Canonical page: https://tellenze.com/help/custom-forms

# Collect requests with Custom Forms

Publish configurable public or workspace-only forms that create work items or Signals.

## Collect requests into the right destination

Open **Work → Forms** to create a form for a Project, Team, or Signals. You can also open **Forms** from a Project, Team, or Signals to see forms for that destination. A Project or Team form creates one work item as soon as a valid response is received. A Signals form records evidence for later triage; it does not automatically approve suggested work.

Workspace administrators can manage all forms and their responses. A project creator can manage forms for that project while they still have access. Team and Signals forms require a workspace administrator. Being able to respond to a form does not give someone permission to manage it or read its responses.

## Create and publish a form

1. Choose **New form**, give it a title, select its destination, and choose **Create draft**. New forms start private.
2. In **Builder**, set the introduction, submit-button label, confirmation message, and who can respond. Add and reorder fields, mark them **Required** when needed, and supply labels, help text, placeholders, and choice options.
3. Configure the field mappings and destination defaults. Use **Preview** to check how the draft will look. Preview does not send a response or create work.
4. Choose **Save draft**, then **Publish**. Open **Share** to copy the form link or public embed code.

Saved edits stay in the draft until you publish again. Respondents continue to see the last published version. Changing visibility or allowed embedding websites also requires publication. After the first publication, the destination is fixed; duplicate the form and change the copy's destination before publishing it.

If another manager changes the form while you are editing, reload the current version before saving. This prevents one person's edits from silently replacing another's.

## Choose fields and work defaults

A form supports up to **50 fields**: short text, long text, email address, website URL, number, date, single choice, multiple choice, checkbox, and file upload. Choice fields need distinct options. A required checkbox must be checked before submission.

Use **Save answer to** to map a compatible field to a native attribute. Each attribute can be mapped once:

| Destination | Required mapping | Other mappings |
| --- | --- | --- |
| Project or Team | A required work-item title | Description, acceptance criteria, due date, severity, timebox hours |
| Signals | A required signal report | Source URL |

Dates use a date field, timebox hours use a number field, source URLs use a website URL field, and severity uses single choice with `critical`, `high`, `medium`, or `low`. Fields left on **Response only** are still retained in the response and included in its evidence. The created work-item description or signal evidence includes the submitted questions and answers, so additional context is preserved.

Project and Team forms also set the work type, starting workflow stage, assignees, and labels. These defaults stay private to managers. A starting stage must remain available and cannot be a completion stage. Assignees must retain destination access, and labels and work types must remain valid. If a destination or default becomes unavailable, fix the draft and publish it before collecting more responses.

## Collect project feedback as Signals

To gather feedback without opening work immediately, choose **Signals** as the form's destination. Under **Starting projects**, select up to 20 active projects. Creating the form from a project's **Forms** tab preselects that project when you choose Signals; the form remains listed there as well as under Signals.

Each response starts as raw evidence associated with those projects. Looper can group it with other reports and add other projects when the evidence supports them. For example, a Phratek feedback form can retain Phratek while a report about Emergent Accounts also becomes associated with Accounts. A project association does not create or approve work. Members can adjust associations on the signal's Overview, with the original intake context retained in Evidence.

Starting projects are manager settings, hidden from respondents. Signals reports are shared with the workspace; private project associations are visible only to members who can access those projects and are excluded from shared Looper analysis. Saving new starting projects affects only the draft until publication. Earlier submissions keep their original project context. If a starting project is archived or becomes unavailable, remove or replace it in the draft and publish before accepting further responses.

## Share publicly or within the workspace

**Public** forms accept anyone with the link, without sign-in. Public responses are recorded as anonymous, even if the respondent has a workspace session. Add a name or email question when you want respondents to provide contact details; those answers are supplied by the respondent and are not verified member identities.

**Private** forms require sign-in as an active member of the same workspace. A workspace member can respond even when they cannot open the destination project or team. Submission does not grant access to that destination, create an account, or expose other responses. Suspended members and members of another workspace cannot use the private form.

The respondent page contains the published questions and confirmation message. It does not reveal the destination's private settings, assignments, response history, or links to created work.

## Embed a public form

Choose **Public**, publish the form, and copy **Embed in your website** from **Share** into your website's HTML. Public forms work inside an iframe without relying on a workspace sign-in session or third-party cookies.

Use **Allowed embedding websites** to restrict where the iframe can appear. Enter one exact HTTPS origin per line, such as `https://support.example.com`, without a path, wildcard, or trailing slash. A blank list allows embedding on any website. This restriction controls framing; the public form's direct link remains publicly accessible.

Private forms open as a normal page for workspace sign-in. An embedded private form offers a link to open the form instead of presenting an authenticated form inside the frame.

## Receive files safely

Each file-upload field accepts **one file**. Configure its allowed extensions and maximum size. A response can include up to **10 files** with a combined maximum of **25 MiB**; field limits and workspace upload rules may be stricter.

Files are checked against the workspace's permitted file types and scanned before acceptance. They use private storage and count toward the workspace storage allowance. A failed or unavailable scanner blocks the response. If any file or answer fails validation, the response and resulting work are not partially accepted.

Form managers can download accepted files from **Responses**. Members with access to the resulting work can also open its attached files. Signals evidence attachments require Signals access. The form response and its native attachment refer to the same stored file, so they do not consume storage twice. Public respondents do not receive download links.

## Review responses and pause collection

Open a form's **Responses** tab to see its submission time, anonymous or member attribution, original questions and answers, and accepted files. Each response retains the version that was submitted; later edits do not rewrite it. Links to resulting work appear only when the viewer has the required access.

- **Pause responses** closes intake while preserving the published version and existing responses. **Resume responses** reopens that version; unpublished draft edits remain private.
- **Archive form** closes intake and releases its form slot. The form, revisions, and responses remain stored.
- **Restore form** requires an eligible paid plan and a free slot. A previously published form returns paused; review it and resume when ready. An unpublished form returns as a draft.
- **Duplicate form** creates a new private or public draft using the copied draft settings. It consumes another slot and does not copy response history.

If the form changes while someone is answering, they must reload the current published version and review their answers before submitting. The browser uses a submission identifier to make retries safe: retrying the same response does not create a second work item or report. A confirmation shows that the response was received; it does not mean that a Signals suggestion has been reviewed or accepted.

## Understand plan limits and downgrades

Creating, duplicating, restoring, and first publishing a form require **Starter or above**. Capacity is shared across all destinations in the workspace:

| Plan | Nonarchived forms |
| --- | --- |
| Free | 0 new forms |
| Starter | 5 |
| Team | 25 |
| Business | 100 |
| Enterprise | By agreement; no standard commercial cap |

Draft, published, and paused forms all use a slot. Archiving releases capacity. **Forms** and **Admin → Usage** show the effective allowance, including agreed overrides.

Previously published forms continue collecting after a downgrade, including to Free. Managers can keep reviewing responses, editing and republishing those forms, or pausing and resuming them. New forms, copies, restorations, and first publication remain subject to the current plan. Existing forms and responses are retained if the workspace is over its new form allowance.

Work-item and storage limits still apply to incoming responses. Signals forms can continue retaining raw evidence after a downgrade, while access to the Signals board, evidence attachments there, and paid processing remain locked. Form managers can still review the original response and its files in Forms. Restoring paid eligibility makes Signals available again; processing follows its configured owner, cadence, and AI allowance. See [Signals](https://tellenze.com/help/signals) and [Workspace administration](https://tellenze.com/help/workspace-admin) for those controls.