Public Forms | Customization | Zoho Sprints Help

Public Forms

Public forms enable anyone outside your organization to submit work items directly to projects in the Zoho Sprints workspace. You can either share the form URL or embed it on your website to collect the requests, issues, feedback or requirements without having to sign up Zoho Sprints or join your workspace.
 
Customize the public form with all the required fields to capture all information needed to process the work item. Once submitted, work items will be automatically added to the chosen project, allowing teams to process the work item further.

Benefits 

  1. No sign up or sign in required
  2. Easy sharing and embedding of the form
  3. Spam prevention with default CAPTCHA added to the form
  4. Minimized errors using drop-down menus and mandatory fields
Info
Availability: This feature is currently supported only for Work Items.
Alert
Accessibility: Premier, Enterprise, Zoho One, Remotely and Projects Plus Plans
Warning
Profile Permissions: Only users with permission to 'Manage Public Forms' can create, edit, or delete Public Forms.

Use Cases  

1. Submit work items to the backlog

Your customers can directly add their requirements as User Stories to the project without needing access the project information in the workspace using Public Forms.

Example: A customer wants to add a new landing page for their website.

2. Report issues

When you want your customers to raise an issue, they can easily do so by filling up the feedback form embedded on the website, and submit it. This submission directly lands on the backlog which can be addressed in the upcoming release cycles, if valid.

Example: A customer says that the report generated doesn't show the appropriate information.

Create Public Forms 

  1. Click the gear icon at the top-right corner. The Settings window will appear.
  2. Select Public Forms under Customization.
  3. Click + Public Form at the top-right.
  4. In the Create Form page, 
    1. Enter the Form Name.
    2. Enter a form description.
    3. Select a project to which the public form belongs to. 

  5. Click Create or Create & Set Layout.
    1. Click Create, to create the form with default fields.
    2. Click Create & Set Layout, to customize the form layout.
  6. In the Public Form layout, use the check box to select required fields. 

  7. Click Add to Layout.
    The selected fields will be added to the form.
  8. Mark the mandatory fields in the form hovering over the field and selecting the Mark as Mandatory checkbox.
  9. Add a user to 'Created by', to ensure that the public forms are tracked down to the selected user.
  10. Select an Action on Submission.  
    1. Success text: Enter the text to be displayed after the form submission
    2. Redirect to custom URL: Redirect to a website after the form submission
  11. Add domains if you would like the form to be embedded only on authentic websites. For example: https://contact.zylker.com. 
    Note:
    1. While adding domains, ensure to include 'https://' before the domain name.
    2. You can add up to 10 domains
    3. Click + after entering the domain to add.
    4. To delete the domain, hover over the domain name and click the delete icon.
  12. Copy the Public Form URL if required.
  13. Download QR to embed it in the websites and allow users to scan and access the form.
  14. Click Preview to have a look at how the published form will be.
  15. If the form is under progress, click Save as Draft.
  16. If the form is ready, click Publish. 

Notes
Note:
  1. The 'Created by' field is added to the form to allow users to transfer the form ownership.
  2. For example, a user who has the manage public forms permission can create the form for another user who needs it and transfer the ownership.

Edit or Update Public Forms 

  1. Click the gear icon at the top-right corner. The Settings window will appear.
  2. Select Public Forms under Customization.
  3. Hover over the required form and click Edit. 

  4. In the Update Form page, update the Form Name, Description, or manage domains.
  5. Click Edit Layout to modify the public form layout.
  6. Make the required changes in the form.
  7. Click Preview to evaluate before publishing.
  8. Click Save as Draft to publish it later. Or
  9. Click Publish to live the changes made.

Publish Public Forms 

Forms that are saved as drafts can be published from the public forms listing page.
  1. Click the gear icon at the top-right corner. The Settings window will appear.
  2. Select Public Forms under Customization.
    List of all Public Forms will be available.
  3. The Publish button will be available in the Status column of the public forms that are saved as draft.
  4. Click Publish.
  5. Confirm your action again by clicking Publish.
Once the form is published, anyone with the form URL can add work items to the project through the public form. The user associated with the form will be assigned as the DRI for all the work items created through the form. For reference, the same user will also be displayed in the 'Created by' field, even if they are not the creator of the form.  

Enable or Disable Public Form  

  1. Click the gear icon at the top-right corner. The Settings window will appear.
  2. Select Public Forms under Customization.
    List of all Public Forms will be available.
  3. Click the toggle switch to enable or disable public forms.
  4. Click Enable or Disable to confirm your action. 

Delete Public Form 

  1. Click the gear icon at the top-right corner. The Settings window will appear.
  2. Select Public Forms under Customization.
    List of all Public Forms will be available.
  3. Hover over the required public form and click Delete.
  4. Confirm your action and click Delete. 

Notes
Note: This public form cannot be retrieved once deleted.