monday.com WorkForms Setup: Build Intake Forms That Work

Design your columns before opening the form builder

This is the step most teams skip, and it is the reason most forms get rebuilt. Every form question maps to a board column. If your columns are not right, your form will not be right either.

Before you touch WorkForms, open your board and set up every column you will need. Think about what information you actually need to act on a request, not just what feels nice to collect.

For a project intake form, that typically means: text column for project name, status column for request type, dropdown for priority, people column for requester, date column for deadline, long text for description, and files for attachments.

Open the form builder

Navigate to your board, click the + Add View button in the view toolbar at the top, and select Form. Give it a clear name that tells your team which form this is (like “Project Intake Form” or “IT Request Form”).

monday.com will automatically generate form questions based on the columns already on your board. This is why Step 1 matters. If your columns are set up correctly, the form builder starts with a near-complete draft. You can also use the AI form generator to describe what you are collecting, though it usually needs manual cleanup for anything with conditional logic.

Set up each question properly

For each question, decide: Is it required? Does it need help text? Does it need validation?

Be selective with required fields. If everything is required, submitters abandon the form. We recommend making 3 to 5 fields required at most.

Use the description field to add context. A question like “Priority” means nothing without guidance. Add “High = needed this week, Medium = needed this month, Low = no rush” and your team gets usable data.

WorkForms supports over 15 question types (text, email, phone, dropdown, date, file upload, checkbox, country, rating, signature, link, number, and more). Each maps to a corresponding column type on your board.

Show the right questions to the right people

Conditional logic lets you show or hide follow-up questions based on a previous answer. This is what separates a basic form from a smart intake workflow.

Here is how it works. Your defining question (the question that controls what appears next) must be a Single-select, Multi-select, or True/False question type. When a submitter picks a specific answer, the follow-up questions you have configured appear automatically.

To set it up: click on the question you want to use as the trigger, open the conditional logic settings, and define which follow-up questions appear for each answer option. You can also use AI to generate conditional logic by describing your branching rules in plain language.

For example, an HR request intake form might use “Request Type” as the defining question with options like PTO, Equipment, and IT Access. Each shows different follow-up questions: PTO shows date range fields, Equipment shows budget approval, IT Access shows system name and access level.

Lock down who can submit and what they see

Click the Settings tab at the top of the form builder. The settings you care about most are submission permissions, draft saving, and confirmation messages.

Submission permissions control who can fill out your form. “Anyone with the link” for external-facing forms, “Account members only” for internal forms, or restricted to specific users.

Save as draft lets submitters save progress and return later. Enable this for long forms. Note that files and signatures are not preserved in drafts, so warn submitters if your form includes those fields.

Confirmation message is what submitters see after clicking Submit. Customize it to set expectations: “Your request has been received. Our team will review it within 2 business days” beats the default message every time.

On Pro and Enterprise plans, you can also add custom branding and password protection.

Turn submissions into workflow, not just rows

This is where most teams stop. They build the form, share the link, and submissions pile up with no owner and no next step.

monday.com does not have a “When form submitted” trigger. The workaround: use “When an item is created”, which fires every time a submission creates a new item. Here are the automations we set up in our consulting projects:

Notify the right person. “When an item is created, notify [team lead]” with “New request submitted: {item name}.” Nothing sits unnoticed.

Auto-assign an owner. “When an item is created and status is [Request Type], assign [Person].” Routes requests to the right person based on the form category. If your team uses monday.com automations already, these recipes will feel familiar.

Set a due date. “When an item is created, set date to [X days from today].” Gives every request a default SLA deadline.

Move to a group. “When status changes to [value], move item to [group].” Sorts submissions as your team triages them.