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Work runs on data. A new client, their contact info, the tasks you need to do for them, the dates those tasks are due, the details about other projects you have going on—all are pieces of the puzzle that make up your business.
That’s one reason powerful project management apps like Monday.com look at first glance more like a database. “Access to data allows teams to work even better together and perform at their professional best,” says Monday.com’s about page as one of their defining planks. So when you list a task in Monday, you also might list its status, details about what that task needs, the value that task will bring to your team, and the date it’s due or the timeframe you have to work on it. The more data about each thing going on, the better.
Monday’s built-in forms are designed to add tasks to project databases. Tasks don’t always come pre-formed, ready to be added to a project, though. Maybe you need a client intake form that generates client tasks but also schedules a call, creates a contract PDF, and emails it to your client. Perhaps you want a more streamlined form with drop-down menus and logic-driven questions to make it faster to add tasks to your project.
Here’s how to build more customized Monday.com forms, with Fillout.
A quick tour of Monday.com forms
Every Monday.com form field is linked to a Monday.com task field
Each Monday.com project has columns to track everything your work needs. They also come paired with forms. Click the Form tab in a Monday project, create a new one, and a moment later you’ll have a form with every field from your task list.
But you don’t have to start with a project. You could actually start out by building a form, and create a project in the process.
Every time you add a new field to your Monday form, that adds a new field to your Monday table as well. Add a new true/false or location field to your form, then switch back to your task view in Monday and you’ll see that same data in your table. Decide you want to simplify your Monday form so respondents add just a task without the details? You’ll need to click the eyeball icon to hide the question.
Which makes Monday forms best for internal use. If your team would rather add new tasks from a form, rather than directly in the Monday table, a Monday form helps get detailed tasks into your queue. And at least you don’t have to spend time matching form questions to Monday columns.
What you can’t do very easily is gather data to use elsewhere. You could share a link to your Monday form with anyone, or embed it in your website. That works if you want others to assign you tasks—but if you want to, say, remind yourself to follow up with a new contact or automatically send more details to a respondent or do anything else beyond just adding data to Monday, you’ll be most productive with another form that integrates with Monday.
Build customizable Monday.com forms with Fillout
The good thing is, it’s nearly as easy to build a Fillout Monday.com form as it is to build a pre-made Monday form.
Start out by creating a new form in Fillout, choose Connect to build an integration-powered form, then click the “another integration” link to build a Monday form. Select a theme, add a title, and you’ll be ready to start building a form.
First, though, you’ll want to connect Monday before adding forms to your field. For that you’ll need your Monday API key. Back in Monday, click your avatar in the top right corner, select Administration, then click API (or, add admin/integrations/api to your Monday URL to jumpstraight to the API page), and copy your API key. Now back in Fillout, click to the Integrations tab in the top center of Fillout, select Monday, and paste in your Monday.com API key. Choose the Monday workspace and board where your project lives, then click Finish setup.
Now, click the Edit link at the top of Fillout to go back to your form editor. Fillout will now show each of the core Monday.com fields from your project table, ready to be added to your form.
Drag and drop your task name, due date, status, and other fields into your form to build a customized equivalent of your Monday.com forms. Each of your Monday fields will be automatically synced to Monday.com without any extra work.
Monday’s Number, Date, Link, Text, Dropdown, Label, and Priority fields all work with Fillout, to gather as much data as you want from your form.
Then, for the rest of the data you want to collect, click the Other column in Fillout’s left sidebar to add additional fields to your form. Gather email addresses. Ask for phone numbers, or add budget and other value questions with thousands separators or currency symbols if you want. Add multiple choice questions and survey options to filter respondents. Let people rate things with stars or share their address and location coordinates. Add sections to organize your questions and optimize your form design for conversions. Any data you want to gather, you can pull in with a Fillout form, one question or page at a time.
Add conditional logic to Monday.com forms
That’s when you can start getting creative to build more powerful forms for Monday.com. Say you want to build a client intake form that assigns you the task of following up with them—but also ensures you get the data you need about that client, without wasting their time on extraneous questions.
Start with an email field. Fillout’s Enrich options can disallow free email accounts, to ensure potential leads enter their company email address. Or, you could add Logic to the field so that if the email is a Gmail or Outlook address, you also ask them to share their work email address.
Same goes for other fields. You could ask their budget—and then, show multiple choice options of the services that your company offers in that price range. Or you could ask details specific to your business—square footage of their office, for an interior design company, or the number of pages needed for a web design project—and use Fillout’s math and your internal price list to come up with an estimated value for their project.
Those same options let you get work done directly from the Fillout form. Fillout includes Stripe-powered checkout, so your prospective customers could pay a retainer or purchase products from your company right from the form. It also includes Calendly integrations, so respondents could book a call with you while sharing their contact details. And if you want to add a bunch of fields quickly, click the purple stars button in the top left corner to use Fillout’s Form AI to turn your questions into form fields.
Send detailed form responses back to Monday
Now that you’ve built out an advanced, detailed form that gathers the data you need, it’s time to make sure the most important bits get added to Monday. That way you can jump right into the work without needing to look up anything.
Head back to Fillout’s Integration tab, select Monday.com, and then start rethinking each of the things you’re syncing to Monday. The task name, for example. If leads or customers are filling out your form, you might not just want their name as the task title. Instead, you might want to remind yourself to “Followup with CONTACT from COMPANY”. You can do that with a calculation in Fillout.
Select the Monday field you want under Mappings, then on the right column select Calculations and add a new one. Choose a text calculation. Then, add the Fillout data from your form, along with any other plain text, save your calculation, and finally select it back in the Monday Mappings. Fillout will now create that more descriptive sentence before sending the data to Monday.
The same works for math to add up multiple values into a single value. You could make calculations to estimate project budgets, say, or square footage from room dimensions, saving only the final value to Monday. It could also work for longer text strings to build a detailed task description from all of the info your contacts share in the form.
For other details you might not need calculations. You could select a Date field from the Calendly integration to add a due date to your task, for example—or you could calculate a new date, to schedule a followup task 3 days after your call.
And, you can auto-fill the Monday details you know without asking. Say you want to set the status of all new tasks from this form as Lead or Call. Add your Monday status field in the Fillout Mappings, then choose the Static Value option and type in the status name you want. That’ll sync to Monday.com without your form respondents ever needing to see that field, to auto-tag your Monday tasks.
Save the rest of your Monday form data to other apps
Now, you have to decide what to do with the rest of your form data. Fillout’s other app integrations can add email subscribers, notify your team, and archive all your responses at the same time Fillout’s creating your Monday tasks.
Back in the Integrations tab, scroll through the options to see where else you can send your form data. Add a Google Sheets integration, for example, and Fillout will create a new Google Sheets spreadsheet and save each of your form responses there for safekeeping. The MailChimp integration can add your respondents’ email address to your mailing list. The Dropbox integration could save files uploaded in your form to Dropbox, along with the rest of your work documents. The Slack integration can notify your team whenever a new person fills out your form.
From there you can build out full workflows from your Monday.com forms. Add a signature field to your form, then create eSign-compliant forms that let clients sign contracts and turn the form response into PDF documents—and add followup tasks to Monday.com at the same time.
Get all of your most important data into Monday with better forms
“We have a very ambitious plan to build an operating system for every business, so that for customers, it’s the first thing they use in the morning,” said Monday.com CEO Roy Mann to Forbes.
First, though, you need to get all of your project data into your company’s operating system. For that, you need more powerful forms. Jump into your Fillout account—or start a free Fillout trial—and build new project-focused forms linked to your Monday account.
You’ll check Monday first-thing in the day. Then throughout the day, you’ll open your forms to add tasks and keep the data that powers your work organized in Monday.
Written by
Matthew Guay is a writer and co-founder of Pith and Pip. He previously was founding editor of Capiche and Zapier’s senior writer and editor.
