Creating Forms

Notion forms turn scattered requests—like RSVPs, bug reports, or creative intake—into structured data that can be acted on without leaving the Notion workspace. Forms can be created either from scratch or directly from an existing database view, and once responses start coming in, they automatically populate the database as new rows. That combination—data capture plus immediate downstream organization—makes it easier to gather information, take action, and keep work moving in one place.

Forms can be built in two main ways. A new form can be created by starting a new page and selecting the form option, which opens a form builder ready for customization. Alternatively, a form can be generated from an existing database view by clicking the plus sign next to the database views and choosing “form” from the dropdown. That route offers a choice between creating a form from scratch or creating one using existing properties. When existing properties are used, database column titles automatically convert into form questions, eliminating the need to manually type every question. Additional questions can be added later as needs evolve.

In the example workflow, an intake form is created for a “creative project requests” database using existing properties. The form starts with a clear title and description—such as “intake form creative project requests”—and can include a note for the team to clarify the form’s purpose. Because the form is based on pre-selected properties, questions appear automatically; the user can then tidy them up and adjust each question’s format. Each question can be customized via a three-dot menu, where different question types are available, including text, multiple choice, date and time, person, files, and media.

The example demonstrates two key customizations: a multiple-choice question configured to limit users to a single selection (maximum selection set to one), and a file upload question for “attach mockups,” set to the “files and media” type so users can submit images or other assets. To improve data quality, all questions can be marked as required, and the form can be checked to ensure each question links to the correct database property. Notably, if “sync with property name” is enabled, changing a question title also updates the linked column name; turning off sync allows separate naming.

Sharing the form is handled through the form builder’s share controls. The form can be shared internally with workspace members, published via a public link, or closed. It can also accept anonymous responses by enabling the anonymous responses option. Once submissions arrive, responses appear as rows in the database, and additional views—like charts—can be added to visualize trends such as which creative services are most requested and how responses are distributed.

Finally, Notion forms can trigger automations to act on submissions quickly. Using an automation workflow (via the lightning bolt icon), a trigger can be set based on a property such as “social media” under the type of request, and an action can send an email to a specific person—like notifying Emma, the social media manager. Advanced formulas can personalize the email subject and body, such as including the requester’s name. The result is a streamlined loop: collect structured inputs, review them in database views, and automatically notify the right people to respond.