how to create a fillable form in sharepoint office 365

SharePoint Online is a powerful collaboration and document management platform widely used in organizations. It facilitates seamless teamwork and provides a centralized location for storing and sharing files. The ability to create and utilize fillable forms within SharePoint significantly enhances its functionality, especially for streamlining data collection and automating workflows. Fillable forms provide a structured method for gathering information, improving data accuracy, and saving time.

Using fillable forms in SharePoint can greatly improve workflows. The forms can automate processes, eliminating manual data entry. Organizations are able to enhance the efficiency of daily operations by implementing digital forms. BreezePDF offers a straightforward solution for crafting and handling fillable forms. With BreezePDF, creating and managing fillable forms becomes more accessible and efficient.

II. Understanding SharePoint Forms

SharePoint forms are digital tools used to collect and manage data within the SharePoint environment. They allow users to input specific information in a structured format. These forms serve various purposes, from gathering employee feedback to processing purchase requests.

It's important to distinguish between Microsoft Forms and SharePoint Lists/Libraries forms. Microsoft Forms is a simpler tool designed primarily for surveys and quizzes, while SharePoint Lists/Libraries forms are more integrated into the SharePoint ecosystem and offer greater customization. SharePoint Lists forms, particularly when customized with Power Apps, are often used to manage complex data collection processes within organizations. Customizing with Power Apps allows you to tailor the form to specific business needs.

Using forms for data collection offers significant advantages. Streamlining data entry is achieved through structured fields and predefined input types. Forms ensure consistency by enforcing a standardized format, reducing the chance of errors. Ultimately, this improves data accuracy as all submissions follow the same guidelines.

Fillable forms have many practical use cases. Purchase orders, vacation requests, and company polls can all be simplified with fillable forms. Quizzes, checklists, and site requests can be more easily managed using this type of form. These examples underscore the flexibility and broad applicability of fillable forms in SharePoint.

III. Methods for Creating Fillable Forms in SharePoint

A. Using Microsoft Forms

Microsoft Forms offers a simple way to create basic forms and surveys directly within SharePoint. To access Microsoft Forms, navigate to your SharePoint site, select "New," and choose "Form." This will open the Microsoft Forms interface, where you can begin designing your form.

Adding questions is intuitive. Customize field types to gather different kinds of information, such as text, multiple-choice answers, or dates. Microsoft Forms also enables you to customize the look and feel using themes and branding options. You can easily publish and share the form by generating a link, which can be distributed via email or embedded on a SharePoint page.

After responses are submitted, you can collect and analyze the data directly within Microsoft Forms, or export it to Excel for further analysis. This makes Microsoft Forms a quick and easy solution for simple data gathering needs.

B. Creating a List and Customizing the Form (Power Apps)

SharePoint Lists offer a more robust solution for data collection, especially when combined with the customization capabilities of Power Apps. Begin by creating a custom list with appropriate columns corresponding to the data you need to collect. For example, if you're creating a vacation request form, you might include columns for employee name, dates of absence, and reason for leave.

Once your list is created, you can access Power Apps directly from SharePoint to customize the form. Power Apps provides a drag-and-drop interface, allowing you to tailor the form's layout and design to your exact specifications. You can add various form fields and controls, such as text boxes, dropdown menus, and date pickers, to create a user-friendly data entry experience.

Power Apps enables you to configure form settings, including validation checks to ensure data quality, and required fields to prevent incomplete submissions. Setting form permissions and access rights is also easily managed within Power Apps. Once customized, the form can be published and used within SharePoint, offering a highly tailored data collection solution.

C. Using SharePoint Designer

SharePoint Designer is a powerful tool that allows for advanced customization of SharePoint sites, including the creation of forms. Although it is a more complex tool than Microsoft Forms or Power Apps, it offers greater control over the form's functionality and appearance. You can design forms that interact with SharePoint lists and libraries, automate workflows, and integrate with other systems.

D. Utilizing Third-Party Applications

Many third-party applications are available to enhance your SharePoint forms capabilities. These apps often provide features such as e-signatures, custom branding, and advanced automation options. You can find a variety of these applications on Microsoft AppSource and the SharePoint Store.

Consider third-party applications that offer specialized features, like HIPAA compliance for healthcare-related forms or applicant tracking systems for HR departments. These apps are designed to improve your form creation process. Third-party applications can provide solutions tailored to specific organizational needs.

IV. Step-by-Step Guide: Creating a Fillable Form Using Microsoft Forms (Detailed Example)

To create a fillable form using Microsoft Forms within SharePoint, start by navigating to your SharePoint site. Select the "New" option from the menu, and then choose "Form" to initiate the Microsoft Forms interface. You'll be prompted to choose a layout and format for your blank form, offering several pre-designed templates to get you started quickly.

Add a title and description to your form, clearly indicating its purpose to the users. Next, add input fields for the information you need to collect. Microsoft Forms provides different question types, including multiple-choice, text, rating, and date fields. Click the "Share" icon to distribute the form via email, Slack, or Teams, ensuring it reaches your intended audience.

Illustrate adding different question types by selecting the appropriate field from the "Add new" option. Explain conditional logic by setting rules that show or hide certain questions based on previous answers, streamlining the user experience. Visual aids, such as screenshots of each step, can further clarify the process.

V. Customizing Forms with Power Apps: A Detailed Tutorial

To deeply customize your SharePoint list forms, access Power Apps directly from your SharePoint list. Power Apps opens a design environment, allowing you to tailor the form layout. Rearrange the fields to enhance user experience and visual appeal.

Add dynamic fields that calculate values based on user inputs or embed data from external sources, creating more sophisticated forms. Automate data processing using Power Automate workflows, saving time and improving efficiency. Using Power Automate allows workflows to be more streamlined.

Implement conditional logic within Power Apps to show or hide fields based on user input, making the form more interactive and relevant. Add validation rules to ensure data quality and modify the form's appearance by customizing colors, fonts, and images, creating a branded and professional-looking form.

VI. Configuring Form Settings for Optimal Use

Accessing form settings from your SharePoint list allows you to fine-tune how your form functions. Set content approval to review and approve submitted items before they are officially recorded. Enable email notifications for new submissions, ensuring you are promptly alerted when new data arrives.

Customize email templates to provide personalized confirmation messages to users upon submission. Create automated replies and redirects to guide users after they complete the form. Manage form permissions and access rights to control who can view, edit, or submit the form.

VII. Embedding Forms on SharePoint Pages

To embed forms directly onto SharePoint pages, add the Microsoft Forms web part to the desired page. Select an existing form or create a new one directly within the web part settings. Customize the web part to match the page's design, adjusting the width and appearance to ensure seamless integration.

Tracking form submissions from specific pages can provide valuable insights into user behavior. Monitor how different pages perform in terms of form submissions. Analyzing this data can help optimize page content and form placement.

VIII. Managing Form Responses and Data

Access and review form responses within SharePoint to gain insights from the collected data. Utilize customization tools to filter and group responses based on specific criteria. Export data to Excel and other formats for detailed analysis and reporting.

Creating custom reports and dashboards based on form data enables you to visualize trends and patterns. Analyze data to identify areas for improvement in business processes and customer experiences. Use the insights gathered to drive informed decision-making and optimize organizational efficiency.

IX. Automating Form Workflows with Microsoft Power Automate

Microsoft Power Automate allows you to automate workflows triggered by form submissions. Create a new flow from the Power Automate dashboard, using SharePoint as the connector and selecting a trigger, such as "When a new response is submitted." Add actions to the flow, like creating or updating list items, sending notifications to stakeholders, or automating approvals.

Automate approvals and notifications by configuring actions that send emails to relevant parties when a form is submitted. Testing and running the flow ensures it functions correctly. Power Automate automates and streamlines processes, saving time and resources.

X. BreezePDF: A Powerful Alternative for Fillable Forms

BreezePDF offers a user-friendly alternative for creating and managing fillable forms. Its ease of use, PDF editing capabilities, and integration with other platforms make it a valuable tool. BreezePDF complements or replaces some SharePoint form functionalities, providing a more flexible solution for specific needs.

BreezePDF's key features include adding input boxes, typing directly on PDFs, signing documents, adding images, and password-protecting your PDFs. All these features are available for free, without requiring any sign-up or downloads. With BreezePDF, you can create fillable forms easily and with complete privacy, as your documents never leave your device.

BreezePDF's ease of use combined with local file processing allows for streamlined and secure form creation. It stands as a powerful alternative for creating fillable forms. BreezePDF simplifies document workflows.

Visit the BreezePDF website to start creating fillable forms for free. No sign-up or download is required. Create your form today.

XI. Best Practices for Designing Effective SharePoint Forms

Keep the layout simple and intuitive to ensure users can easily navigate and complete the form. Use clear labels and instructions to guide users through each field. Limit the number of required fields to reduce user frustration and improve completion rates.

Incorporate validation checks to ensure data quality and prevent errors. Optimize the form for accessibility, making it usable for individuals with disabilities. Regularly review and update forms to ensure they remain relevant and effective.

Comply with legal and industry requirements, such as data privacy regulations. This ensures that your forms meet all necessary standards. Implement these best practices for designing highly effective SharePoint forms.

XII. Common Issues and Troubleshooting

Address common errors and issues users might encounter when working with SharePoint forms. Provide solutions for form display problems, such as incorrect formatting or missing elements. Troubleshoot data connection issues, ensuring that forms are properly linked to the underlying data sources.

Fixing permission errors is essential to ensure that users have the appropriate access rights to view, edit, or submit forms. These are just a few solutions for common issues and troubleshooting.

XIII. FAQ

What is SharePoint Office 365?
SharePoint in Office 365 is a web-based collaborative platform that integrates with Microsoft Office. It is primarily used for document management and storage and is a versatile tool for businesses.

Why create fillable forms in SharePoint Office 365?
Creating fillable forms in SharePoint enhances data collection efficiency. It also standardizes data entry processes.

Can I customize the form’s look and feel?
Yes, customization is possible. Microsoft Forms, Power Apps, and third-party tools enable visual customization.

How do I collect responses?
Responses are collected via a shared link. Submissions are generally stored within SharePoint or exported.

Can I collaborate on a form?
Yes, SharePoint enables form collaboration. Team members can work together on form design and management.

XIV. Conclusion

Using fillable forms in SharePoint enhances organizational efficiency by streamlining data collection. It ensures consistency and improves accuracy, leading to better decision-making. BreezePDF offers a powerful alternative for creating and managing fillable forms, providing a user-friendly and secure solution.

Embrace the possibilities and start creating effective forms today. Streamline data collection and optimize workflows. Create efficiencies across your organization.

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