Start with what happens next
Choose who reviews the submission and what record it should produce. In Forms, link a template and check the field mapping if you want submitted answers to create a private draft.
Keep only the fields you need
Review the paper version with the person who uses the answers. Remove duplicate questions and explain any field that is easy to misunderstand.
- Use labels people recognize: “Start date” rather than “Commencement details”.
- Ask for an email address when you need to contact the person.
- Explain why you need sensitive information before collecting it.
Test the form and the resulting draft
Fill in the form on a phone with sample details. Inspect the stored answers, mapped fields and document preview. A generated draft is still a draft: check it before requesting approval or signing.
Give the new process an owner
Choose who checks responses and handles questions. Keep the link easy to find and stop handing out the old printed form once the new process is ready.
Keep the response and follow-up together
Review submissions in Forms and follow the resulting document in Documents. When it is a person’s turn to review or sign, their Inbox shows the action. Invite colleagues for workspace access; form respondents do not need an account.