Mokaform workflow
Understand the Mokaform workflow from workspace setup and form building to publishing, submissions, analytics, and integrations.
Mokaform works best when you treat a form as part of a workflow: organize it, build it, publish it, collect submissions, automate the follow-up, then improve it with data.
1. Set up the workspace
Start with the administrative structure.
- Organization: the top-level account for settings, domains, billing, and organization members.
- Workspace: a team or project area where forms are created and managed.
- Folder: a way to group related questionnaires inside a workspace.
- Members: people who can own, edit, or view organization and workspace resources.
Use workspaces for real access boundaries, such as departments, clients, regions, or business units. Use folders for day-to-day organization, such as Hiring, Customer feedback, Events, or Support.
PRO feature
Additional workspaces, folders, and unlimited team members are PRO features. Start in the default workspace, then add more structure when your team or projects need it.
2. Create the questionnaire
Build the form in the editor.
Create a blank form or start from a template.
Add question blocks that match the data you need.
Add layout blocks for headings, paragraphs, images, videos, dividers, and callouts.
Add pages, end screens, or redirects when the form needs structure.
Add logic, variables, and URL parameters when the flow should adapt to each respondent.
The most important design decision is the question type. Structured blocks such as Multiple choice, Dropdown, Rating, Date, Number, and Email are easier to summarize, export, and map into integrations than open text.
3. Configure the questionnaire
Open the form settings before publishing.
| Area | What to check |
|---|---|
| Experience | Navigation, auto jump, progress bar, animation, and one-question-per-page behavior. |
| Language | Built-in labels, validation text, and custom translation overrides. |
| Access | Closed state, scheduled open or close, password, reCAPTCHA, and unique submissions. |
| Branding | Mokaform branding visibility and visual consistency. |
| Preview | Social title, description, site name, icon, thumbnail, and search indexing. |
For public campaigns, test the final form in an incognito window before sending links or printing QR codes.
4. Publish and share
Publishing pushes the latest version live. The Share tab gives you the distribution options.
| Option | Use it for |
|---|---|
| Link | Copy the live form URL for email, chat, social, or ads. |
| Customized link | Choose a verified domain and readable path for the form. |
| QR code | Print or display a scannable link for events and physical locations. |
| Embed in a web page | Add inline forms, popups, popovers, sliders, side tabs, or full-screen embeds. |
| Embed in an email | Put supported questions directly into an email marketing campaign. |
| Download as PDF | Download a blank PDF version of the form. |
| Template | Share a copyable version of the form structure. |
| Preview | Control the social media title, description, icon, and image. |
If a link or QR code has already been distributed, avoid changing the domain or path unless you are ready to update the campaign.
5. Review the summary
The Summary tab helps you understand performance without opening every submission.
- Views: how many times the form was opened.
- Starts: how many respondents began answering.
- Submissions: completed responses.
- Completion rate: the share of starters who submitted.
- Average time: how long completed submissions usually take.
- Question summaries: charts, distributions, averages, NPS score, rankings, matrix results, and heatmap results where supported.
Use the date range controls when comparing a launch period, a campaign, or changes after an edit.
6. Manage submissions
Use the Submissions tab when you need row-level detail.
- Open individual submissions.
- Search, sort, or filter responses.
- Download all responses as CSV or XLSX.
- Download uploaded files from file answers.
- Download an individual submission as PDF.
CSV is best for analysis. XLSX is best when non-technical teammates need to open the export directly in a spreadsheet app. Individual PDFs are best for applications, signed forms, approvals, and records.
7. Connect follow-up actions
Use integrations when a submission should trigger work outside Mokaform.
- Notify your team by email, Slack, or Discord.
- Send confirmation or next-step emails to respondents.
- Sync rows to Google Sheets.
- Create records in Notion or Airtable.
- Create tasks or issues in Linear, Jira, or Asana.
- Send webhook payloads to your own systems.
- Use Zapier or Make for broader app catalogs.
After connecting an action, submit a test response and verify the destination. Recheck mappings after renaming questions, options, destination fields, projects, databases, or channels.
8. Improve the form
Use summary metrics, submissions, and analytics together.
- Low views usually means the distribution channel needs work.
- Low starts can mean the landing context or first screen is weak.
- Low completion rate can mean the form is too long, confusing, or asking for too much.
- High drop-off at one question usually means that question needs clearer wording, fewer required constraints, or a different question type.
- Repeated manual follow-up usually means an integration or notification should be added.