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Forms

This article describes how to use the Forms module to create, manage, and deploy custom forms for users. This feature allows administrators to collect specific information for processes like applications, appeals, or feedback. 

Setup & Configuration

The primary setup step is creating and configuring a new form using the three-tab interface.

This is a refactored module. Existing form data from older versions of the system is not compatible, and old forms will need to be recreated using this tool. To view the different options available for form building, please refer to the Form Field Types article.

Creating a New Form

  1. Go to User Management, then hover over Forms, and click List Forms.

  2. On the Forms List page, click the Add Form button.

  3. On the Form Basics tab:

    • Enter a Title and Description for your form.

    • Enable the Visible checkbox to make it accessible to users.

    • Optionally, set a Show At and Hide At date and time to schedule the form's availability.

  4. On the Post Form Actions tab:

    • Configure what happens after a user submits the form. You can choose to send a notification email to an administrator by selecting Mail to specific email, and you can define the Completion Text message that is displayed to the user.

  5. On the Questions tab:

    • Drag and drop the desired field types from the right-hand panel into the questions area on the left.

    • Click the edit icon on each field to configure its options, such as its Label, Help Text, and whether it is Required. For a detailed breakdown of each field type, please refer to the Form Field Types article.

Using this Feature

Once forms are created, you can manage them and their submissions from the Forms List page.

Managing Forms in the List

From the Forms List page, you can perform several actions on existing forms:

  • Edit Form: Click the pen icon to modify an existing form's settings and questions.

  • View Entries: Click the entries button to view all user submissions for that form. For more details, see the Managing User Form Entries article.

  • Copy: Creates a duplicate of the form structure without its entries.

  • Archive: Removes the form and all its entries from view.

  • Export: Downloads the form and all its entry data to an Excel file.

Understanding Question Options

When editing a question field, the following options are available:

  • Required: Makes the question mandatory for the user to answer before submitting.

  • Searchable: Allows the answers for this field to be searched on the Form Entries page.

  • Admin Only: Hides the question from users. It is only visible to administrators when viewing or editing an entry.

Best Practices & Considerations

  • Avoid editing a form after it has collected user entries. Changes to the form structure can cause existing entry data to display incorrectly. If you need to make changes, use the Copy function to create a new version of the form.
  • The Copy feature is the safest way to update a live form. Create a copy, make your changes to the new version, and then archive the old form once you are ready for users to switch.
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