How to Create a Digital Form: Step-by-Step Guide for Beginners
Digital forms have transformed how we gather and manage information, saving time, improving accuracy, and eliminating paperwork across every industry. Whether creating a simple feedback survey, an employee evaluation template, or a detailed inspection checklist, building your first digital form is easier than ever. In this guide, we’ll walk you through the process so you can start collecting information efficiently, securely, and professionally, without any coding knowledge required.
What Is a Digital Form?
Digital forms, or online forms, are electronic documents allowing users to input, submit, and store data through web browsers or apps. They replace traditional paper forms and are used for everything from job applications and contact forms to audits and field reports.
Why Use Digital Forms?
Reduce paper waste and manual entry errors
Collect real-time data from any device
Automate workflows and approvals
Securely store and share submissions
Step 1: Choose a Digital Form Creation Tool
Before you build your form, you’ll need a tool that fits your needs. Look for a platform that offers drag-and-drop form builders, customizable templates, mobile compatibility, and data transfer integrations.
Popular Tools Include:
Microsoft Forms: Ideal for Microsoft 365 users
Adobe Acrobat: Great for leveraging fillable PDFs
Canva: Useful for design-forward or design-focused forms
123FormBuilder: Simple templates for quick starts
GoFormz: Powerful form builder with mobile-first displays, offline access, and automation features for teams
Tip: If your team works in the field, GoFormz is especially helpful thanks to its offline form capabilities and real-time Cloud sync.
Step 2: Start a New Form
Once you’ve chosen your platform, you can begin by uploading an existing document (like a PDF), starting a blank form, or customizing a pre-made template.
Common Form Types:
Contact forms
Job application forms
Employee evaluation templates
Customer feedback surveys
Safety inspection checklists
Step 3: Add and Customize Form Fields
Next, build out your form by dragging and dropping various field types. Consider the kind of data you need to collect and make the form intuitive for your users.
Useful Field Types:
Text fields (short and long answers)
Checkboxes and dropdowns
Date and time selectors
Image upload
Signature fields
Tip: Check that your signature fields are E-SIGN Act compliant for legally binding electronic signature forms.
Be sure to mark required fields and consider adding conditional logic (i.e., only show specific fields if a previous question is answered in a particular way). Additional automation functionality can streamline the form-filling process, making it faster and easier for your teams to complete their forms.
Step 4: Share or Embed Your Form
Once you design your form, it’s time to send it out. Most form builders let you share your form via:
Direct links
Email invitations
Embedded code for websites
QR codes
You can also limit submissions, set deadlines, or require log-ins depending on your privacy needs.
Step 5: Track Responses and Export Data
After your form goes live, monitor submissions in real time. Many tools offer dashboards for reviewing results, exporting responses to Excel or PDFs, or integrating with business systems like CRMs, ERPs, or Cloud storage tools.
Example: Creating a Digital Form with GoFormz
With GoFormz, users can start from a pre-built template (like a timesheet template or job site inspection form) or upload an existing image or PDF and add digital form fields directly on top. Our drag-and-drop builder makes it easy to add dropdowns, photos, and electronic signature fields in seconds.
What Sets GoFormz Apart:
Mobile-first and works offline
Easily begin with a scan or image of your existing paper form
Unique list or form views to optimize screen real estate depending on your device
Pre-built templates for dozens of industries and use cases
Automations to instantly route completed forms to teammates, storage platforms, or approval chains
Final Tips for Success
Keep your form layout clean and logical
Use descriptive labels for every field
Test your form on both desktop and mobile
Collect only the data you truly need
Review analytics to improve future form design
Frequently Asked Questions
Can I create a digital form for free?
Yes, many form builders offer free versions with basic features. Platforms like Microsoft Forms and Google Forms are free but lack specialty functionality and complex automations for more advanced use cases. Other specialized platforms, like GoFormz and Typeform, offer free plans, although some advanced functionalities and features, as well as multi-user access, may require a paid subscription.
What’s the easiest way to create a digital form?
The easiest method is to use a drag-and-drop form builder with document upload capabilities or pre-built templates. Tools like GoFormz allow you to start with a blank canvas or import an existing PDF, then simply add fields like text boxes, dropdowns, or electronic signature fields.
Can I turn a PDF into a digital form?
Yes! GoFormz is the only platform with patented technology that allows you to upload a PDF or image of your existing form and make it interactive with data capture fields, automations, and logic.
What’s the best tool to create online forms?
The best tool depends on your needs. If you’re creating internal business forms or external customer-facing, branded forms, complete with automation and integrations, GoFormz is a top choice. Microsoft Forms or Google Forms may be enough for simple surveys or contact forms. If you need something design-heavy or emphasizing visuals, Canva may work best.
Can I collect signatures with a digital form?
Absolutely. Many form tools let you add an electronic signature field that users can sign from any device. This is ideal for contracts, authorizations, and compliance forms. Confirm with your digital forms provider that their electronic signature fields are E-SIGN Act compliant or compliant with regulations specific to your industry or use case.
GoFormz: The Smart Way to Create Online Forms
GoFormz is a leading digital forms platform that makes it easy for teams to create, share, and manage online forms. Our powerful features include offline access, advanced automation, and custom templates. Whether replacing paper forms or streamlining data collection across devices, GoFormz helps you digitize your processes easily and securely.
