Are you tired of clunky, difficult-to-use form builders? Look no further than YFORM, the best open source form builder solution on the market, with Advanced Service Management capabilities. With its intuitive drag-and-drop interface, customizable templates, and advanced features like conditional logic, YFORM makes creating and managing forms a breeze. Whether you need a simple contact form or a complex multi-step application, YFORM has you covered.

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Table of Contents

User Guide: YFORM Service Management & Agile Form Builder

Welcome to the Micro2Media YFORM System. Unlike traditional form builders that simply collect data, YFORM is a comprehensive Agile Service Management tool. It bridges the gap between data collection and project execution by transforming every form submission into a manageable, trackable task within an agile workflow.

Revolutionize Your Operations with the YFORM Online Builder

The YFORM Online Builder is a sophisticated drag-and-drop ecosystem designed to bridge the gap between data collection and agile project execution. By utilizing advanced features like multi-page navigation, eSignature pads, and automated conditional logic, you can transform static paper forms into dynamic, intelligent service portals. This digital transition allows every submission to be automatically converted into a trackable task—such as a Bug or Requirement—within your organization’s workflow. Furthermore, the system supports Draft Entries through local browser storage, ensuring that your team can maintain productivity even in offline environments.

1. Introduction: Why YFORM?

Traditional form builders are “dead ends”—the data sits in a database. YFORM is a “living” system where:

Forms generate Action: Every submission automatically creates a Task (Bug, Requirement, Project or Client Support).
Advanced Service Management: Track the status of entries through a full Kanban and List interface.
Intelligent Logic: Complex, unlimited conditional rules that handle everything from simple show/hide to advanced mathematical calculations.
Process Efficiency: Unique “Page Status” management to identify exactly where a user is in a multi-step process.

The Benefits of Switching to Digital

Transitioning from traditional paper-based methods to the YFORM digital environment offers significant operational and ecological advantages:

Environmental Impact: Drastically reduce your carbon footprint by eliminating the need for physical paper and chemical-heavy printer ink, contributing to a healthier planet.
Cost Efficiency: Save substantial money on stationery, printing hardware maintenance, and physical storage space for archived documents.
Automated Approvals: Instead of printing documents for manual signatures and wasting time in transit, use the built-in Signature field and Conditional Logic to automate approval workflows instantly.
Enhanced Accuracy: Digital forms validate data (such as Email and URL formats) in real-time, preventing the “human error” often found in messy handwriting or incomplete paper forms.
Seamless Integration: Every digital entry flows directly into your Kanban Board or List View, ensuring that data isn’t just stored, but immediately actionable by your team.

2. The Form Builder: Advanced Components

Drag-and-Drop Canvas

The builder uses a three-pane interface: Field Palette (Left), Canvas (Center), and Settings/Logic (Right/Top).

Extensive Field Types

Beyond standard text, YFORM includes professional-grade fields:

eSignature: Integrated signature pad for digital approvals.
Chrono: Track how long it takes to complete sections of the form.
Dual Range Sliders: For complex data filtering.
Layout Containers: 2, 3, and 4-column blocks to create professional, responsive layouts.

Page Management & Status Tracking

YFORM allows you to build multi-page forms. Each page has its own Status (TODO, ONGOING, DONE). This is a game-changer for service management, allowing administrators to see which sections of a complex form have been processed.

3. Advanced Conditional Logic

YFORM offers a “No Limitation” logic engine. You can trigger actions based on any field value, or even the Status of a Page.

Building a Rule

Trigger: Select a field (e.g., “Income”).
Operator: Select comparison (e.g., “Greater than”).
Action: Choose from Show, Hide, or Update.
Calculations: In the Update action, you can perform math.
- Example: %Quantity% * %Price% to auto-calculate a total.

4. Service Management: From Entry to Task

Automatic Task Creation

In the Form Settings, you define a “Target Task Type” (e.g., Client Support).

When a user submits the form, the system creates a task.
The form data is automatically populated into the task description.
Attachments (photos, PDFs) are linked directly to the task.

The Kanban Workflow

Manage your form entries using the Agile Kanban board. Drag entries from NEW to ONGOING to DONE.

Sub-statuses: For Requirements, use granular steps like “Under Analysis” or “Approved.”
Linkages: Connect a Bug task directly to a Requirement task to see how form-reported issues impact your project goals.

5. Approval Process and eSignature

The Approval Process feature enables you to create tasks requiring approval from multiple users in your organization. Each approver can review, approve, and optionally provide a digital signature (eSignature) for document sign-off.

Key Features:

Multi-user approval workflow: Assign multiple approvers to a single task
Digital signatures: Optional eSignature requirement for formal sign-off
Per-user tracking: Individual approval status for each approver
Automatic status updates: Overall approval status updates in real-time
Document attachment: Attach documents for review and approval

Creating an Approval Process Task

Step 1: Create a New Task

Go to Tasks in the left navigation menu.
Click Create New Task or navigate to Tasks → Create Task.
In the Task Type dropdown, select “Approval Process”.

Step 2: Fill in Basic Task Information

Title: Enter a clear, descriptive title.
Description: Provide details about what needs approval.
Priority: Set the priority level (Low, Medium, High, Critical).
Due Date: Set a deadline for the approval process.
Status: Automatically set to “ONGOING” when created.

Step 3: Set Up Approval User List

Scroll to the Approval User List section.
Click “+ Add User” to add approvers.
Select users from the dropdown (only organization members are available).
Add as many users as needed—each must approve the task.
Note: Users already selected will not appear again to prevent duplicates.

Step 4: Configure eSignature (Optional)

In the eSignature Required dropdown, select:
- YES: If digital signatures are required.
- NO: If only approval is needed.

Step 5: Attach Documents

Scroll to the Attachments section.
Click “Choose File” to upload documents for review/approval.

Step 6: Save the Task

Click “Save Changes” or “Create Task”.
The task is created with:
- Approval Status: “To Approve”
- Task Status: “ONGOING”
- Assigned To: First user in the Approval User List

Setting Up Approval User List

Adding Users

In the Approval User List section, click “+ Add User”.
Select a user from the dropdown.
Repeat to add more approvers.

Removing Users

Click the red “×” button next to the user.
Important: At least one user must remain.
Auto-save: The task saves and reloads automatically.

Changing Users

Click the dropdown next to a user.
Select a different user.
Auto-save: Changes are saved automatically.

What Happens When Users Are Added/Removed:

Overall Approval Status resets to “To Approve”.
All Per-User Approval Statuses reset to “To Approve”.
Task Status resets to “ONGOING”.
All eSignatures are cleared.
Approval History is cleared.
The task auto-saves and reloads.

eSignature Feature

When eSignature is Required

If eSignature Required is set to YES, approvers must provide a digital signature.

Providing a Digital Signature

Access the Signature Pad: Scroll to the Digital Signature section.
Draw Your Signature: Use your mouse or touchscreen.
Clear and Redraw: Click “Clear” to erase and start over.
Complete the Signature: Click “Done” to save and lock your signature.

Editing Your Signature

Before Approval: Edit your signature by clicking “Edit Signature”.
After Approval: The signature is locked and cannot be edited.

Signature Display

Your signature appears as an image preview.
The timestamp shows: “Your Name – Date and Time”.

Approval Workflow

Initial State

Overall Approval Status: “To Approve”
Task Status: “ONGOING”
All Per-User Approval Statuses: “To Approve”
Assigned To: First user in the Approval User List

Approval Process Flow

First Approver: Reviews, approves, and signs (if required).
Subsequent Approvers: Follow the same process.
Final Approval: When ALL approvers have approved:
- Overall Approval Status: “Approved”
- Task Status: “DONE”
- Success message: “Approved – All approvers have approved/signed-off this task”

Status Updates

Per-User Approval Status: Updated immediately.
Overall Approval Status: Updated automatically when ALL users approve.
Task Status: Updated automatically.

Approving Tasks

Method 1: Using the Approve Button

Open the task from “My Tasks” or “Approval Tasks”.
Review details and attachments.
Click “Approve”.
Your status updates to “Approved”.

Method 2: Using Per-User Approval Status Dropdown

Open the task for editing.
Scroll to Per-User Approval Status.
Change your status to “Approved”.
Click “Save Changes”.

Method 3: Using eSignature

Provide your digital signature (if required).
Click “Done”.
Your status updates to “Approved” automatically.

Approval Requirements

eSignature Required = YES: You must sign to approve.
eSignature Required = NO: Approve without signing.
All approvers must approve before the task is fully approved.

Per-User Approval Status

Understanding Per-User Status

Each approver has their own status tracked individually.

Status Values

“To Approve”: User has not yet approved.
“Approved”: User has approved (and signed if required).

Viewing Per-User Status

Open the task.
Scroll to Per-User Approval Status.
See all approvers and their current status.

Updating Your Own Status

Change your status from “To Approve” to “Approved”.
After approval, your status is locked.

Overall Approval Status

Understanding Overall Status

Automatically calculated based on ALL Per-User Approval Statuses.

Status Values

“To Approve”: At least one user has not approved.
“Approved”: ALL users have approved.

How It Updates

Automatic Calculation: System checks all Per-User Approval Statuses.
When ALL are “Approved”: Overall Status → “Approved”.
When ANY is “To Approve”: Overall Status → “To Approve”.

Status Display

Displayed as a read-only field.
When “Approved”, a green success message appears.

Task Status Relationship

Overall Approval Status = “Approved” → Task Status = “DONE”
Overall Approval Status = “To Approve” → Task Status = “ONGOING”

Managing Approval User List

Adding Users After Task Creation

Open the task.
Scroll to Approval User List.
Click “+ Add User”.
Select a user.
Auto-save: Task saves and reloads.

Removing Users

Click the “×” button next to the user.
Auto-save: Task saves and reloads.

Important Notes

Minimum Requirement: At least one user must remain.
Reset Behavior: Adding/removing users resets all approval statuses and eSignatures.

Troubleshooting

Issue	Solution
Overall Approval Status shows “Approved” but one user hasn’t approved	Check all Per-User Approval Statuses. Save the task to refresh.
Can’t edit signature after approving	Expected behavior—signatures are locked after approval.
Can’t remove a user	Ensure at least one user remains.
Signature not saving	Draw a signature, ensure eSignature is required, and click “Done”.
Task not appearing in “My Tasks”	Verify you’re in the Approval User List and logged in correctly.
Overall Approval Status not updating	Save the task to trigger recalculation.
Auto-save not working	Ensure you’re editing an existing task and JavaScript is enabled.

Best Practices

For Task Creators

Provide clear documentation and attach all relevant documents.
Select appropriate approvers.
Set deadlines using the Due Date.
Use eSignature for legal sign-off.

For Approvers

Review all details and attachments before approving.
Respond promptly.
Draw clear, readable signatures.
Verify what you’re approving.

Quick Reference

Field	Description	Required
Title	Task title	Yes
Task Type	Must be “Approval Process”	Yes
Approval User List	List of users who must approve	Yes (at least 1)
eSignature Required	Whether digital signatures are needed	No (default: NO)
Attachments	Documents to be approved	Optional
Overall Approval Status	Auto-calculated	Read-only
Per-User Approval Status	Individual status	Auto-updated

Status Flow

Task Created
    ↓
Overall Status: "To Approve"
All Per-User Statuses: "To Approve"
    ↓
User 1 Approves → Per-User Status: "Approved"
    ↓
User 2 Approves → Per-User Status: "Approved"
    ↓
... (all users approve)
    ↓
Overall Status: "Approved" ✅
Task Status: "DONE" ✅

Keyboard Shortcuts

Save Task: Ctrl+S (Cmd+S on Mac)
Scroll to Top: Use the scroll-to-top button in the sticky bar

6. Offline & Draft Management

YFORM is designed for field use where internet connection might be spotty.

Save as Draft: Users can save their progress locally.
Local Storage: Data is kept in the browser until a connection is restored.
Draft Dashboard: Manage incomplete entries and resume them at any time.

7. Embedding and Integration

Transform any website into a service portal.

Click Embed Code in the Form Builder.
Copy the provided <iframe> snippet.
Paste it into your WordPress or custom site.
Result: Your external site now feeds directly into your internal Service Management dashboard.

8. Best Practices for Efficiency

Group Fields: Use Containers to keep forms compact. Users prefer 2-column layouts over long vertical lists.
Automate Calculations: Use Conditional Logic Update to prevent user entry errors in pricing or totals.
Utilize Page Status: For long auditing forms, use the Page Status field as a trigger to alert managers when a specific section is marked as “DONE.”
Requirement/Bug Linking: Always link bugs submitted via forms to their parent requirements to maintain a clean version history.

9. Troubleshooting

Logic Conflict: If a field won’t show, check if two rules are “fighting” (one hiding, one showing). Use the Rule Name to keep track.
Form Not Creating Tasks: Ensure you have selected a Task Type in the right-hand Settings pane before saving.
eSignature Issues: Ensure the user’s browser has “Canvas” support enabled (standard in all modern browsers).

10. Technical Specifications Document

You can download the PDF “YFORM Micro2media Online Builder & Service Management System” Technical Specifications HERE

Ready to build?

Navigate to the “Create New Form” tab in your sidebar to start your first agile workflow.

Action Item: Create a “Client Support” form today and link it to your Kanban board to see your service efficiency double!

Need more info about YFORM, your open source green online form builder?

YFORM is gaining popularity for its user-friendly interface and eco-friendliness. This innovative platform allows users to create and customize forms that are not only easy to use but also eco-friendly.

YFORM is a product of Micro2media LTD, a media and software development company based in the UK. The platform offers a range of features that make it an ideal choice for businesses and organizations looking to create online forms that are easy to use and environmentally friendly. The platform’s eco-friendly features are particularly appealing to companies that are looking to reduce their carbon footprint and promote sustainability.

Sign-up and see YFORM in action!

YFORM Green features

One of the main eco-friendly features of YFORM is its use of renewable energy. The company’s data center is powered entirely by renewable energy sources, including wind and solar power. This means that when users create forms using YFORM, they are contributing to a greener, more sustainable future.

In addition to its renewable energy usage, YFORM also promotes paperless workflows. By allowing users to create forms online, the platform eliminates the need for paper-based forms that often end up in landfills. YFORM also integrates with a range of other software solutions, including popular CRM platforms, which further streamlines workflows and reduces paper usage.

YFORM’s user-friendly interface is another key feature that sets it apart from other form builders. The platform offers a range of customizable templates that make it easy for users to create forms quickly and easily. The platform’s drag-and-drop interface also makes it easy to add fields and customize forms to meet specific needs.

YFORM form builder and data security

YFORM is also designed with data security in mind. The platform is GDPR compliant and offers SSL encryption for added security. This means that businesses can trust YFORM to handle sensitive data securely and responsibly.

When it comes to building forms for your website, it can be a daunting task. From designing to coding, there is a lot that goes into creating an effective form that meets your needs. That’s where YFORM comes in. YFORM is a powerful and user-friendly form builder that simplifies the process of creating forms for your website. With a variety of features and addons, YFORM is the best form builder solution on the market. In this article, we will dive into the features and benefits of YFORM, and show you why it’s the best option for your website.

Drag & Drop Form Builder

One of the most significant benefits of YFORM is its drag and drop form builder. You can easily create an amazing form in just a few minutes without writing any code. This feature is incredibly user-friendly and efficient, as it allows you to create a form that fits your specific needs without any technical knowledge.

Form Templates

Another benefit of YFORM is that it comes with pre-built form templates that you can use to save even more time. These templates cover a wide range of industries and uses, so you can choose the one that fits your specific needs. With form templates, you can create a professional-looking form in just a few clicks.

Responsive Mobile Friendly

In today’s world, it’s important to have a website that is mobile-friendly. YFORM ensures that your forms are 100% responsive, meaning they work on mobile, tablets, and desktop. This feature ensures that your forms look great no matter where they are being accessed from, and it ensures that your users can complete the form easily and efficiently.

Smart Conditional Logic

Another powerful feature of YFORM, the form builder, is its smart conditional logic. With this feature, you can easily create high-performance forms that only show relevant questions based on the user’s previous answers. This feature ensures that your forms are personalized to the user and that they only see questions that are relevant to them. Smart conditional logic makes your forms more efficient and user-friendly.

Instant Notifications

With YFORM, you can respond to leads quickly with the use of the instant form notification feature. This feature ensures that you never miss a lead, as it sends you an email notification every time a user submits a form. With instant notifications, you can respond to leads in real-time, ensuring that you never miss a potential customer.

Entry Management

Another benefit of YFORM, the form builder, is its entry management feature. With this feature, you can view all your leads in one place, which streamlines your workflow. Entry management allows you to track leads and ensure that they are being followed up on, ensuring that you never miss a potential customer.

Multi-Page Forms

Long forms can be overwhelming for users, which is why YFORM allows you to split long forms into multiple pages. This feature improves the user experience, as it ensures that users don’t get overwhelmed and that they can complete the form at their own pace. Multi-page forms also ensure that users don’t abandon the form halfway through, ensuring that you don’t miss any potential customers.

File Uploads

With YFORM, the form builder, you can allow users to upload files and media with their form submissions. This feature is useful for a variety of industries, from job applications to event registration. File uploads ensure that users can provide additional information and that you have everything you need to make an informed decision.

User Registration

YFORM allows you to create custom WordPress user registration forms. With this feature, you can create a seamless registration process for your users, ensuring that they have a positive experience on your website. User registration forms can also be used to gather additional information about your users, which can be useful for marketing purposes.

Spam Protection and form builder

YFORM comes with smart captcha and spam protection that automatically prevents spam submissions. This feature ensures that your forms are protected from spam.

Collect payments

The ability to collect payments is a crucial feature for any business that sells products or services online. That’s why YFORM, the form builder, provides a range of payment gateway addons to make it easy to accept payments directly from your forms. You can choose from Stripe, Square, Authorize.Net, and PayPal Commerce to collect payments, donations, and online orders. These addons can be easily integrated with your forms to make the checkout process seamless and user-friendly.

Email marketing integration

Another important feature of YFORM is its integration with popular email marketing services like Constant Contact, AWeber, Mailchimp, Campaign Monitor, ActiveCampaign, and Sendinblue. This means you can create signup forms to grow your email list directly from YFORM. You can also send form submissions to your CRM accounts like HubSpot or Salesforce, allowing you to manage your leads and customers more effectively.

Conduct surveys and polls

If you’re looking to conduct surveys or polls, YFORM, the form builder, has you covered. With the Surveys and Polls addon, you can easily create survey forms and analyze the data with interactive reports. The Save and Resume addon allows visitors to save partial entries and complete them later, while the Signature addon lets users sign your online forms with their mouse or touchscreen.

Form abandonment is a common problem that many businesses face. Customers might start filling out a form but abandon it halfway through, which means you lose out on potential leads. YFORM’s Form Abandonment addon solves this problem by capturing partial entries from your forms. This allows you to unlock more leads and improve your conversion rates.

For businesses that want to take their online forms to the next level, YFORM offers a range of advanced addons. The Conversational Forms addon creates interactive form layouts to boost form completion rates, while the User Journey addon lets you see the pages and posts users visit before they submit your forms. The Form Locker addon allows you to lock your WordPress forms with permissions and access control rules, while the Webhooks feature lets you send your form entries to any external tool or service without writing code.

Comprehensive form builder solution

YFORM is a comprehensive form builder solution that offers everything you need to create powerful, user-friendly online forms. With its range of features and addons, you can easily create forms that are tailored to your business needs. Whether you’re collecting leads, payments, or survey responses, YFORM has you covered. Its intuitive drag-and-drop interface makes it easy to create forms without any coding knowledge, while its advanced features allow you to take your forms to the next level.

In conclusion, YFORM is the best form builder solution on the market. Its range of features and addons make it easy to create powerful, user-friendly forms that are tailored to your business needs. Whether you’re a small business owner or a large enterprise, YFORM has everything you need to create online forms that get results. Try it out today and see the difference for yourself!

Features & Addons

Here are the features that makes our form builder, the most powerful and user-friendly form builder in the market.

Drag & Drop Form Builder

We easily create an amazing form in just a few minutes without writing any code.

Form Templates

We start with pre-built form templates to save even more time.

Responsive Mobile Friendly

Our forms are 100% responsive meaning they work on mobile, tablets & desktop.

Smart Conditional Logic

We easily create high performance forms with our smart conditional logic.

Instant Notifications

Our forms could respond to leads quickly with the use of instant form notification feature.

Entry Management

View all your leads in one place to streamline your workflow.

Multi-Page Forms

We split long forms into multiple pages to improve user experience.

File Uploads

We allow users to upload files and media with their form submissions.

User Registration made easy in YFORM form builder

We create custom WordPress user registration forms.

Spam Protection

Our smart captcha and spam protection automatically prevents spam submissions.

Stripe Addon

We easily collect payments, donations, and online orders with our Stripe addon.

Square Addon

We easily collect payments, donations, and online orders with our Square addon.

Authorize.Net Addon

We easily collect payments, donations, and more with our Authorize.Net addon.

Constant Contact Integration

AWeber Addon

Mailchimp Addon

Campaign Monitor Addon

ActiveCampaign Addon

HubSpot Addon

We send leads from WordPress to your HubSpot CRM.

Salesforce Addon

We easily send your contacts and leads to your Salesforce CRM account.

Drip Addon

Sendinblue Addon

We connect your form to Sendinblue’s professional email marketing tools.

Custom CAPTCHA

We add Custom Questions and Math Captcha.

Geolocation Data

We can geolocate the position of users filling-in the form.

PayPal Commerce Addon

We easily collect payments with PayPal or credit card with our PayPal Commerce addon.

Google Sheets Addon

We save and back up your form entries to a Google Sheet.

Zapier Addon

We connect with 5000+ web apps with Zapier.

Post Submissions Addon

We allow users to submit guest blog posts and other content in WordPress.

Surveys and Polls Addon

We easily create survey forms and analyze the data with interactive reports.

Save and Resume Addon

We allow visitors to save partial entries and complete them later.

Signature Addon

We allow users to sign your online forms with their mouse or touchscreen.

Form Pages Addon

We create “distraction-free” form landing pages to boost conversions.

Form Abandonment Addon

We unlock more leads by capturing partial entries from your forms.

Offline Forms Addon

We save user’s form data and submit it when their internet connection is restored.

Form Locker Addon

We allow you to lock your WordPress forms with permissions and access control rules.

Conversational Forms Addon

We create interactive form layouts to boost form completion rate.

User Journey Addon

We easily see the pages and posts users visit before they submit your forms.

Webhooks

We send your form entries to any external tool or service without writing code.

In Short

YFORM is an innovative and eco-friendly online form builder that offers a range of features that make it an ideal choice for businesses and organizations looking to create easy-to-use and environmentally friendly forms. By using renewable energy, promoting paperless workflows, and providing a user-friendly interface, YFORM is helping businesses to reduce their carbon footprint and promote sustainability. If you’re looking for an online form builder that is both eco-friendly and user-friendly, YFORM is definitely worth considering.