Form Requests and Automation
A form request is an email inviting a specific person to fill in a particular form. Instead of sharing a general link, you choose who should complete it and Qik tracks who has and hasn't. This article also covers the automations that run when a submission arrives.
Sending a form request
- Go to Forms in the sidebar.
- Click Send Request next to the form, or click New Request in the Form Requests panel and choose the form. (You can also select a form and choose Send Form Request from its actions.)
- Fill in the request:
- People — the profiles who should complete the form. Choose one or many.
- Event (optional) — an event the request relates to. Any tickets generated when the person submits will be for this event, unless the form itself says otherwise.
- Subject — the email subject. It defaults to "Your Name is inviting you to complete 'Form'".
- Body — a message shown in the email above the link to the form.
- Scopes — shown if you can create requests in more than one scope.
- Confirm to send.
Each person gets their own request and their own email, sent from you, with a personal link to the form. When they submit the form through that link, their request is marked complete and the submission is linked to it.
Reminders
If a request is still incomplete 7 days after it was created, Qik automatically sends one reminder email. It is the original email with "Reminder: " added to the start of the subject. Only one reminder is sent per request, and there is no due date or reminder schedule to configure.
To chase someone again after that, send them a new request.
Tracking requests
The Form Requests panel on the Forms dashboard shows active (incomplete) requests, with who each request is for and when it was sent. Click View All to open the full list, where you can filter by form, person or completion and see which requests have been completed.
To withdraw a request, delete it from the list.
Automation when a submission arrives
Forms can do things automatically when a submission is created. These are set in the form editor.
Linking to profiles
If the form has a Person field, Qik looks for an existing profile with the same first and last name and a matching email address or phone number. If one is found, the submission is linked to it; otherwise a new profile is created. See Building Forms.
Confirmation emails
The Confirmation tab sends an email to the person who submitted, using one of your email templates. See Form Editor - Overview.
Notifications to your team
On the Automation tab, add a Notification to alert chosen people by Email and/or App push notification when submissions are created, updated or deleted. Everyone notified also sees it in their in-app notifications. Add rules to only notify for certain submissions.
Workflows
Also on the Automation tab, Form Submission Workflow adds each new submission to a workflow as a card. Choose the workflow (Add to workflow), optionally the step it starts at (Add at step — leave blank for the first step), and optionally rules a submission must match. For example, a "Job Application" form could add every application to a "Recruitment" workflow so each applicant moves through screening, interview and offer.
Actions
The Automation tab can also run one of your organisation's server actions when a submission is created, updated or deleted — useful for custom integrations or rules.
Tips
- Explain in the Body why the person is receiving the request and when you'd like it back, since there's no built-in due date.
- Make sure each person has an email address on their profile — the request is sent to their first email address.
- Check the Form Requests list a week or so after sending to see who still hasn't responded.