Forms
Build and share forms to collect data that feeds directly into your boards.
Overview
ProBeya includes a powerful form builder powered by form.io. Create custom forms that map submissions directly to items on your boards. Use forms for intake requests, bug reports, customer feedback, surveys, and more.
Creating a Form
Open Form Builder
Navigate to your board and click Forms in the top menu, then + Create Form.
Design Your Form
The drag-and-drop form builder opens. Add fields from the left panel — text inputs, dropdowns, date pickers, file uploads, and more.
Map Fields to Columns
Each form field can be mapped to a column on your board. When someone submits the form, a new item is created with the values filled in.
Configure Settings
Set a form title, description, success message, and submission rules.
Publish and Share
Click Publish to generate a shareable link. Anyone with the link can submit the form — no ProBeya account required.
Form Fields
The form builder supports a wide range of field types:
Basic Inputs
Text, textarea, number, email, phone, URL, and password fields.
Selection
Dropdowns, radio buttons, checkboxes, and multi-select fields.
Date & Time
Date picker, time picker, and date-time fields.
File Upload
Single or multiple file upload with type and size restrictions.
Layout
Panels, columns, tables, and tabs to organize your form visually.
Advanced
Conditional logic, calculated values, signatures, and HTML content.
Column Mapping
Map form fields to board columns so submissions automatically create items:
| Form Field | Board Column |
|---|---|
| Text Input | Text column |
| Dropdown | Status or Dropdown column |
| Date Picker | Date column |
| File Upload | File column |
| Email column | |
| Checkbox Group | Label column |
Unmapped fields are stored in the item description as formatted text so no data is lost.
Conditional Logic
Show or hide fields based on user input. For example:
- Show “Severity” only when “Type” is “Bug Report”
- Show “Preferred Date” only when “Meeting Requested” is checked
- Show additional questions based on a rating score
Configure conditions in the field settings panel under the Conditional tab.
Sharing and Embedding
Copy the public form URL and share it via email, Slack, or any channel. No login required for respondents.
Submission Management
View all form submissions in the Responses tab of the form. Each submission shows:
- Timestamp and respondent info (if collected)
- All field values
- Link to the created board item
- Status (new, reviewed, archived)
Public forms are accessible to anyone with the link. Do not use them for sensitive data collection without enabling authentication in the form settings.
Notifications
Configure notifications to alert team members when a form is submitted. Notifications can be sent via email or in-app to specific users or channels.
Approval Workflows
Attach multi-step approval workflows to forms so submissions are reviewed and signed off before they take effect. This is essential for regulated environments (GxP, GMP) where submissions require formal approval.
Visual Flow Builder
Design approval chains using a drag-and-drop node editor. Add approval nodes, conditional branches, action triggers, and end states.
Email-Based Approval
Approvers receive an email with one-click approve/reject buttons. No ProBeya account needed for external reviewers.
GxP E-Signatures
When GxP mode is enabled, decisions require authenticated login and create a tamper-evident audit trail satisfying 21 CFR Part 11 and Annex 11.
Post-Approval Actions
Automatically create PPM projects, Kaizen events, tickets, or send notifications when submissions are approved.
Node Types
- Start — entry point for every submission
- Approval — pauses the workflow until designated approvers make a decision (any, all, or sequential)
- Condition — routes submissions down different paths based on field values or prior decisions
- Action — executes an automated action (send email, create ticket, create project)
- End — terminal state with a final status (approved, rejected, expired)
GxP Mode
When GxP mode is enabled on a flow, every approval decision captures:
- Authenticated user identity (user ID and email)
- Precise timestamp of the decision
- Meaning of the signature (approve, reject, return for revision)
- Link to the immutable version snapshot of the submission
- IP address and user agent for token-based decisions
GxP audit entries use the form_approval_gxp_audit entity type and can be filtered separately from standard activity logs for regulatory reporting.
Distribution
Instead of sharing a single public link, distribute forms directly to a list of recipients with per-person tracking.
Add Recipients
Enter email addresses manually or import from a CSV file with email and name columns.
Send Invitations
Each recipient receives a personalized email with a unique tracking link.
Track Responses
Monitor per-recipient engagement: pending, opened, started, completed. View response rate in real time.
Send Reminders
Send reminder emails to recipients who have not yet completed the form.
OTP Verification
For forms that require identity verification without a ProBeya account, enable OTP (One-Time Password) verification. Respondents verify their email with a 6-digit code before accessing the form.
OTP codes expire after 10 minutes and allow a maximum of 5 attempts. The system always returns a success response regardless of whether the email exists, preventing enumeration attacks.
Was this page helpful?