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Forms🔄 Update Forms

Update Forms - Modify Existing Items

Update forms allow you to modify existing items in your monday.com boards with enhanced security. Each item must have its own dedicated form link before users can access the form.

Overview

Purpose: Modify existing board items

How it works: Each item must have its own dedicated form link → Users access the form via the item’s unique link → Selected fields are updated with new data

Important: Each item requires its own unique form link. The link must be created before users can access the form for that item. Without the link, the form will not work.

Best for: Status updates, profile management, progress tracking, feedback collection, data corrections, ongoing project updates

Security Options

By default, forms are open and accessible to everyone. All security mechanisms are optional.

Password Protection (Optional)

For update forms, you can optionally enable per-item passwords stored in monday.com board columns. Each item has its own unique password.

Key Features:

  • Per-Item Passwords: Each item has its own unique password stored in board columns (optional)
  • Unique Form Links: Each item must have its own dedicated form link (required)
  • Automated Generation: Use automations to generate passwords and links automatically
  • Link Requirement: The form link must be created before users can access the form for that item

Additional Security Options

  • Enable Captcha: Protect against bots and automated submissions
  • Form Restrictions: Limit access by geographic location (allowed countries)
  • Time Limits: Set start and end dates/times for form availability
  • Response Limits: Set maximum number of submissions

Learn more about all security options →

Setup Process

Follow these steps to create your first update form:

  1. Create New Form: Go to your board and create a new form
  2. Add Columns to Form: Map form fields to board columns
  3. Save the Form: Save your form configuration
  4. Create Automation for Links (Required): Set up monday.com automation with FormFlow integration
    • Trigger: “When an item is created” (or your preferred trigger)
    • Action: “Generate link for form” → Add link to column
    • This ensures each item gets a unique form link automatically
  5. Create Automation for Passwords (Optional): Set up separate automation if you want password protection
    • Trigger: Choose your preferred trigger (e.g., “When an item is created”)
    • Action: “Generate random password” → Save to password column
    • You can use different triggers for passwords than for links

⚠️ Important: The form link must be generated before users can access the form. Set up the link generation automation before publishing your form.

Automation

FormFlow integrates seamlessly with monday.com automations to help you generate passwords and links automatically.

⚠️ Important: For update forms, each item must have a unique form link before users can access the form. The link must be generated (via automation or manually) before users try to access the form. Without the link, the form will not work for that item.

Supported Automation Triggers

FormFlow supports all monday.com automation triggers for password and link generation:

  • When an item is created
  • When form is submitted
  • When button clicked
  • When status changes to something
  • When status changes from something to something
  • When person is assigned
  • When an item is moved to this board
  • When an item is moved to group
  • When status changes
  • When any column changes
  • When date arrives
  • Every day, if date has passed in the last 7 days
  • When column changes

Setting Up Password Generation

You can create a separate automation for password generation using different triggers than your link generation automation.

  1. Ensure Password Column Exists: Make sure you have a text column in your board to store passwords
  2. Set Up Automation: Go to monday.com automations and create a new recipe (separate from link generation)
  3. Choose Trigger: Select your preferred trigger (can be different from link generation trigger)
  4. Add FormFlow Integration Action: Choose “Generate random password” action
  5. Map to Column: Select your password column to save the generated password
  6. Test: Create a test item and verify password generation works

Note: Password generation is optional. You can use different automation triggers for passwords than for links.

Important: Link generation is required for update forms. Each item must have a unique form link before users can access the form.

  1. Ensure Link Column Exists: Make sure you have a link column in your board to store form URLs
  2. Set Up Automation: Go to monday.com automations and create a new recipe
  3. Choose Trigger: Select “When an item is created” (or your preferred trigger)
  4. Add FormFlow Integration Action: Choose “Generate link for form” action
  5. Select Form: Choose which update form to generate the link for
  6. Map to Column: Select your link column to save the generated link
  7. Test: Create a test item and verify link generation works

Note: The link must be generated before users try to access the form. If a user tries to access an update form without a link for that item, the form will not work.

Common Automation Scenarios

Link Generation (Required):

  • When Item Created: Automatically generate a unique form link for the new item. This is the most common trigger to ensure links are ready before users need to access the form.

Password Generation (Optional, Separate Automation):

  • When Item Created: Generate a unique password when an item is created (can be in the same or different automation as link generation)
  • When Form is Submitted: Generate a new password after form submission (useful for rotating passwords)
  • When Status Changes: Generate a new password when an item moves to a specific status
  • When Person is Assigned: Generate a password when someone is assigned to an item

Note: You can create separate automations for link generation and password generation, using different triggers for each.

Common Use Cases

Status Updates

Fields: Project ID, current status, progress notes, completion %
Settings: Multiple submissions, item selection by ID
Automation: Generate password and link when item is created

Profile Management

Fields: Name, email, phone, address, preferences
Settings: Single submission per user, item selection by email
Automation: Generate password when person is assigned, generate link when item is created

Progress Tracking

Fields: Task ID, completion status, notes, attachments
Settings: Multiple submissions, item selection by task ID
Automation: Generate password and link when status changes to “In Progress”

Next Steps

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