How to use form filling rooms in ONLYOFFICE DocSpace

Starting from version 2.6, ONLYOFFICE DocSpace introduces its first version of form filling rooms. These rooms are designed to simplify filling out and managing fillable documents. You can easily organize and track the completion of assignments, questionnaires, surveys, and other documents. Additionally, it automatically collects responses in a spreadsheet, allowing you to analyze the data effortlessly. Let’s explore what form filling rooms are and how to use them.

What form filling rooms are

Form filling rooms are a specialized room type in ONLYOFFICE DocSpace designed specifically for working with forms. They allow users to upload PDF forms and submit them for completion with access rights only to fill in fields. Progress tracking and automatic compilation of results into a spreadsheet facilitate detailed analysis. This feature is useful for organizing and managing form-based tasks.

For example, if you need to gather feedback from participants after a workshop, create a form filling room, upload a feedback form, and share it with attendees. The room helps you track who has started filling out the form and who has completed it, consolidating all responses in one location for easy review and analysis.

Key features

PDF form sharing

Forms in the form filling rooms can be shared with DocSpace users or a group of users with permission to fill fields only. Thus, those who fill out the form cannot change the document.

If the form is to be filled in by external users who do not have a DocSpace account, it is possible to provide access via an external link.

Tracking form progress

Once you have submitted your form, you can track its progress through two new folders that will appear in your room: Complete and In Process. Copies of forms from each user will be placed in the appropriate folder based on their completion status.

• In Process contains forms in progress (forms that users have started filling out but have not yet completed).
• Complete contains completed forms (when users click Complete & Submit).

Once participants have completed and submitted their forms, they will appear in the “Complete” section. This allows you to manage all submitted forms in one place, making it easy to review each completed form.

Analyzing responses

Responses are automatically combined into a spreadsheet for easy data analysis and reporting.

In the spreadsheet, it is possible to conveniently present data, filter it, analyze it with pivot tables, and build graphs based on the data. For more advanced analysis, use the built-in AI assistant.

Getting started with form filling rooms

To illustrate the use of form filling rooms, let’s consider a scenario where you need to collect employment verification letters.

Step 1. Prepare PDF form

First, we need to prepare a PDF form. In ONLYOFFICE DocSpace, you can use the built-in PDF editor to create a form with different fields: text, drop-down lists, checkboxes, radio buttons, drop-down lists, etc.

To make the process of filling out forms easier, customize the field settings according to your needs. Set the field size, format, allowed characters, character limit, font, and mandatory fields, and assign different roles to populate the fields. Other users will be able to visually determine which fields they should fill out depending on their role, highlighted in a specific color.

ONLYOFFICE also offers a library of free ready-made form templates. Download the one that suits your needs and modify it in the PDF editor, if necessary.

Step 2. Create a form filling room

Next, we set up a new form filling room where we can manage our forms. We’ll start by choosing the appropriate room type and preparing it for use.

To create a form filling room, click the New Room button ->  Form filling room.

Then, enter your room name and add tags and an icon if needed. Click Create.

Step 3. Add a PDF form

In the created room, we should add the forms to be filled out. We can either upload your ready PDF form or choose from a library of ready-made templates.

Go to Actions ->  Upload PDF form -> From DocSpace / From device.

Alternatively, Actions -> Choose From Templates.

Step 4. Share the form for filling out

This step involves bringing users into the form filling room so they can begin filling out the forms. There are options for inviting internal team members or sharing access with external participants.

• To quickly share the form with external users, you can immediately generate and copy a public link. This option will be available in the window after uploading the form to the room. It will be enough to click Copy public link to copy it to the clipboard. Any user with this link can open the room and fill out the form.

You can also do it by clicking the Share room button at the top next to the room name in the room window.

• For internal users, click the icon with three dots on top -> Invite users.

Start typing an email or user name and select from the suggested list.

Make sure you select the Form Filler rights. Also, select the language in which the user will receive the invitation. Then, send an invitation by clicking the corresponding button.

Users will see the room to fill in the list of available rooms and can fill out the form.

Step 5. Monitoring form progress

Now, you can track the status of forms that are being filled out. The system categorizes forms into different sections based on their completion status: In Process and Complete section.

You’ll see these sections as separate folders in your room.

When the user starts filling out the form, a copy of it will appear in the In Process section.

When a user submits a completed form by clicking Complete and Submit, a copy of the form automatically appears in the Complete section.

Step 6. Organizing responses

As mentioned above, all completed forms will appear automatically in the Complete section. In addition, you will see a spreadsheet that automatically aggregates the collected responses from the forms.

In the file, each row reflects the data of one form, and the columns correspond to the fields. Then, in the spreadsheet editor, you can analyze the data, and build graphs and reports.

That’s it. The process itself looks even easier than it looks. It makes data collection much easier and saves you from manually working with multiple copies.

Try form filling rooms in ONLYOFFICE DocSpace

Try the form filling room experience by logging into your DocSpace account or by creating a free account:

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Watch our free detailed webinar to learn how to work with the new features: