How to Build a Form and Collect Operational Information

Forms capture operational evidence in a structured way: inspections, checks, yes/no confirmations, notes, and photos. When a form is required on work, completion waits until the submission (and any required approval) is done.

Create a form

1. Open Forms and create a new form (managers).
2. Enter a Form name that matches the operational check you need.
3. Add fields. Each field has a Field label and a type such as Yes/No, Short text, Long text, Number, Date, Dropdown, or Photo.
4. Optionally enable Requires manager review when a submission should not count as complete until a manager approves it. Form approvals are available on Business plans and above.
5. Optionally add a rule so that when a Yes/No answer is Yes, DeptOps creates follow-up work titled Follow-up: {form name}.
6. Save the form.

Connect the form to work

1. Create or edit work and open More options.
2. Choose the form under Required form.
3. Save. Assignees will see Complete Form on the work until a submission exists.

Collect submissions

1. Open the Work item that requires the form and choose Complete Form.
2. Answer each field. Photo fields use a signed upload flow.
3. Submit. The submission is tied to that Work.
4. Review status on the submission: Submitted, Approved, or Rejected.

When approvals are useful

• Use manager review when someone else must verify the evidence before work is considered complete.
• Managers approve or reject with an optional comment.
• Rejected forms can appear in Needs Attention so the issue does not disappear into email.
• Skip required review for lightweight self-attested checks where speed matters more than a second set of eyes.

Keep forms short and operational. One clear check with the right fields beats a long questionnaire that people rush through.