# Forms Create Discord panels that open a window of questions, and get the answers for the team to approve or refuse. Source: https://fivedash.fivex.gg/docs/en/discord/forms Forms are your city's front desk for requests that need a decision: staff applications, reports, partnerships, event sign-ups. Each form is a pinned panel in a Discord channel with a button; the button opens a window of questions, and each answer reaches a team channel with **Approve** and **Decline** buttons. The member gets the result by DM. This page is for owners and staff who build and review forms in **Discord → Forms**. ## Before you start * The **Discord** module must be in the organization's plan, and the bot must be connected to the Discord server (see [Bot](https://fivedash.fivex.gg/docs/en/discord/bot)). * Forms come with every plan. The number of forms per bot depends on the plan: | Plan | Forms per bot | | ----- | ------------- | | Plus | 3 | | Pro | 10 | | Ultra | 25 | ### Access level per action | Action | Level in the **Forms** area | | --------------------------------------------------------------------- | --------------------------- | | See forms, numbers and answers | **View** | | Approve and refuse answers in the dashboard | **Manage** | | Create, edit, turn on, turn off and delete forms, panels and messages | **Configure** | Levels are given in **Settings → Members** (see [Team and permissions](https://fivedash.fivex.gg/docs/en/dashboard/team-and-permissions)). > On Discord, whoever has one of the **Who decides** roles makes the call. Server administrators and anyone with **Manage Server** always can. ## The Forms page In **Discord → Forms** you see: * **Numbers for every form**: **Answers** (compared with the previous 7 days), **Waiting for the team**, **Approval** (30 days) and **Time to decide** (median of the last 30 days). * **Your forms**: each one with its state (**Live**, **No panel** or **Off**), the **14 days** chart, the last answer, the approval rate and how many answers are waiting. * **Start from a template**: shortcuts to create a ready-made form. ## Create a form ### Open Forms Go to **Discord → Forms** and click **New form** (or **Use template →** on one of the templates). ### Pick the template and the name Pick the **Template** and type the **Name**. Click **Create form**. ### Adjust the questions The form opens on the **Form** tab (the builder). Edit, add or remove fields and click **Save**. ### Pick the channels On the **Settings** tab, pick the **Panel channel** and the **Answers channel**. ### Turn the form on Turn on the **Turn the form on** switch at the top and click **Save**. The **Panel published** notice confirms the channel. > A new form starts off: nothing shows on Discord until you turn it on and save. On and saved, the panel is posted (or updated) by itself. Off and saved, the panel leaves Discord. ### Templates | Template | What it brings | | ----------------------- | ------------------------------------------------------------------------------------------------------------------------ | | **Staff application** | Name and age, why they want to join, play time per day, areas they want to help with and confirming the staff rules. | | **Report** | Who they want to report (server member), what happened (dropdown), the account and evidence (up to 5 files). Red button. | | **Partnership request** | Questions for organizations, creators and stores that want to partner up. Green button. | | **Blank** | One short text field, to start from scratch. | Templates are written in the city's language. ## A form's tabs | Tab | What it has | | ------------ | ------------------------------------------------------------------------------------- | | **Answers** | The form's numbers and the list of answers, with search and filter. Opens by default. | | **Form** | The window builder: title, intro and fields, with the Discord preview. | | **Settings** | Channels, who can answer, review, result, log, messages and embed. | At the top are **Back to forms**, the state (**Live in #channel**, **On, panel not published** or **Off**), **View panel**, the **Turn the form on** switch and **More form options** (with **Delete form**). ## Build the window (Form tab) ### Window | Field | What it does | Limit | | --------- | ------------------------------------------------------------------------------------------------------------ | --------------- | | **Title** | The title of the window that opens on Discord. Required. | 45 characters | | **Intro** | Optional. A notice at the top of the window. Supports **bold** and links. Takes one of the window's 5 items. | 1000 characters | > Discord shows up to 5 items in the window. The intro counts as one. Past that, the builder says **The window is full** and won't save. ### Field types Click **Add field** and pick the type: | Type | What it's for | Limits | | ------------------- | -------------------------------------- | ------------------------------------ | | **Short text** | One line: name, age, ID. | Up to 400 characters (default 200) | | **Long text** | Answers with several lines. | Up to 4000 characters (default 1000) | | **Single choice** | Radio buttons: the person picks one. | 2 to 10 options | | **Multiple choice** | Checkboxes: pick as many as they want. | Up to 10 options | | **Dropdown** | A menu that opens. | Up to 25 options | | **Confirmation** | One checkbox, like “I read the rules”. | — | | **Server member** | Picks someone from Discord. | Up to 10 members | | **Files** | Screenshots, videos or documents. | Up to 10 files | ### Each field's settings Click a field in the list or in the preview to edit it. Use **Move up** / **Move down** to reorder, **Duplicate field** and **Delete field**. | Field | What it does | Applies to | | ----------------------------------------- | ----------------------------------------------------------------------------------------------------------------------------------------------------------------- | ---------------------------------------- | | **Field type** | Changes the type. | All | | **Question** | The text above the field. Required (up to 45 characters). | All | | **Description** | Small text under the question (up to 100). Optional. | All | | **Placeholder** | Shows dimmed inside the field before the person answers (up to 100). | Short text, long text, dropdown, member | | **Required** | Discord won't let them submit without answering. On a **Confirmation**, the person can only submit by checking the box (e.g. accepting the rules). On by default. | All | | **Checkbox text** | What the person confirms by checking it. Default: “Yes, I agree”. | Confirmation | | **Minimum length** / **Maximum length** | The answer's size. | Short text, long text | | **Options** | Each option has a name and **Description (optional)** (up to 100 each). No empty or repeated options. | Single choice, multiple choice, dropdown | | **Minimum choices** / **Maximum choices** | How many options the person picks. | Multiple choice, dropdown | | **Up to how many members** | How many people can be picked. | Server member | | **Up to how many files** | How many files can be sent. | Files | Uploaded files are kept by FiveDash, so the answer card keeps opening after Discord's link expires. Files in a format or size that can't be kept show as **not stored (format or size)**. ## Settings ### Panel | Field | What it does | Default | | ----------------- | ----------------------------------------------------------------------------------------- | ---------------------------------- | | **Name** | How the team sees the form in the panel and in the logs (up to 60). Required. | The name you gave when creating it | | **Panel channel** | The panel stays pinned here, with the button that opens the form. Required to turn it on. | None | ### Who can answer | Field | What it does | Default | | ------------------------ | -------------------------------------------------------------------------------------------- | -------------- | | **Roles** | Only people with one of these roles can open the form. With no roles, any member. | **Any member** | | **One answer at a time** | Someone with an answer waiting for the team can't send another. | On | | **Time between answers** | How long the person waits to answer again: 5 min, 30 min, 1 h, 6 h, 1 day, 3 days or 7 days. | **No wait** | | **Only until approved** | After an approved answer, the person can't answer this form again. | Off | ### Review | Field | What it does | Default | | ----------------------------- | ------------------------------------------------------------------------------------------------------------ | ----------------------- | | **Answers channel** | Each answer arrives here, with the **Approve** and **Decline** buttons. Required to turn it on. | None | | **Who decides** | People with one of these roles approve and refuse on Discord. Administrators and server managers always can. | **Administrators only** | | **Notify roles** | These roles are mentioned on each new answer. | **Nobody** | | **Reason required to refuse** | The team can only refuse by writing why, which goes to the member. | On | ### Result | Field | What it does | Default | | ------------------------- | ------------------------------------------------------------------------------------------------ | ------- | | **Role on approval** | Whoever gets their answer approved gets this role. | None | | **Send the result** | The member gets a private message saying whether they were approved or refused, with the reason. | On | | **Copy to DMs on submit** | Besides the instant confirmation, the person gets a copy in their DMs. | Off | ### Discord log | Field | What it does | Default | | --------------- | --------------------------------------------------------------------------- | -------------- | | **Log channel** | Every new answer, approval and refusal on this form becomes a message here. | **Panel only** | Every answer and decision also stays in the **Answers** tab, with each one's timeline. ## Customize messages and embed On the **Settings** tab, the customize card has **Messages** (panel, button, confirmation and result) and **Embed** (colors, server, thumbnail and footer). ### Messages | Tab | Field | What it does | Default (English city) | | ------------- | ---------------------------------- | --------------------------------------------------------------------------------------------------------------------------------- | --------------------------------------- | | **Panel** | **Title** | The panel's title (up to 256). | Form | | **Panel** | **Text** | The panel's text (up to 2000). | Click the button below to answer… | | **Panel** | **Button** | The button that opens the form (up to 80), with **Button emoji** and **Button color** (**Blue**, **Gray**, **Green** or **Red**). | Answer, **Blue** | | **Panel** | **Image** | Optional. Wide (2:1), at the end of the panel. | None | | **On submit** | **Right after submitting** | Only the person who answered sees it. With **Copy to DMs on submit** on, it also goes in the DM (up to 1500). | We got your answer, `{membro}`! … | | **Approved** | **DM when the answer is approved** | `{motivo}` is the message the team wrote when approving (up to 1500). With an optional image (2:1). | Answer approved… | | **Refused** | **DM when the answer is refused** | `{motivo}` is the reason the team wrote when refusing (up to 1500). With an optional image (2:1). | Answer declined… **Reason:** `{motivo}` | Images are PNG, JPG, WebP or GIF up to 1 MB. A city set to Portuguese starts with the Portuguese texts. ### Variables The variable names stay in Portuguese: | Variable | Becomes | | -------------- | --------------------------------- | | `{membro}` | Mentions who answered | | `{nome}` | The name of who answered | | `{servidor}` | The Discord server's name | | `{formulario}` | The form's name | | `{numero}` | The answer's number (#0012) | | `{motivo}` | What the team wrote when deciding | | `{equipe}` | Who decided | ### Embed | Field | What it does | Default | | --------------------------------- | ----------------------------------------------------------------- | --------------- | | **Color** (**Panel and new** tab) | The panel, the answer while it waits and the submit confirmation. | Bot color | | **Color** (**Approved** tab) | The approved answer in the team's channel, the DM and the log. | Green (#57F287) | | **Color** (**Refused** tab) | The refused answer in the team's channel, the DM and the log. | Red (#ED4245) | | **Server on top** | The server's name and icon above the panel and the DMs. | On | | **Panel thumbnail** | Optional. Square, in the panel's corner. | None | | **Panel footer** | Optional (up to 200). | Empty | ## How it works on Discord 1. The member clicks the panel's button. The bot checks whether they can answer (role, waiting answer, wait time, already approved). If not, they get a notice only they can see. 2. The window opens with the fields. On submit, they see the **Right after submitting** message. 3. The answer reaches the **Answers channel** as a card, with **Approve** and **Decline**, mentioning the **Notify roles**. 4. Whoever decides clicks a button. A window opens with **Message to the member** (optional, when approving) or **Reason for declining** (required if **Reason required to refuse** is on). 5. The card updates with the decision, the **Role on approval** is given, the member gets the DM (with **Send the result** on) and the log is posted. Each answer is decided only once. If two people click, the second one sees who already decided. ## Review answers in the dashboard ### Open the answers In **Discord → Forms**, click the form. The **Answers** tab opens by default. ### Find the answer Filter by **Waiting**, **Approved** or **Refused**, or use **Search by member, number, ID or any answer**. Click the answer. ### Decide Click **Approve** or **Refuse**. Write the **Message to the member (optional)** or the **Reason for refusing** and confirm with **Approve answer** or **Refuse answer**. The card on Discord is updated and the member gets the result in DMs. The answer's sheet shows the answers, the **Decision** and the **Timeline** (sent, reached the team, approved or refused, result in DMs). Use **Copy member ID** and **View in Discord** to jump to the card. > **Delete form** removes the panel from Discord and deletes every answer, along with the files. To just stop receiving answers, turn the form off instead of deleting it. ## FAQ **A member clicks the button and gets “This form is closed right now”.** The form is off. Turn on **Turn the form on** and save. **I see “The panel wasn't posted: the bot can't see or write in the channel”.** Give the bot's role permission to see the channel and send messages in it, then save again. **I can't create more forms.** You reached your plan's limit (3 on Plus, 10 on Pro, 25 on Ultra). Delete a form you don't use or change plans. **Can I decide on Discord and in the dashboard?** Yes. Both update the same answer; whoever decides first wins. ## Next steps [Tickets](https://fivedash.fivex.gg/docs/en/discord/tickets)Private support with the team, with a form per category. [Whitelist](https://fivedash.fivex.gg/docs/en/discord/whitelist)Questions, interviews and getting into the city. [Creators](https://fivedash.fivex.gg/docs/en/discord/creators)Content creator applications and levels. [Team and permissions](https://fivedash.fivex.gg/docs/en/dashboard/team-and-permissions)Give staff the right level in Forms.