How to Create a Web Form to Receive Requests

1st Step: Accessing the Web Forms Administration Module

In the lower left side menu, click “Settings” and then select “Web Forms”, located in the upper center of the screen, to the left of “Card Tracker”.

When accessing this page, you will see the list of existing forms and the option to create new ones, allowing you to receive requests from internal or external users.

2nd Step: Starting the Creation of a New Form

1. Click the “New Form” button in the upper left corner.

2. A modal window will appear with the initial configuration settings.

3rd Step: Configuring the Initial Form Fields

In the creation modal, fill in:

• Domain: subdomain or unique identifier that will be part of the         public URL.
• Icon: image that represents the purpose of the form.
• Title: name displayed in the header (e.g., Support Request).
• Description: short text explaining the purpose of the form.

4th Step: Defining Where the Card Will Be Created

In the “Define where the card will be created” section:

• Pipeline: choose the workflow where the card will be inserted.
• Pipeline Stage: select the initial stage of the pipeline where the card will appear.

5th Step: Authentication and Privacy (Optional)

• Authentication is required: enable this option to allow access only to authenticated users.
• Enabled: requires login to octapipe.
• Disabled: allows submissions from any external user.

Click “Create Form” to save the initial configuration.

6th Step: Publishing and Sharing the Form

1. After creating it, the form will appear in the list.

2. Click the form and then click “Open” in the upper right corner to preview it in a new tab.

3. Copy the URL and share it with your team or clients.

7th Step: Testing the Form

1. Open the public URL in an incognito tab or another browser.

2. Fill in the required fields and click “Submit”.

3. Check the confirmation message and any possible redirects.

4. In octapipe, verify in the pipeline whether the card was created in the correct stage.

8th Step: Finalizing the Creation

• Share the link with the team or clients.
• Monitor the pipeline to track new cards and validate submitted data.
• Edit the form whenever necessary to adjust fields.

Best Practices:

• Keep titles clear and objective to make the form easy to understand.
• Limit required fields to avoid abandonment during submission.
• Test on different devices to ensure good usability.
• Review notification settings to inform the team without creating excessive alerts.
• Update the form periodically based on user feedback.

Conclusion:

You have learned how to create a web form to receive external requests, from the initial configuration to publishing and testing. If you have any questions, contact our support team.