Introducing Notion Forms: a better way to gather info for your team

Notion Forms are finally here! This new feature is one of the most anticipated updates from Notion, and for good reason. It’s now super easy to collect information from inside and outside your Notion workspace, making teamwork and collaboration much smoother.

At Optemization, we’ve been experimenting with Forms for the past two months, and we’re excited to show you how it can make a big difference in your workflow.

But first, let’s walk through how to create forms and share some additional tips that you might find useful.

How to Create a Form in Notion

Forms in Notion are connected to a database, which means everything you collect is automatically organized — no extra effort is required. Here’s how you can create your first form:

New Page Button

Click the “New Page” button on the sidebar and select “Form.” This will let you build your form from scratch.

/form Command

Simply type “/form” to add a form directly to your Notion page. This is perfect for embedding forms directly into ongoing projects.

New Database View

If you’re working with an existing database, click “+ New View” and select “Form.” This will instantly link the form to your current data structure, making it easy to collect new inputs.

When creating from an existing database, you have the option to start with some suggested questions that Notion generates based on the properties in your database, or you can start from scratch.

Permissions and Access Control

Forms are powerful, but keeping your data safe is essential. Only users with full access to a database can create or modify forms and adjust their permissions.

When setting up a form, you can choose who gets to submit responses:

• Anyone in your workspace with the link: Any workspace member with the form link can fill it out. External folks can’t access it, though.

• Anyone on the web with the link: Want to collect input from the public? Share your form link, and anyone can submit a response.

• No Access: Use this if you want to block access entirely — nobody will be able to view or submit the form.

To adjust the permissions, simply head over to the share form button on your right side and click on Who can fill out.

You also have the option to automatically track who submits the form if they’re a workspace member. Notion does this through the “Created by” property or the option for the form’s responses to stay anonymous.

Now, people with access to the database have different editing and viewing options depending on their level of access.

Customization to Match Your Style

Notion Forms are available to everyone, and there’s no cap on the number of forms or responses. But if you’re on a paid plan, you get a few extra customization options:

• Change the submit button — both the text and the color.

• Customize the confirmation page that users see after they submit.

• Remove Notion’s branding for a more professional, polished look when sharing publicly.

File Uploads: What’s Supported?

Sometimes, you’ll need to collect files through a form, and Notion Forms has you covered. Here’s what’s acceptable:

File types allowed

• Images: .jpg, .jpeg, .png, .gif

• Documents: .pdf, .doc, .docx, .xls, .xlsx, .ppt, .pptx, .txt

• Plain text files: .txt

• Videos: .mp4, .mov, .avi, .wmv, .mkv

• Audio: .mp3, .wav, .aac, .flac, .ogg, .m4a

File types NOT allowed

• Executables: .exe, .bat, .cmd, .com, .sh, .msi

• Scripts: .js, .vbs, .ps1, .py, .rb, .php, .html

• Archives: .zip, .rar, .7z, .tar, .gz

• System files: .dll, .sys, .drv, .ini, .inf

• Others: .jar (Java), .apk (Android)

Why Notion Forms Matter for Your Team's Workflows

Notion Forms bring a much-needed solution for gathering information efficiently, whether internal feedback, customer surveys, or project data. With built-in organization via Notion databases, streamlined access controls, and the ability to customize forms for your specific needs, Forms are a game-changer for improving how teams collaborate.

Here are some ways different teams can leverage Notion Forms:

• Marketing

  • Collect feedback from campaigns

  • Track event registrations

  • Gather insights from customer surveys

  • Post-event surveys

    Automatically store and analyze the data within your existing marketing databases.

  
  

• HR and People Operations

  • Job applications

  • Employee feedback surveys

  • Performance reviews

  • Onboarding questionnaires

    Easy to collect and manage sensitive data securely in one place.

  
  

• Engineering

  • Bug reports

  • Feature requests from internal teams or beta users

  • Technical debt tracking forms

  • Security vulnerability report forms

    With database linking, you can seamlessly track issues and development priorities in your Notion workspace.

    
    

• Sales:

  • Capture leads

  • Customer feedback

  • Sales performance data

  • Post-sale feedback

    Keep all your sales insights organized and link them to your CRM in Notion to streamline your sales pipeline.

    
    

• Customer Success

  • Gather customer feedback

  • Support tickets

  • Customer health checks

  • Training needs assessment forms

  Collect data to better understand and meet your customers' evolving needs.

  
  

• Product Management

  • Collect feature requests

  • User feedback

  • Usability studies

• The data can be connected directly to your product roadmap, making prioritizing development based on customer input easier.

Ready to Dive In?

Notion Forms have the potential to simplify how you gather information, streamline workflows, and keep everyone on the same page. Whether collecting feedback from your team or taking input from customers, Notion Forms are here to make it easier.

Book a call with one of our ops experts, and we'll help you get set up in no time. Let's chat about how we can make Notion Forms work for you!