You can activate this feature for free from Gems in the Holded Store
Get there
- Go to Projects in the toolbar
- Select the Forms option
- Click the New Form button
Alternatively, you can access the project in which you want to include the form, go to the Forms tab and click on New form.
Forms are created with the intention of automating the creation of tasks, but what exactly does this mean?
Forms are very useful when you want to standardize the way you enter tasks in your projects. For example, suppose you always want the start and end date of each task to be reported. In this case, you could create a form that includes date fields for the start and end dates of tasks created by project participants. This would ensure that they always provide this piece of information.
In addition, the good thing about forms is that they can be applied to all your projects, or only to specific ones.
How to create forms
1. Completing the basic fields of the form
In the pop-up window, complete the following fields:
You can make this form automatically available in all projects by accessing the three-point menu and activating the Select all your projects toggle. Learn how to create your project here.
The available task types will depend on the selected project. To learn more about projects, check out this article.
2. Adding questions to the form
- Under 1. Question, write the question or instruction for the users or project participants to enter the name of the task. For example: "What are you going to do?" or "Enter the name of the task"
This field is always mandatory and of type Title, as it refers to the task title. You can include an additional explanation by clicking + Add a description.
- Click on Add question to continue to formulate the questions or instructions that users will have to answer to create tasks in the project
- In 2. Question, select the question format from Type:
Linked to task Description Corresponds to the task description Start This allows you to select a date for the start of the task in the calendar End Allows to indicate a date for the end of the task in the calendar Priority of the generated task
Very high, High, Medium, Low, or Very low Story Points These are the unit of measure for expressing the estimate of the overall effort required in the task Custom Text field The text will be displayed in the task Number The number will be displayed in the task Date The selected date will appear within the task Select Allows selecting options from a drop-down list Radio Allows selecting several options with a circle format Checkbox This allows you to select several options using a checkbox format - Write the appropriate question or instruction for users to provide the necessary information. For example: "When will you start the task?" (Start-type question) or "Indicate the departments involved: Marketing, Design, etc." (Checkbox-type question)
- Click + Add question to include additional and different types of questions to the form
- Once you have finished adding questions, hit the Create button to publish your form
If you need to delete any of the questions, simply click on the delete icon to the right of the question. On the other hand, if you want to indicate that a question is required, check the Required field box.
You can create as many forms as you need. Once completed, the form will be visible to all project members participating in the assigned task list.
How to use forms
Filling in forms from given projects
- Access Projects > Projects from the toolbar
- Select a project from the list
- Go to the Forms option
- Press Fill one of the active forms for that project
- Fill in the indicated fields
- Hit Save
The generated task will be added to the project board
Adding public forms to specific projects
- Access Projects > Projects from the toolbar
- Click on a project from the list
- Go to the Forms tab
- Go to the list of Available forms
- Click on + Add form to project
- Use the dropdown under Type to confirm the type of task that will be generated
- From Add to list, specify the list to which the task will be sent
- Hit Save
After completing these steps, the public form will become part of the list of active forms for the project in question.
Check out this article to learn how to edit and delete already created forms in your projects