How To Create A Request Form In SharePoint

Attention all SharePoint users! Are you struggling to effectively collect and manage requests within your organization? Look no further, as this article will guide you through the steps to create a user-friendly request form in SharePoint. Say goodbye to manual processes and hello to streamlined communication!

What Is SharePoint?

SharePoint is a highly configurable web-based collaborative platform that integrates seamlessly with Microsoft Office. It serves primarily as a document management and storage system, but its usage varies greatly among organizations.

With SharePoint, users can easily access, share, and collaborate on documents and tasks. Developed by Microsoft, SharePoint is a browser-based platform for collaboration and document management. It is a versatile content management system that can be tailored to meet the specific needs of different organizations.

What Is a Request Form?

A request form is a document used to collect and document information about a particular request. It usually includes sections for the requester’s personal information, the type of request, and any other relevant details.

Request forms help simplify the process of starting, monitoring, and resolving requests within a company.

Why Use SharePoint for Request Forms?

When it comes to creating request forms, SharePoint is a powerful tool that shouldn’t be overlooked. In this section, we will discuss the benefits of using SharePoint for request forms. From centralized storage and access to customizable forms, automated workflows, and improved collaboration and communication, SharePoint offers a range of features that make it an ideal platform for creating and managing request forms. Let’s dive into the specifics of why SharePoint is the perfect solution for your organization’s request form needs.

1. Centralized Storage and Access

• Centralized Storage: Utilize SharePoint to store all request forms in one location, ensuring easy access for authorized personnel.
• Access Control: Implement stringent access controls to regulate who can view, edit, or manage the stored request forms.

2. Customizable Forms

1. Access the SharePoint site and navigate to the specific list where you want to create a customizable form.
2. Click on ‘PowerApps’ from the command bar and select ‘Customize Forms’ to open PowerApps in a new browser tab.
3. Customize the form layout, add or remove fields, and set properties for each field according to your requirements.
4. Save and publish the form to make it available for users to fill out.

When customizing forms in SharePoint, consider user experience, accessibility, and data integrity. Aim for a balance between functionality and simplicity, and gather feedback from potential users for continuous improvement.

3. Automated Workflows

1. Identify Processes: Determine the specific processes that can benefit from automated workflows.
2. Design Workflow: Map out the steps and conditions for each automated task.
3. Implement Automation: Utilize SharePoint’s built-in tools to create and deploy automated workflows.
4. Testing and Optimization: Thoroughly test the automated workflows and make necessary adjustments for optimal functionality.

The concept of automated workflows has been around since the early 20th century when Henry Gantt developed the Gantt chart, a visual representation of a project schedule. This paved the way for modern automated workflows, revolutionizing project management.”

4. Collaboration and Communication

• Establish clear communication channels for all stakeholders involved in the request process.
• Encourage collaborative input for refining request forms to meet the diverse needs of each department.
• Implement discussion boards and chat features to facilitate real-time communication among team members.
• Leverage the document management features of SharePoint to store and share relevant files for seamless collaboration.

How To Create a Request Form in SharePoint?

In this section, we will guide you through the step-by-step process of creating a request form in SharePoint. This versatile platform offers numerous options for creating customized forms to collect and manage data. We will cover the necessary steps, including creating a custom list, adding columns, and customizing the form layout. Additionally, we will discuss how to set up workflows to automate processes and improve efficiency. So, let’s dive into the world of SharePoint and learn how to create a request form that meets your specific needs.

1. Create a Custom List

• Navigate to the specific subsite or site on your SharePoint site where you want to create the custom list.
• Click on the Settings gear icon and select ‘Add an app’ or ‘Add a list’.
• From the Your Apps page, choose ‘Custom List’ in the ‘Apps you can add’ section.
• Enter a name for your list in the dialog box and click ‘Create’.
• Pro-tip: Use the custom list to streamline data collection and management, increasing efficiency.

2. Add Columns to the List

1. Open your SharePoint site and go to the list where you want to add columns.
2. Click on the ‘Settings’ gear icon and select ‘Add column’.
3. Provide the column name, type, and any additional settings needed.
4. Click ‘Save’ to add the new column to the list.

When adding columns to a SharePoint list, it is important to use clear and relevant names and consider the type of data that will be stored in each column to ensure efficient data management.

3. Create a New Form

1. Access your SharePoint site and navigate to the desired list or library where you want to create the new form.
2. Click on the ‘New’ button or navigate to the ‘Forms’ section to initiate the form creation process.
3. Choose the type of form you want to create, such as a custom form or an existing template.
4. Fill in the necessary details and customize the form fields and layout to suit your specific requirements.
5. Save the form and ensure it is accessible to the relevant users based on permissions and sharing settings.

4. Customize the Form with Fields and Layout

1. Begin by accessing the SharePoint site and navigating to the specific list or library where the form will be utilized.
2. Next, select the ‘New’ button to create a new form.
3. Choose the desired layout for the form, such as one or two columns, and add necessary fields like text, date, or choice fields.
4. Customize the form with fields and layout as needed, ensuring a user-friendly interface.

5. Set Up Workflows

1. Log into your SharePoint site and go to the list where the form is located.
2. Click on the ‘List’ tab and choose ‘Workflow Settings’.
3. Select ‘Add a Workflow’ and follow the instructions to set up the workflow based on your form needs.

Pro-tip: When creating workflows, take into account automating repetitive tasks to streamline the processing of forms and enhance efficiency.

What Are the Best Practices for Creating a Request Form in SharePoint?

When it comes to creating a request form in SharePoint, there are certain best practices that can help ensure its effectiveness and usability. In this section, we will discuss four key practices for creating a request form in SharePoint. These include keeping the form simple, using clear and concise language, testing and reviewing before implementation, and providing training for users on how to use the form. By following these best practices, you can create a request form in SharePoint that is user-friendly, efficient, and meets the needs of your organization.

1. Keep it Simple

• Begin with a clear purpose and goal for the form.
• Limit the number of fields to only essential information.
• Utilize intuitive and user-friendly design for easy navigation.
• Avoid unnecessary jargon or complex language.
• Test the form with potential users and gather feedback for simplification.

Moreover, in a similar tone of voice, the concept of keeping things simple can be traced back to the ancient Greek philosopher, Plato. He advocated for simplicity in his philosophical dialogues to ensure clarity of thought and communication.

2. Use Clear and Concise Language

• Define the purpose and audience of the form clearly.
• Use short and direct sentences to convey information, making it easy for readers to understand.
• Avoid jargon and technical language unless necessary to ensure clarity.
• Organize content logically with headings and bullet points, making it easier to navigate.
• Provide clear instructions for completing the form to ensure accuracy and completeness.

3. Test and Review Before Implementation

1. Conduct Thorough Testing: Test the request form in various scenarios to ensure all functionalities work as intended.
2. Solicit Feedback: Gather input from potential users to identify any usability or functionality issues.
3. Review for Errors: Scrutinize the form for any errors or inconsistencies before final implementation.
4. Implement Revisions: Make necessary adjustments based on the testing and feedback results.

The process of testing and reviewing before implementation has been a crucial step in software development. For instance, during the development of the Apollo spacecraft, extensive testing and review processes were conducted to ensure the safety and functionality of the spacecraft before it was implemented for the moon landing missions.

4. Train Users on How to Use the Form

1. Provide comprehensive training sessions on how to use the form for all potential users.
2. Create user manuals and guides for reference to aid in understanding and utilizing the form.
3. Offer online tutorials and resources for self-paced learning to further enhance understanding and proficiency.
4. Utilize real-world scenarios to demonstrate the usage of the form, making it easier for users to grasp its functionality.

In the early 2000s, a large corporation implemented a new request form system on SharePoint. To ensure a smooth transition, they conducted extensive hands-on training sessions for employees, empowering them to navigate and utilize the form efficiently.

Frequently Asked Questions

1. What is SharePoint and why is it useful for creating request forms?

SharePoint is a web-based platform used for creating and managing various types of documents and forms. It provides a centralized space for collaboration and document management. It is useful for creating request forms as it allows for easy customization and integration with other business processes.

2. How do I access SharePoint to create a request form?

To access SharePoint, you will need login credentials provided by your organization. Once you have these credentials, you can access SharePoint through a web browser or through the SharePoint desktop app.

3. What steps are involved in creating a request form in SharePoint?

First, you will need to create a new SharePoint site or navigate to an existing one. Once in the site, you can create a new list or library, which will house your request form. Then, you will need to customize the list or library to include the necessary fields and settings for your request form. Finally, you can add the form to your site and begin using it to collect requests.

4. Can I customize the fields and layout of my request form in SharePoint?

Yes, SharePoint allows for extensive customization of fields and layouts for your request form. You can add, remove, or rearrange fields to fit your specific needs. You can also use different types of fields, such as text boxes, drop-down menus, and checkboxes, to collect the necessary information from requesters.

5. Can I integrate my SharePoint request form with other business processes?

Yes, one of the benefits of using SharePoint for request forms is its integration capabilities. You can connect your form with other SharePoint lists or libraries, as well as external systems, to automate processes and streamline data collection.

6. Is it possible to track and manage requests submitted through my SharePoint form?

Yes, SharePoint allows for easy tracking and management of requests through its list and library features. You can view and sort requests, assign them to team members, and track their status and progress. This helps to ensure efficient and organized request management.