SharePoint is a powerful tool for document management and collaboration, widely used by organizations to streamline workflows and enhance productivity. A common question among SharePoint users is: "Can you create fillable forms in SharePoint?" The answer is yes, SharePoint offers several methods for creating fillable forms, although these methods come with certain limitations. For more advanced and versatile fillable PDF capabilities, consider using a dedicated tool like BreezePDF. Fillable forms are invaluable in collaborative environments as they streamline data collection, reduce errors, and contribute to efficient workflows.
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Create Fillable PDF for Free →Understanding SharePoint Forms
A SharePoint form is essentially a structured way to collect data, consisting of input boxes, labeled fields, and a mechanism for data submission. These forms are designed to streamline business processes and improve data accuracy by providing a standardized format for information gathering. SharePoint supports different types of forms, including lists, surveys, and custom forms created using Power Apps. Each type serves a unique purpose in managing and organizing information within the SharePoint environment.
Methods for Creating Fillable Forms in SharePoint
A. Using Microsoft Forms Web Part
The Microsoft Forms web part allows you to embed forms directly into SharePoint pages for easy data collection. To use this feature, add the Microsoft Forms web part to a SharePoint page and choose whether to create a new form or use an existing one. It is important to note that the Microsoft Forms web part is not available in SharePoint Server 2019, SharePoint mobile app, GCC, GCC High, or DoD environments, which may limit its applicability for some users. You can easily edit the form directly from the SharePoint site and display the results on the same page, facilitating quick analysis and sharing.
For more advanced branding, question types, and data analysis capabilities, Microsoft Dynamics 365 Customer Voice is a robust alternative. However, for simple form creation and integration within SharePoint, the Microsoft Forms web part offers a convenient solution.
B. Creating a Custom List
Creating a custom list is another method to build fillable forms within SharePoint. Start by navigating to "Site Contents" and selecting "New" then "List." Provide a name for the list and configure the settings according to your requirements. The next step involves adding columns to the list and customizing the field types, such as text, number, date, or choice fields, to match the data you want to collect. This allows you to create structured forms tailored to specific data collection needs.
For example, you could create a company event signup form with fields for name, department, dietary restrictions, and session preferences. Custom lists offer a flexible way to capture structured data directly within SharePoint, and is a great alternative to using Microsoft Forms.
C. Using Power Apps to Customize SharePoint Forms
Power Apps provides a powerful platform for creating highly customized SharePoint forms. It allows developers and power users to build complex forms with advanced functionality and a tailored user experience. You can customize a list form in Power Apps by opening the SharePoint list settings and choosing the option to customize the form in Power Apps. With Power Apps you can add dynamic fields to your forms to make them interactive.
Conditional formatting within Power Apps allows you to show or hide fields based on user input, improving the form's usability and efficiency. Power Apps enables you to develop SharePoint forms from scratch, offering drag-and-drop controls, and broad support for web browsers and community resources. If you need advanced form customization that can't be achieved in Sharepoint, Power Apps is the way to go.
Working with Fillable PDF's in SharePoint
Using fillable PDFs directly within SharePoint presents some challenges. Typically, a user must download the PDF file from SharePoint, fill it out locally, and then re-upload it to SharePoint. One workaround is to open the PDF file and then click on the "Open" button, which appears at the left of the menu, and then on "Open in browser". However, these methods may not be ideal for collaborative scenarios requiring real-time updates and seamless integration.
Alternative solutions involve using Power Apps or third-party software to create and manage fillable forms more effectively within the SharePoint environment. There are limitations of working with fillable PDF's in Sharepoint, so make sure you evaluate your needs to decide whether or not it suits your needs. Consider other fillable form creators if you want to streamline your process.
Advanced Customization and Automation
A. Customizing Form Layout and Design
Customizing the layout and design of your SharePoint forms can significantly enhance user experience and improve data collection. Access the form’s Settings page and select ‘Form settings’ to begin. You can modify the form controls by selecting ‘Customize layout’ and dragging and dropping elements to achieve the desired arrangement. Make aesthetic changes to your layout using the formatting options available in SharePoint, such as font styles, colors, and spacing. Consider exploring third-party tools or services for creating responsive forms that adapt seamlessly to different screen sizes and devices.
B. Automating Form Workflows with Power Automate
Power Automate, previously known as Microsoft Flow, is a powerful tool for automating tasks related to SharePoint forms. You can use Power Automate to send notifications upon form submission, create approval workflows, and move data to other systems. For example, you can configure a flow to automatically send an email to a manager when an employee submits a leave request form, streamlining the approval process. Power Automate enables you to connect SharePoint forms with other applications and services, enhancing automation and improving data management.
C. Integrating Third-Party Apps
Integrating third-party apps can significantly extend the capabilities of your SharePoint forms. Benefits include e-signature integration for contracts and agreements, custom branding options to maintain a consistent visual identity, and advanced automation features beyond what is available natively. Explore the Microsoft AppSource and SharePoint Store to discover a wide range of apps that enhance form functionality. By integrating third-party apps, you can create more powerful and efficient form-based solutions within SharePoint.
Managing and Sharing SharePoint Forms
A. Configuring Form Settings
Properly configuring form settings is crucial for effective form management. Access ‘List Settings’ to customize various aspects of your form. Click on ‘Customize the current form’ to modify the form’s layout and functionality. After making the desired changes, save and publish the form to make it available to users.
B. Setting Form Permissions and Access
Setting correct permissions is essential to ensure that only authorized users can access and modify your forms. Navigate to Settings > Form Settings > Permissions > Add User to configure permissions. You can assign different permission levels, such as read-only, edit, or full control, to different users or groups. Proper permission management helps maintain data security and integrity.
C. Enabling Form Notifications and Responses
Enabling form notifications ensures that you are promptly informed when users submit responses. To enable notifications, navigate to your SharePoint site > select form > Settings > Form options > Manage form responses > turn on email notifications. With email notifications, you'll be sure to stay on top of your form responses.
D. Publishing and Sharing
Publishing and sharing your form effectively is essential for reaching your target audience. You can create a New Form Library to house your forms. This allows for easy access and organization. You can further customize the form to meet specific needs before making it available to users. Sending notifications to inform users about the new form is also a helpful step in ensuring that it gets used and you gather the data that you're after.
E. Embedding Forms on SharePoint Pages
Embedding forms directly on SharePoint pages simplifies the user experience. To embed a form, use the web part button (+), select ‘Forms’, and choose the ‘Microsoft Forms’ option. Embedding a form directly on a Sharepoint page can streamline things for the user to fill out the form.
Analyzing and Collecting Responses
Effectively analyzing and collecting form responses is crucial for gaining insights from the data you gather. Access the responses tab to view the data collected through your form. You can review the form’s responses sorted by date and time, providing a chronological view of submissions. Use the customization tools to filter and group responses based on specific requirements, such as department or region. This will allow you to track the form responses and make informed decisions.
Additionally, you can download the responses in multiple formats, such as CSV or Excel, for further analysis and reporting. Exporting Form Responses to Excel is a quick way to start analyzing the data and visualizing it in graphs and charts.
Limitations of Native SharePoint Forms
While SharePoint offers several methods for creating fillable forms, there are limitations to consider. Native SharePoint forms lack advanced PDF editing features, making it difficult to create sophisticated forms with custom formatting and interactive elements. Creating complex, dynamic forms without coding can be challenging, limiting the flexibility of the platform. There can also be challenges in integrating SharePoint forms seamlessly with external systems, potentially requiring custom development workarounds.
BreezePDF: A Superior Solution for Fillable PDFs
BreezePDF emerges as a comprehensive solution for creating, editing, and managing fillable PDFs, offering capabilities that extend beyond native SharePoint forms. BreezePDF boasts advanced PDF editing capabilities, providing users with extensive tools for creating highly customized and interactive forms. The user-friendly interface simplifies the form creation process, making it accessible to users with varying levels of technical expertise. BreezePDF offers seamless integration with other platforms, facilitating data sharing and workflow automation. With BreezePDF, your documents never leave your device, and no sign up is required. You can add input boxes, type directly on the PDF, sign, add images, password protect, merge pdfs, and delete pdf pages. All 100% free!
Unlike the limitations of native SharePoint forms, BreezePDF allows for greater control over form design, functionality, and security.
Use Cases for BreezePDF with SharePoint
BreezePDF can enhance various SharePoint workflows by providing robust fillable PDF capabilities. For HR onboarding, BreezePDF streamlines new employee paperwork by automating the creation and completion of necessary forms. For sales contracts, it automates the creation and signing of contracts, reducing manual effort and accelerating the sales cycle. With invoice management, it simplifies invoice processing and approvals, improving efficiency and reducing errors. Finally, with compliance forms, it ensures accurate data collection for regulatory requirements, mitigating compliance risks.
Conclusion
While creating fillable forms within SharePoint is possible through various methods, these methods have limitations in terms of customization and functionality. For enhanced PDF functionality and seamless integration with SharePoint, BreezePDF emerges as a superior solution. By offering advanced features, a user-friendly interface, and robust security, BreezePDF empowers users to streamline their form management needs effectively. Explore BreezePDF today to discover how it can transform your form management processes and enhance your overall productivity. Consider BreezePDF if you're trying to make a fillable form, and want more robust options.