the right pane.
In the example below we’ve added an Iframe to render some URL on the form.

add Iframe

Adjust Field Properties
When you click on a field you’ve added to a section, the field properties will become editable on the right pane. There are 3 sets of properties you can edit – label, control and validation properties.

Label properties allow you to change the field’s display name, add help text and hide/show the field label.

edit label properties

Click Control Properties to enter a default value for a field, add help text, add placeholder text, render the field as read-only and hide/show the field.

Configure field control properties

Click Validation Properties for field validation configurations like minimum and maximum length, regex and setting the field as required or mandatory.

field validation configs

Preview the Form
It’s always good practice to keep previewing your form as you build it. The preview option is available on the right side of the top menu of the page.

form preview

preview form

 

Create a Sub-Form

You can create a sub-form from the form creation wizard.

primary or sub form

Or directly from the form editor.

  1. On the left pane, click Special Fields.
  2. Next, drag the Sub-Form special field into the appropriate section in your form.

new sub form

On the right pane, select an existing form from the drop-down or click Create New.

configure sub form

A sub-form editor will open in a new tab in your browser. Create the sub-form the same way you created your primary form. Click Publish when you’re done.

 

Create Rules

Rules let you configure the behaviour of your form. You can show/hide and set values for fields based on certain conditions. You can also show/hide tabs, sections and sub-forms.

Here are some common use cases you can tackle using rules –

Capture Multiple Addresses
  1. Create a field ‘Is your permanent address the same as your mailing address?’
  2. Create a ‘Permanent Address’ sub-form with fields Address 1, Address 2, City, State, Zip, Country
  3. Create a rule where if the field ‘Is your permanent address the same as your mailing address’ is false then show ‘Permanent Address’ sub-form to capture the lead’s permanent address.
Capture Co-Applicant information
  1. Create a tab called ‘Co-Applicant Information’ with fields to capture the co-applicant’s personal details, KYC details etc.
  2. Create a field called ‘Do you have a co-applicant’
  3. Create a rule where if the field ‘Do you have a co-applicant’ is false then hide the ‘Co-Applicant Information’ tab.
Making fields Mandatory
  1. Set up a field called ‘Identification Type’, with options for say, ‘Passport’ and ‘Pan Card’
  2. If ‘Passport’ is selected, make a ‘Passport Number’ field mandatory
  3. If ‘Pan Card’ is selected, make a ‘Pan Card Number’ field mandatory

Note: You can also set conditions on multiple fields. For example, if ‘Gender’ is ‘Male’ and ‘Age Group’ is ‘Adult’ then show a ‘Men’s Clothing Preferences’ sub-form to capture clothing preferences.

To create a rule click the Rules tab on the top menu. Then click Add Rule.

Rule Configs

You can set multiple conditions and multiple action per rule by clicking the addadd plusicon. You can add multiple rules as well by clicking the Add Rule button. Be sure to select if you want the action to proceed if all rules are met or if any 1 rule is met.

add more rules

Use the fields provided to set up your conditions and actions.

  • Conditions will vary based on the data type of the field you’re setting conditions on. For example –
    • Number fields will give you options like ‘Greater than equal to’, ‘Is Between’ etc.
    • Drop-down fields will let you choose between pre-defined options
    • Text fields will give you options such as ‘Contains’, ‘Does Not Contain’ etc.
  • Actions will trigger when your condition(s) are met. You can trigger actions like –
    • Show
    • Hide
    • Set Value*
    • Make Read Only
    • Make Mandatory

*If you’re using the action Set Value, you can set the value of a field –

  • Through API data
  • Mail Merge lead/activity fields
  • Perform calculations on numeric fields

rule actions

 

Save and Publish

Your form auto-saves as you create it but you can also click Save manually. When you’re satisfied with the design and rules of your form, click Publish.

save and publish form

On publishing a form, you can either go back to list of forms on the Manage Forms page or directly to creating a process through the Process Designer.

publish a form

 

Process Designer

Once you’ve published your forms, the process designer will help you integrate them into your workflows, chain them together to create processes, show them to specific users and do lots more. See How to Create a Process.

 

Any Questions?

If you have any questions related to forms that weren’t answered here, please leave comments below. We’ll be happy to help!