Surveys and forms
Forms that don't end up in a spreadsheet.Responses go straight to work.
Collect responses from surveys, enquiries, internal requests, registrations, audits and control checklists. Every submission creates a new record in the database, fills in the right properties, connects related people, files and categories, and can immediately trigger follow-up workflow.
- 1×
- entry without re-typing
- 24/7
- public and internal collection
- 0
- manual data copying
Why solve this in one app
Data collection is not just a form. It's the start of a process.
Standard forms can save a response. Apexloop turns it into a working record that can be filtered, assigned, approved, calculated, printed, emailed or linked to other databases.
What you can collect via forms
Where time is lost with classic form collection
The biggest costs often arise not when creating the form, but after it is submitted: in manual sorting, finding context, copying attachments and re-typing data into other tools.
The form arrives, but work is just starting
- 1
Response arrives by email or in a separate table
The team must manually find out who should handle it, whether it is complete and which customer, project or request it belongs to.
- 2
Data is re-typed into CRM, tasks or records
Duplicates are created, name errors occur, statuses become outdated and responsibility is unclear.
- 3
Approvals and communication happen outside the data
Notes are in chat, attachments in email and decisions in someone's head.
- 4
Reports are compiled retrospectively
When management needs an overview, someone must clean exports and merge data from multiple sources.
Standalone form vs. form connected to an operational database
Apexloop uses the form as an entry point to databases, views, relations, permissions and automations. Data collection thus becomes part of everyday team work, not an isolated export.
How forms work in Apexloop
- 11. Design a database for responsesCreate properties for text, numbers, currencies, dates, people, addresses, files, controlled lists, relations or calculations. The database becomes the source of truth for all submitted forms.
- 22. Publish the form publicly, internally or anonymouslyThe same data model can serve as an internal request form, public survey, customer enquiry or partner data submission.
- 33. Submission creates a new recordEach response is written to the database, receives audit information, ID, attachments and values ready for views, filters and automations.
- 44. Automation decides what happens nextBased on the form values, workflow can send a confirmation, create a task, find related records, update status or trigger a webhook.
- 55. Team works in views that make sense to themResponses can be managed as datagrid, kanban, calendar, schedule, timeline, chart or gallery. Each team sees their operational view.
Data model for survey and form collection
| Oblast | Co řeší | Příklad |
|---|---|---|
| Base response | Each form submission is a standalone database record with its own status, owner and audit history. | Response ID, submission date, respondent, processing status, responsible person |
| Structured fields | Form fields are saved to typed properties so they can be validated, filtered, sorted, grouped and used in formulas. | Email, phone, address, number with currency, date, yes/no, attachment |
| Lists and choices | Select and multiselect can reference standalone list databases, making options extensible, annotatable and filterable. | Request type, priority, department, product, contact reason |
| Relations and links | A response can be linked to any record or multiple records in other databases. Backlinks hold context on both sides. | Customer, project, event, contract, order, task |
| Calculations and rolloups | Formula fields can calculate scores, status, dates, risk or aggregate child responses via view columns. | NPS score, average rating, number of open incidents, total costs |
| Outputs and documents | Plate pages and templates with placeholders allow you to create a PDF, report, confirmation or email-safe HTML from a response. | Handover protocol, registration confirmation, internal report, newsletter |
Show sensitive responses only to the people who should handle them
With surveys and forms you often collect personal data, internal comments, prices or decisions. Column-level permissions let you separate publicly processable data from sensitive fields.
HR team
Managing internal requests
Project Manager
Processing requests
Finance
Cost control
What can happen after form submission
The automation flow has one trigger and follow-up actions. The form doesn't just save responses — it can manage the entire subsequent process.
Confirmation to the respondent
After submission, an email is automatically sent with a confirmation, request number, response summary or link to next steps.
Assignment to a responsible person
Based on department, priority, product or region, workflow sets the assignee, deadline and processing status.
Condition evaluation
A low rating, high amount or urgent request can trigger escalation, notification or a different process branch.
Connection to external systems
Webhook and HTTP nodes can pass data to other applications, APIs or integration connectors.
Forms, emails and pages work together
Responses from forms can be used for confirmations, internal notifications, PDF outputs and planned communication. The Plate editor and email-safe HTML help keep outputs readable and consistent.
Respondent gets a clear response
- Automatic acknowledgement of receipt
- Summary of submitted data
- Next steps or link to a page
Team has context for processing
- Notifications to responsible people
- Attachments saved with the record
- Change and status history
Features for professional data collection
What you get over an isolated form
| Funkce | Apexloop | Standalone form |
|---|---|---|
| Collection and data structure | ||
| Public and anonymous forms | ||
| Response as a full database record | usually export | |
| Typed fields, relations and attachments | limited | |
| Controlled lists as standalone databases | ||
| Response processing | ||
| Automation after submission | basic only | |
| Grid, kanban, calendar, timeline, chart views | ||
| Formulas, rolloups and aggregations via child records | ||
| Column-level permissions | limited | |
| Outputs and integrations | ||
| PDF and reports from Plate pages | ||
| Email confirmation from editor | usually template | |
| Webhook, HTTP and integration nodes | plan-dependent | |
Operational impact
Less manual work after every submission
Values are illustrative but clearly show the difference between an isolated form and collecting data directly in the working system.
Manual processing
Form outside databases and workflow
Apexloop workflow
Form as an entry point to the process
Real-world scenario
What happens in the first few minutes after an enquiry is submitted
0:00
Customer submits the form
Enquiry creates a record in the database and saves attachments, contact, product and budget.
No re-typing
0:05
Workflow fills in context
Automation finds the company, sets priority and assigns a sales rep by segment.
No waiting
0:15
Team gets a notification
Sales rep sees enquiry detail, attachments, communication history and follow-up tasks.
No searching
1:00
Customer has a confirmation
Email summarises the received data and states the next step or response deadline.
No manual email
Result
Faster response and cleaner data from the first contact
Recommended use
Start with the form that hurts the most today
"The best form is not the one with the most fields. It's the one that knows exactly who should do what next after submission."
Process team
Form and workflow implementation · Apexloop
Frequently asked questions about survey and form collection
Short answers to the most common questions when deploying public forms, internal request forms and survey processes.
Can a person without an account fill in the form?
Yes. Forms can be public or anonymous, so they can be used for customers, partners, event participants or internal collection without login.
Where are form responses saved?
Each submission creates a new record in the database. Responses are saved to specific properties so you can filter, group, display in views and use them in automations.
Can forms handle attachments?
Yes. A form can collect files and save them directly to the created record. Attachments then remain with the response, project, customer or request.
Can an automation be triggered after submission?
Yes. Form submission can trigger a workflow that sends an email, creates a task, updates status, finds related records, evaluates conditions or calls an external webhook.
How is sensitive data in responses handled?
Access can be controlled at column level by person or group. Selected fields can be hidden, read-only or editable only by specific roles.
Can I create a PDF or report from responses?
Yes. Plate pages can use placeholders and PDF printing, so you can create a confirmation, protocol, summary, billing basis or internal report from a response.
Stop collecting responses into isolated spreadsheets
Design a form that after submission creates a record, triggers workflow, notifies the right people and prepares data for further work.
- Public and internal forms
- Databases, relations and controlled lists
- Automation, emails and PDF outputs