How to Collaborate as a Team in Formester?

July 3, 2024 |

5 min read

by Harish Kumar

an illustration of collaborative form feature Formester offers advanced collaboration features that allow you to control access and manage permissions at multiple levels. This ensures seamless teamwork, security, and efficient form management. Below, we'll walk you through how to collaborate effectively at the Organization, Team, Form, and Field levels.

Benefits of Collaborative Forms

1. Faster Work: Multiple people can fill out different parts of the form at the same time, which speeds up the process.

2. More Accurate: Each person can add their own expertise, reducing mistakes and improving the quality of the data.

3. Better Decisions: With input from various people, the data collected helps make more informed decisions.

4. Time-Saving: Working together means less time spent completing and reviewing forms.

Ideal Use Cases for Collaborative Forms

1. Team Projects: Great for projects where team members need to add their own expertise to different sections.

2. Surveys and Feedback: Useful for collecting feedback from multiple people to get a complete picture.

3. Event Planning: Helps coordinate event details with team members responsible for different tasks like logistics, catering, and invitations.

4. Client Onboarding: Makes the onboarding process easier by allowing different departments (like sales and support) to fill in their parts.

5. Performance Reviews: Allows multiple managers or peers to provide feedback on an employee’s performance for a more rounded review.

How to Collaborate In Formester?

Organization Level Collaboration

At the organization level, you can invite team members and assign them roles that control their access to the entire Formester account.

Steps:

Go to the Teams Tab: In your Formester dashboard, navigate to the Teams tab.
Invite Members: Click on Invite Members and enter the email addresses of the members you wish to add.
Assign Roles: Choose one of the following roles:
Admin: Full control over all forms, settings, and permissions.
Staff: Limited access to specific forms and features.
Send Invite: Click Send Invite. The invited members will receive an email with instructions to join your organization.

Example: As an Admin, you might invite your senior team members to have full control over forms, while junior team members would be added as Staff to limit access to sensitive forms.

Team Level Collaboration

Teams help group users together and manage permissions for accessing and working on forms.

Steps: Navigate to the Teams Tab: In the Formester dashboard, go to the Teams tab.

Create a New Team: Click on Create a Team and enter the team name.
Invite Members: Enter the email addresses of the team members you want to add.
Assign Roles: Select one of the following roles for each member:
Maintainer: Full control over forms and team settings.
Member: Can only access forms assigned to the team but cannot manage team members.
Set Permissions: Assign access permissions for the forms the team will work on.

Example: You may create a "Marketing Team" and assign Maintainer roles to senior marketers for full form control, while Member roles for junior team members allow them to view and submit feedback on forms.

Form Level Collaboration

Form-level permissions allow you to control who can view, edit, or submit forms.

Steps: Open the Share Tab: Open the form you want to manage and click on the Share tab.

Invite Members or Teams: Search for members or teams and send them an invite.
Assign Roles: Assign one of the following roles:
Maintainer: Full control over the form, including access management.
Editor: Can edit and manage content, but cannot change access settings.
Viewer: Can view submissions and analytics, but cannot edit the form.
Submitter: Can only submit the form or survey.
Send Invite: Click Send Invite to grant the selected permissions.

Example: For a customer feedback form, you might grant Maintainer access to a project manager, Editor access to content creators, and Viewer access to other stakeholders.

Field Level Collaboration

Field-level permissions allow you to restrict access to individual fields in a form or survey, ensuring that only designated users can edit or fill out certain fields.

Steps:

Select the Field: Open the form and select the specific field you want to control.
Enable Field Assignee: Go to the Advanced Settings and toggle on Field Assignee.
Create a Role: Click Add Role to create a custom role for the field. Enter a name for the role and assign members or teams who can access this field.
Assign Members: Only the assigned members or teams will be able to interact with the restricted field.
Repeat for Other Fields: You can repeat this process for other fields you want to restrict.

Example: In a delivery form, you could restrict the "E-signature" field so that only the delivery personnel can access it, while others can’t make edits.

Summary

By using the collaboration feature for form building and submissions, you can transform the way you collect and manage data. By allowing multiple users to fill out the form simultaneously, you can speed up the process and improve accuracy.

Follow our easy steps to set up a collaborative form today and experience the benefits of teamwork in data collection. Sign up to Formester and collaborate today—it’s Free!