Forms

This article describes how to use theThe Forms module allows administrators to create, manage, and deploy custom digital forms for end-users. ThisIts featureprimary allowspurpose administratorsis to seamlessly collect specific information for organizational processes likesuch as applications, appeals, or feedback.  This article is intended for OPS-COM administrators responsible for building and managing digital forms.

Setup &and Configuration

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

Admin Side: Administrators build the forms using the administrative interface.

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

User Side: Users do not configure forms but will interact with and submit the published forms based on the availability schedule defined by the administrator.

Using this Feature

Administrators can use the following instructions to navigate the form builder and manage their existing digital forms.

Creating a New Form

1. GoHover toover User Management, then hover over Forms, and click List Forms.

2. On the Forms List page, clickClick the Add Form button.button on the Forms List page.

3. On the Form Basics tab:

   • Enter a Title and Description for your form.form on the Form Basics tab.

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

   • Set a Show At and Hide At date and time to schedule the form's exact availability.

4. OnNavigate to the Post Form Actions tab:

   tab
   to

   • Configureconfigure what happens after a user submits the form.

     You
   can
   • choose

     Select Mail to specific email to automatically send a notification email to an administrator byupon selectingsubmission.

     Mail
   to
   • specific email, and you can define

     Define the Completion Text message that iswill be displayed to the user.user after they successfully submit the form.

5. OnNavigate to the Questions tab: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 specific options, such as its Label, Help Text, and whether it is Required. For a detailedrequired breakdown of each field type, please refer to the Form Field Types article.field.

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, youAdministrators can perform several actions on existing forms:forms directly from the Forms List page:

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

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

• Copy: Click the Copy: Createsbutton ato create an exact duplicate of the form structure without its previous entries.

• Archive: Click the Archive: Removesbutton to remove the form and all its entries from active view.

• Export: Click the Export: Downloadsbutton to download the form and all its entry data to ana local Excel file.

Understanding Question Options

When editing aan individual question field, the following options are available:available to refine data collection:

• Required: Enable the Required: Makescheckbox to make the question mandatory for the user to answer before submitting.the system accepts the submission.

• Searchable: Enable the Searchable: Allowscheckbox to allow the answers for this field to be searchedqueried directly on the Form Entries page.

• Admin Only: Enable the Admin Only: Hidescheckbox to hide the question from users.end-users entirely. It is only visible to administratorsadministrators when viewing or editing an entry.

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Best Practices &and Considerations

• Avoid editing a live form: Avoid editing a form after it has collected user entries. ChangesMaking changes to the form structure can cause existing entry data to misalign or display incorrectly.

  If
you
• need

  Duplicate to makeupdate changes,safely: use theThe 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 necessary changes to the new version, and then archive the old form once you are ready for users to switch.switch to the updated version.

• WhenEnsure creatingcontinuous your form you are able to set the start and end times that the form will be available to be seen by your users.availability: If you want the form to always be available,available, make sure to set the Show At as the current date and leave the Hide At date asblank. blank.Providing an end date will automatically restrict access once that time passes.