Skip to main content

Labforms: How to Create and Use Labforms

S
Written by Satya Singh

Overview

Labforms make it easy to collect sample information and create new Labsheet entries without requiring users to manually enter data into a Labsheet.

For internal Scispot users, Labforms provide a faster, more streamlined way to add new entries. Instead of navigating to the Labsheet and filling out rows directly, team members can submit information through a simple form, making repetitive data entry quicker and more consistent.

For external collaborators who do not have access to the Scispot platform, Labforms provide a secure way to submit sample information without needing a Scispot account. Simply share the form with partners, clients, or other contributors, and their submissions are automatically added as new entries in the connected Labsheet.

Whether you're simplifying internal workflows or collecting data from external contributors, Labforms provide a structured and efficient way to populate Labsheets while ensuring data is captured in a consistent format.

Pre-requisites for creating a Labform

Before creating a Labform, make sure the following requirements are met:

  1. Labforms must be enabled for your workspace
    Labforms is currently available on a request basis. To learn more or enable this feature, email [email protected].

  2. The Labsheet schema must be locked
    Before creating a Labform, ensure that the schema of the target Labsheet is locked. This is required to keep the form aligned with the Labsheet structure.

    For more information, refer Schema Locking in Labsheets
    ​

Steps to Create a Labform

  1. Open the Labsheet where you want external users to submit samples.

  2. Click Settings in the top right corner.

  3. Select Share as a Form.

  4. Ensure the Labsheet schema is locked.

  5. Click Create a New Form.

  6. The user can choose to create an internal labform for internal users or external labform for external users.

  7. Fill in the form details.

  8. Select the Labsheet columns you want to show in the form.

  9. Mark any required fields as mandatory.

  10. In Advanced Settings, choose whether to allow bulk updates through the form.

  11. Click Preview to review the form.

  12. Click 'Save & Publish' to create the form.

How to Share the internal Forms

  1. Once the internal form is published, click on 'Share'

  2. The link for the form will be generated and available to share, but only users who have permission to this labform will be able to access the labform even with the link

  3. Below the link, the user can add Teams or specific users to the labform permissions. Each team and user will be listed, and can also be searched via the search bar.

  4. Add the users/teams as needed, and Click on 'Save & Done'.

2026-08-06 15-40-31.mkv [video-to-gif output image]

How to Share the external Forms

  1. Once the external form is published, click on 'Share'

  2. The link for the form is generated and available to share.

  3. Fill in the details for access control.

  4. Click on 'Save & Done'.

How External Users Can Submit Samples One at a Time

  1. Open the form using the shared link.

  2. Log in with their whitelisted email address.

  3. To submit one sample at a time, click Single Entry.

  4. Fill out the form with the required sample details.

  5. Submit the form.

How External Users Can Submit Samples in Bulk

  1. Open the form using the shared link.

  2. Log in using a whitelisted email address.

  3. To submit multiple samples at once, click Bulk Entry.

  4. Fill out the form with the required sample details.

  5. Submit the form.

Expected Outcome

  1. The submitted samples will be added as new entries in the connected Labsheet.

  2. To verify this, go to Labsheets and open the relevant Labsheet. You will see the new entries added there.

Why This Helps

  1. Labforms makes it easier to collect sample information from laboratory scientists inside or outside your workspace without giving them direct access to the labsheets.

  2. It creates a more controlled and structured way to receive submissions, while still keeping everything connected to your Labsheet.

Conclusion

  1. Labforms provides a simple way to bring external sample submission into a structured Labsheet workflow.

  2. By allowing external users to submit data through a shared form, teams can collect information more efficiently without needing to provide direct platform access. This makes the intake process easier for both internal teams and external collaborators.

  3. Features like field selection, mandatory fields, bulk update settings, and controlled access through whitelisting make the process more flexible while still keeping it organized.

Did this answer your question?