Activity forms can be used in conjunction with activities to provide a way for users to provide detailed question and answer forms when completing an activity. When an Activity Form is saved a PDF document will be automatically attached to the record allowing you to download, print, or email the form directly from Crelate! Form limits will vary based on your subscription type and can be viewed within Settings | Custom Forms. In conjunction with Activity Forms, customers often paid our powerful Field Mappings feature to map data entered on a form directly to a contact, company or opportunity field.
Creating your Activity Form
Navigate to Settings | Custom Forms and select the plus sign to create your form.
That will then display your Form Template Editor. You'll want to ensure your Form has a Form Name (#1) as this is a required field to complete.
Next, you'll see an option for a Section Header Name (#2). What's a Section? The intent here is if you have background questions, personal questions, work experience questions, etc, you may group them within a section for natural segmentation. From there, you may begin to add your question and later (#4) continue to add additional questions/sections. Last, and perhaps most importantly, you'll want to select which activities your form should be available on (#5). This will allow you to limit your forms to display only on the activities you'll actually need them.
When creating a question, there are 5 key components to your questions.
- Question type: Crelate has a ton of options to choose from such as date fields, short/log answers and monetary fields. Choose whichever type makes sense based on your question type. Pro Tip: Questions in your forms are searchable (more on that in #4 HERE). Be cognizant that you may always use this data later on in a search.
- Help Text: You may add help text which will display in smaller font just below the question to guide the applicant in a particular direction when answering.
- Required: You may make each question required in order to complete the application
- Tags - You may tag questions that you've added. Why use tags? You'll notice in the top right of your form the there is a Add Questions by Tag option. If you're creating similar forms with slight variances for difference jobs, you may tag those questions. Let's say I'm creating an application form for a Sales Associate position. I may tag those questions "sales" and later, if recreating a very similar form, I can pull in questions by Tag to automatically grab all questions with that tag to save time.
- Field Mappings: Field Mappings are an incredibly dynamic and powerful tool within Crelate. As a result, we have full guide we would recommend checking out: Using Field Mappings.
Using your Activity Form
Once your form has been created, navigate to the select activity and select the pen and paper icon within that activity. That will display one or multiple forms available that can be used on that activity. Once selected, the form will pull in below the general notes section.
Once a form is completed, is can be downloaded, emailed or printed at any time. Simply select Documents and then the drop down arrow above the given form you'd like to share.
Pro Tip: Make an activity template a default and/or required by navigating to Settings | Activities. If you find yourself consistently using one form all or most of the time, it may make sense to align that form with your activity record.
Next, take a look at Application Forms which follow very similar principles to your Activity Forms but can be used when an applicant applies to one of your job orders.