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Build a new Template
Build a new Template

Build your Template's Form view using your existing digital document to collect the information you need.

Updated over a week ago

The first step in setting up your GoFormz account is to build your first Template. Templates are the primary data-gathering documents created within your GoFormz account.

You’ll build and manage your Templates on the GoFormz web app in the Templates tab.

Screenshot displaying the location of the Templates tab in the GoFormz web app.

Your Form Users create Forms based on the Templates you create, and the completed Forms - and their collected information - are delivered to your GoFormz account.

When you build a Template, you can provide your Form Users with both Form and List view options. You collect the same information with either view (so long as you include the necessary data fields).

This article focuses on how to build your Template's Form view. In Form view, users navigate through the mapped fields like they’d fill out a paper form.

🗒️ Note: GoFormz does not offer a fillable PDF. If you need to collect information from a person in your organization, create a user profile for them.

To collect information from somebody outside of your organization, create a Public Form.

Building your Template requires an initial time investment, but GoFormz users report that the efficiency and accuracy gained from converting your paper forms to digital forms saves time in the long run.

Navigate to the GoFormz web app and click the Templates tab where you’ll upload your existing PDF, and then map fields to your Template.

Upload your existing PDF

On the Templates page of the GoFormz web app, click Build to upload your PDF.

Your PDF acts as the background for your Template. If you’re transitioning your organization’s documents from paper to digital, you’ll need PDF copies of each document you plan to digitize.

With your PDF uploaded, you’ll automatically navigate to the Template Editor. Here you’ll determine what information you gather with your Template.

Map fields to your Template

For each piece of information you want to collect with your Template, you’ll add a field in the Template Editor. GoFormz offers a variety of field types to facilitate your data collection.

The fields you map onto your Template in the Template Editor determine the information you’ll receive from your Form Users. Map as many fields as you need onto your Template. You can make any necessary edits later.

Screenshot displaying the Template Editor workspace in the GoFormz web app.

The Template Editor contains the Field Editor and the Page Editor. When you navigate to the Template Editor, you begin in the Field Editor. This is where you’ll map data fields to your Template. Here we’ll focus on the Field Editor.

Resize your fields

Adjust each field’s size to provide your Form Users with a familiar experience. With your field selected, drag the corners to resize it to fit the corresponding field on your PDF background.

Assign field properties

In the Field Editor, you’ll manage each data field’s identifying details, behavior, and functionality by managing the details in the Field Properties panel.

When you build a Template, create a unique name for each field. Enter details about each field in the Description field.

Screenshot displaying the location of the Name and Description fields in the Field Properties panel of the Template Editor in the GoFormz web app.

You’ll reference a field’s name in other areas of GoFormz, so you should create a field naming standard across your organization’s Templates.

The field’s name and description are visible to your Form Users when they’re creating a Form in List View. Additionally, some field modals display the field name when a Form User views those fields in Form View.

In the Properties panel, open the the Display Actions (. . .) menu and click Change display settings to apply custom display settings. Custom display settings help your Form Users better complete the necessary fields, resulting in cleaner data collection.

Screenshot displaying the location of the Field Display properties Actions menu in the Template Editor of the GoFormz web app.

When you modify your field’s custom default display settings, you’ll also have the opportunity to assign a color for any of your Template’s required fields. Override the appearance of individual fields with the using the Template Editor’s Field Properties.

💡As an example, uniquely colored fields can enhance user clarity when they’re filling out your Forms.

Many Template Builders assign their required fields a different display color than the rest of a Form’s fields.

Additionally, if you assign the same field display color to related fields you can help better establish their relationship for your Form Users.

A field’s name and description can be managed by anybody with permissions to edit your Templates.

Each field offers unique properties to suit your data collection needs. In addition to managing functionality in these properties, this is also where you have the opportunity to add calculations and conditional logic to your fields.

The information you collect using these fields act as points of data which you’ll reference when using reports, automations, and connected apps.

Name your Template

Assign a name to your Template when you click the pencil icon located at the top of the Template Editor workspace.

Screenshot displaying the location of the pencil icon in the Template Editor workspace in the Templates tab of the GoFormz web app.

The name you enter here is how members of your organization will locate and identify your Template. Assign a Template name that your Form Users will recognize when you need them to create Forms using that Template.

Similar to naming fields, you should establish a naming standard for your Templates. Along with Template folders, a Template naming convention will help you provide users with access to the correct Templates, and manage your organization’s Templates.

Save and publish your Template

Because the Template Editor does not auto-save your work, you’ll click Save Draft once you’ve completed all the edits for your session. With your draft saved, you can safely exit the Template Editor and return later to pick up where you left off.

You can click Preview to save any changes, and test your Template’s functionality as a Form. This provides you the opportunity to verify that your Template functions as you desire, and that your Form Users will be able to provide you with good data.

Finally, click Publish to make your Template available to your Form Users.

What next?

When you publish your first Template in GoFormz, you open the door to a host of functions within GoFormz. Because each organization’s data processing needs are so unique, what you do next depends on your priorities. Explore common next steps below.

To gather data from people in your organization, you’ll need to create unique user profiles for each of them. With access to your account they’ll be able to create Forms using your Templates.

If you’re collecting information from people outside of your organization, you’ll create a Public Form. Public Forms provide a secure way to share your Forms online to gather data from anyone.

If you included database fields on your Template, now is a good time to upload CSV files of your necessary DataSources. DataSources are CSV (or comma-separated values) files - like those exported from Google Sheets, Microsoft Excel, SQL databases, and Apple’s Numbers.

Because database fields source information from a DataSource, you can link database fields to other Template fields to auto-populate information from related columns within your spreadsheet.

Upload and manage your account’s DataSources in the GoFormz web app when you access the DataSources tab.

With GoFormz’s Template Event and Workflow automations, you can increase your data processing efficiency, and ensure you’re processing good and accurate data.

Template Events automate the transfer, email, or tagging of all Forms created from a selected Template. These are Template-based automations with varied access depending on your account tier. For more dynamic automations, explore Workflows.

Workflows are recipe-driven automations that move data between GoFormz and your third-party business systems in real-time. GoFormz’s list of available integrations is always growing.

If you’re not sure how else to utilize automations, consider this question: How did you process the information on your document before you digitized it using GoFormz? Maybe you’d send the information to somebody else? Or store copies for your records?

Whatever your data processing looked like, GoFormz likely has a solution that can help you further automate your processes.

List View provides your Form Users with a mobile-optimized view. Building a List View of your Template is optional.

In the List View panel, you can use Auto Build to automatically map the data fields from your Form View into your List View. Your pages will populate as tabs at the top of the Template Editor with your fields displayed in the workspace as a modifiable list.

Screenshot displaying an example of List View in the Template Editor within the GoFormz web app.

Within a List view you have the option to divide your Template into tabs and sections. Organizing your List View's fields into similar tabs and sections helps your Form Users efficiently complete their Forms.

Update and manage your Templates

In instances where your company logo changes, you need to collect new information, or you’re just unhappy with a Template’s layout you can always access and update your Templates.

For small changes to the PDF background, you’ll access the Template Editor’s Page Editor. In the Page Editor you can add, remove, and replace pages from your Template’s PDF background, or add new page elements.

When you update and then publish your new Template version, those changes will deploy to your Form Users. Moving forward, your changes will then appear on the Forms created using your edited Template.

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