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5 min read

How to create forms in Confluence Cloud for data collection

Woman arranging boxes on a screen

There’s more to Confluence than just a technical documentation platform.

With hundreds of Marketplace apps, you can extend Confluence capabilities to solve complex business problems.

Need to build dynamic forms for data collection? Gather survey data to make informed decisions? Or even automate workflows inside Confluence? You can achieve all that with just a single app! 

Meet Forms for Confluence, our top-selling app for creating forms and surveys for Confluence. 

In this article, you’ll learn how to build forms and enhance Confluence’s collaboration capabilities. Let’s dive in! 

What are the benefits of Confluence forms and surveys?

For teams who handle support tickets or rely on survey feedback for decision making, having the right information at the right time is critical. While Confluence is perfect for content creation, it lacks the form builders or survey tools needed for data collection and insight generation. 

We’re already using Google Form to run surveys, what’s the difference?

Glad you asked!   

Third-party tools like Google Form may introduce more friction into your team’s workflow, especially when your organisation collaborates entirely on Confluence.  

Let’s say form submission is a required step for a specific operational process. You’ll need a way to review the information submitted and escalate the request to the right team. 

Or if you want to monitor your team’s health, it’s easier to run a pulse survey right within your HR Confluence space, where your team shares company-wide initiatives.  

Most importantly, you'll want to have all your form responses securely stored inside Confluence for greater control over your team’s data.

So the real question is less about which tool is better, but more about how you can create a seamless form and survey experience using Confluence itself.

Below are three key benefits of having a form building solution within Confluence:

  • Take advantage of Confluence for all communication purposes: Reimagine Confluence beyond a knowledge base. Equip your team with the tools to gather feedback, conduct surveys, or capture data to make informed decisions, right from their Confluence workspace. 
  • Minimise app-switching for frictionless collaboration: RingCentral and CITE Research indicates that workers are likely to lose their train of thought while navigating between apps. It’s time to say goodbye to tedious external link sharing and manual data entry. With Forms for Confluence, you’ll have a complete form database right within Confluence ready for use.
  • Create advanced workflow in Confluence: Need to capture information to escalate a task to the appropriate department? By having users fill out a form, you can ensure the right information is delivered to the right person, anytime.

Next, we’ll walk you through the step-by-step guide to creating a form using Forms for Confluence app

How to create forms in Confluence

If you’re already familiar with Confluence macros, then creating forms will be very natural.

Get your free trial of Forms for Confluence by clicking the button below and follow easy guide below.  

Forms for Confluence Free Trial

Creating a form and a page from scratch in Confluence

To create a brand new form and host page, navigate to Forms for Confluence in your apps, then click on 'Forms Administration'.

Forms Administration area within Forms for Confluence

Click the blue button with the + symbol, in the top left corner of the Forms Administration screen.

Enter a Form ID, which is the unique name of your form. You can also add a description to quickly explain what the form is about. Then, click 'Save ID'.

Forms for Confluence back end with form to enter form ID

Tip: Determine a naming convention for your Form ID, eg by types or departments, to ensure it’s understandable by anyone who needs to use it.

The 'Create Form ID' box will update with new fields to create the page on which your form will appear. Fill these in and click 'Create Form'.

Back end of a Forms for Confluence form

You'll now see your new page with your form container, which will look like an empty box. In this space you can add custom fields to build a complete form.

Building a form in Confluence

Add your custom fields to build your form. To do this, type '/form' and select your fields (also known as macros), including date, text boxes, checkboxes and more.

Building a form in Confluence

Save and publish your page and you'll see your completed form as users will see it!

A completed from in Confluence

Building a form directly from a Confluence page

To build a form from an existing Confluence page, simply type '/forms' when you're in editing mode and select 'Forms for Confluence' from the list that appears.

Creating a form from an existing Confluence page

You can then select an existing form from a list of pre-created Form IDs, or start typing to create a new one. You then follow the same steps as above to complete the form.

Selecting a form from a drop down list in Confluence

That’s it! You’ve successfully created a form in Confluence.

Tip: If you’re using Forms for Confluence Server or Data Center, leverage our blueprints to get started quickly instead of creating a new form from scratch.

You can access the pre-configured form via the Confluence template library.

Screenshot of Confluence template library

Collect responses and share information easily with Forms for Confluence cloud

As mentioned earlier, while it’s possible to use Google Forms or other external apps to create forms in Confluence, what’s missing is the ability to capture and process the responses within Confluence.

That’s where Forms for Confluence shines!

The same approach to power and flexibility is applied to the management of form responses. With a built-in database, you can choose to save, view and export responses to a form directly from Confluence, or you can send a form submission to email addresses to put the data instantly in the hands of your users. You can even do both!

A nice function that our users enjoy is the ability to display responses directly on a Confluence page without having to copy-paste the data. Using the Responses Table macro, you can instantly populate all responses and document them on a respective Confluence page.

Screenshot of Form in Confluence

You can give authorised users access to the information they need to make informed decisions, anytime.

Ready to take your Confluence instance to the next level? Install Forms for Confluence for free today!

Try now for free!