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Form Builder

Form Builder Tutorial Updated

For Web Development Site

 

(http://www.miami.edu/login

 

(last updated 05/15/2006) 

 

Note: Please e-mail Webmaster@miami.edu with any corrections, suggested edits, or questions. 

 


Table of Contents for Form Builder Tutorial 

 


Getting to know your Form List page

When you first access the Form Builder section from Tools on your Options page of the Web Development Site, you will be taken to a page that will list all of your forms.  This list shows the Form Name and gives you several options.  Forms are bold if they are currently live.  Forms are in italics if they are In Development.  Forms are plain text if they are expired. Forms are listed by status and appear in the following order: Live, In Development, Expired, and in alphabetical order within each status.

 

The options that are available upon login are as follows:

  • From this page, you are given the following options for “Live” forms.  You can "get information" about your form.  See the instructions for “Getting information about my form” for more information.  You can “View” the form.  See the instructions for “Viewing a form” in this tutorial for more information.  You can “Expire” the form.  See the instructions for “Expiring a form” in this tutorial for more information.  You can “Edit” the form.  See the instructions for “Editing a form” in this tutorial for more information.  You can “Delete” the form.  See the instructions for “Deleting a form” in this tutorial for more information.  If you have chosen to store the data, you can “Access Data” for the form.  See the instructions for “Accessing Data” in this tutorial for more information.

 

  • From this page, you are given the following options for forms “In Development”.  You can "get information" about your form.  See the instructions for “Getting information about my form” for more information.  You can “View” the form.  See the instructions for “Viewing a form” in this tutorial for more information.  You can “Launch” the form.  See the instructions for “Launching a form” in this tutorial for more information.  You can “Edit” the form.  See the instructions for “Editing a form” in this tutorial for more information.  You can “Delete” the form.  See the instructions for “Deleting a form” in this tutorial for more information.  If you have chosen to store the data, you can “Access Data” for the form.  See the instructions for “Accessing Data” in this tutorial for more information.

 

  • From this page, you are given the following options for “Expired” forms.  You can "get information" about your form.  See the instructions for “Getting information about my form” for more information.  You can “View” the form.  See the instructions for “Viewing a form” in this tutorial for more information.  You can “Re-Launch” the form.  See the instructions for “Re-Launching a form” in this tutorial for more information.  You can “Edit” the form.  See the instructions for “Editing a form” in this tutorial for more information.  You can “Delete” the form.  See the instructions for “Deleting a form” in this tutorial for more information.  If you have chosen to store the data, you can “Access Data” for the form.  See the instructions for “Accessing Data” in this tutorial for more information.

 

  • From this page you can also add a new form.  See the instructions for “Creating a form” for more information.

 

  • You can also copy a form.  Because you can not add questions or delete questions from a live form, you will need to copy a form in order to make changes to it.  See the instructions for “Copying a form” for more information.

 

Creating a form

 

Steps

  1. If you would like to create a new form, click on “Add Form” from the Actions menu on the left-hand side of the page. 
  2. You will then be asked to read a disclaimer that states that you will not use these forms to collect credit card numbers or social security numbers and that you will abide by the information stated in the Privacy Statement.  If you do not agree, click “Cancel” and you will be returned to the previous page.  If you do agree, click “Agree.”  You must agree in order to continue.
  3. Next you will need to provide general information about your form:
    1. Form ID is an ID assigned to your form.  It is assigned upon save, and you are not able to change this ID.
    2. Status is what state your form is in.  It can be either “Live,” “In Development,” or “Expired.”  A newly created form is considered “In Development.”  You must use the options available on the Form Listing page to change the state of a form.
    3. Form Name is the name you would like to use to identify your form.  It will be displayed on your Form List page.  You can also choose to display it on the top of the form as a headline for the form.
    4. Display Name allows you to choose whether you want the Form Name, as typed above, to be displayed as a headline seen by people publicly accessing the form.  Click the radio button before “Yes” if you would like it to display, or click the radio button before “No” if you do not want it to display.
    5. Secure allows you to specify whether you want to require encryption of data when a form is submitted.  If this option is selected, data will be transmitted via a secure channel.  Data will not be stored encrypted.  An image will be added to the upper right-hand corner of your form that says “Secure” if you choose Secure. Click the radio button before “Yes” if you would like to require the form to be submitted securely, or click the radio button before “No” if it is not necessary to protect the data being collected.
    6. Top Message is text that is displayed before the form.  This is usually a message that describes the purpose of your form and why the user should take the time to fill it out.  This field can also be used to provide a department or application specific Privacy Statement to people submitting the form. Styling and formatting of the Top Message requires HTML.  You can leave this blank if you do not want a top message.
    7. Bottom Message is text that displays at the bottom of the form just before the submit button.  This is usually a message that describes how to submit the form or gives a disclaimer note that tells users what will happen if they submit the form.  Styling and formatting of the Bottom Message requires HTML.  You can leave this blank if you do not want a bottom message.
    8. Data Storage tells the system if you would like to have the form submissions saved to the database or not.  Click the radio button before “Yes” if you would like to have the data stored in the database.  This will allow you to view the form submissions in your browser (HTML) or download an Excel, CSV, or XML file.  Click the radio button before “No” if you do not want the data stored in the database.
    9. Email Address is the e-mail address where you would like to have to have email message alerts of form submissions sent.  If you selected “Yes” for the Email Data field, you will need to supply an email address in this field.  If you do not want email sent alerting you that the form has been filled out, leave this blank.  You may enter several email addresses by separating them with commas.
    10. Email Subject is the subject for the email that will be sent alerting you of form submissions.  If you do not want emails alerting you that the form has been filled out or want to use the default subject, leave this blank.
    11. Email Message is the message you would like the email to say alerting you of form submissions.  If you do not want email sent alerting you that the form has been filled out, leave Email Address blank.  If you want to use the default message, leave this blank. The email message can be formatted with HTML. You can have the data submitted to the form included in this email by placing a '^' on either side of the Field Name you would like displayed in the message. For example, '^test^' would display the value submitted to a question with Field Name 'test'.
    12. Email Data allows you to have the form submission data emailed to the recipient(s) listed in Email Address above.  If you would like to have the data emailed with the notification, click the radio button before “Yes.” You cannot modify the formatting of the data sent in this message. If you do not want the data emailed to the address specified, click the radio button before “No.”  You should select “Yes” for either Email Data or Data Storage, or you will have no way of receiving submitted form data. See Email Message instructions if additional formatting is required.
    13. Confirmation Email allows you to have a confirmation email message sent to the address entered in Email Address text box when a form is submitted.  This option can not be changed on a “Live” or “Expired” form.  By clicking the radio button before “Yes,” a question with the text “Email Address” will automatically be added to your question list for this form.  The question cannot be deleted from a “Live” or “Expired” form and the Field Name cannot be changed on a form of any status.  If the question is deleted from the Question List of a form that is “In Development,” this option will be automatically set to “No.”  When “Yes” is selected, it will be added as the first question for that form and can be manually reordered if necessary. By default, the question is marked as a required field. By clicking the radio button before “No,” you are choosing to not send the person completing the form a confirmation email that they have successfully submitted the form.
    14. Confirmation Email HTML allows you to specify whether you would like the confirmation email to be styled and/or formatted with HTML.  If you would like the email to be in HTML format, click the radio button before “Yes.”  If you would like the email to be in plain text or you have specified “No” above to not send a confirmation e-mail, click the radio button before “No.”
    15. Confirmation Email Subject is the subject for the confirmation email that will be sent to every person who fills out the form.  Type the subject you would like to have for the email.  If you have selected to not send a confirmation email or want to use the default subject, leave this blank.
    16. Confirmation Email Message is the confirmation message that will be sent to every person who fills out the form if you have specified to have a confirmation email.  If you have specified you would like the email to be in HTML format, you will need to type or paste the HTML into this box.  If you selected to not have the message in HTML format, just type the message as you would like it to appear. 
    17. Web Address or Message on Successful Completion allows you to choose whether you would like to specify a web address to redirect the users to once they have submitted your form, or if you would like to type in a message to be displayed.  If you click the radio button before “Web Address,” you will need to provide the web address below.  If you click the radio button before “Message,” you will need to type a message to provide to the users.
    18. Message on Success Completion / Web Address allows you to specify what you would like people to see once they have submitted the form.  If you selected “Web Address” above, type in the web address.  If you are providing a web address, please remember to create your Information page or submit your file before creating the form.  An error will occur if you redirect to a page that does not exist.  If you selected “Message” above, type in the message you would like to appear on the page after the user submits the form.  The message entered can be styled and formatted with HTML. If this field has been left blank, a default message will be displayed on successful completion.
    19. Click “Save.”  The URL to be used as a link to your form for public access is displayed as a link below the headline on the top left corner of the Question List and Form List pages. The URL and other details can be found in the Information popup. Please see section “Getting information about my Form” of this tutorial for more information.
  4. At this point, you will see a page that will allow you to add new questions.  For instructions on adding new questions, see the “Add Questions” section of the tutorial.  If you specified to have a confirmation email, your form will already contain a question that is named “Email Address.”  You will be able to edit that question.  For instructions on editing questions, see the “Edit Questions” section of the tutorial.  You will also be able to delete that question.  If you do, the Confirmation Email field in the Edit Form page will be set to “No” and confirmation emails will not be sent.  For instructions on deleting questions, see the “Delete Questions” section of this tutorial.

 

Adding Questions

Form Builder allows you to add the following question types to your form;

            Text – a single line open-ended response

            Long Text – a multiple line open-ended response

            Radio Button Group – a single response multiple choice question

            Check Box Group – a multiple response multiple choice question

            Pull Down – a single response multiple choice question

 

Steps

  1. Click on the appropriate question type from the list in the Actions menu.
  2. All questions have the following options:
    1. Question is the text for the question.  This is what will print before the area for response.  If you would like it to have a question mark, you will need to include it in the question text.
    2. Field Name is the text that will be used to identify fields within Form Builder.  The Field Name should represent the nature of the question because this text will be used as a column label when accessing data.  This value can begin with an underscore, “_”, an uppercase letter, or a lowercase letter. This value cannot end with an underscore or begin with a number. Underscores, uppercase letters, lowercase letters, and numbers are allowed in any other position.
    3. Required allows you to specify whether the user needs to answer this question or if it can be left blank.  If the question is required, the user will not be able to submit the form without answering the question.
    4. Description Text is text that will display indented and italicized just below the question.  This is usually text that helps to describe the question in a little more detail or offer an example response.  If you do not want description text, you can leave it blank.
    5. Help Text is text that will provide a little extra assistance to the person filling out your form for this question.  If you enter help text, a small question mark will appear to the right of the question.  A popup window containing the help text will be displayed if the person completing the form clicks on the question mark.  If you do not want to offer help text, you can leave it blank and the question mark will not appear next to the question.
  3. Text question allow you to specify the following:
    1. Maximum Size is the maximum number of characters for the open-ended response.  Enter the number here if the response should not be longer than the specified length.  If this is left blank, there is no maximum.
  4. Long Text questions do not have any special options.
  5. Radio Button Groups, Check Box Groups, and Pull Downs are unique in that they have options.  Options are the available choices for the question.

 

Adding Options

Clicking on “Add Option” link on the bottom left of the page will pop up a new window allowing you to specify the following:

 

Steps                  

                           i.            Response is the text that will display to the right of a radio button, to the right of a checkbox, or in a Pull Down.

 

                         ii.            Value is the value that is attached to the response.  This value will be displayed when accessing data. If multiple options of a check box group have been selected, the values will appear separated by commas. The value cannot contain a single or double quotation mark

 

                        iii.            Default Selection allows you to specify an option that is already selected for the person filling outthe form.  If you select the radio button before “Yes,” this option will be selected when the person loads the form.  If you select the radio button before “No, this option will not be selected.  You do not have to select a default selection. Only check box groups may contain more than one default selection.

 

                       iv.            Click "Add".

 

                         v.            The window will close and take you back to the Update Question page.

 

Editing Options

Clicking on “Edit” in the row of the option you would like to edit will pop up a new window allowing you to edit the option.

 

Steps

 

                           i.            Update the response, value, and/or default selection fields.

 

                         ii.            Click “Update” to save your changes and return to the Update Question page or “Cancel” to return to the Update Question page without saving.

 

Deleting Options

Clicking “Delete” in the row or the option you would like to delete will pop up a new window asking you if you are sure you want to delete this option.

 

Steps

 

                           i.            Click “Delete” to remove the option.  Click “Cancel” to keep the option.  The window will close and return you to the Update Question page.

 

Reordering Options

If more than one option has been added to the question, they can be reordered.  You can move an option up in the list by clicking on the up arrow.  You can move an option down in the list by clicking on the down arrow.  Click “Update” to save your changes. If you have not added any options, but would like to save the question and add options later, click “Add”.

 

Editing a form

 

Steps

  1. From your form list, click the “Edit” option in the row of the form you would like to edit.
  2. Here you will see a list of all of the questions in the selected form.  For instructions on editing questions, see the “Edit Questions” section of the tutorial.
  3. You can edit the form options by clicking on “Edit Form Options” in the Actions menu.
  4. Next you will need to edit the options as needed:
    1. Form ID is an ID assigned to your form.  It is assigned upon adding a form, and you are not able to change this ID.
    2. Status is what state your form is in.  It can be either “Live,” “In Development,” or “Expired.”  A newly created form is considered “In Development.”  You must use the options available on the Form Listing page to change the state of a form.
    3. Form Name is the name you would like to use to identify your form.  It will be displayed on your Form List page.  You can also choose to display it on the top of the form as a headline for the form below.
    4. Display Name allows you to choose whether you want the Form Name, as typed above, to be displayed as a headline seen by people publicly accessing the form.  Click the radio button before “Yes” if you would like it to display, or click the radio button before “No” if you if you do not want it to display.
    5. Secure allows you to specify whether you want to require encryption of data when a form is submitted.  If this option is selected, data will be transmitted via a secure channel, but data will not be stored encrypted.  An image will be added to the upper right-hand corner of your form that says “Secure” if you choose Secure. Click the radio button before “Yes” if you would like to require the form to be submitted securely, or click the radio button before “No” if it is not necessary to protect the data being collected.
    6. Top Message is text that is displayed before the form.  This is usually a message that describes the purpose of your form and why the user should take the time to fill it out.  This field can also be used to provide a department or application specific Privacy Statement to people submitting the form. Styling and formatting of the Top Message requires HTML.  You can leave this blank if you do not want a top message.
    7. Bottom Message is text that displays at the bottom of the form just before the submit button.  This is usually a message that describes how to submit the form or gives a disclaimer note that tells users what will happen if they submit the form.  Styling and formatting of the Bottom Message requires HTML.  You can leave this blank if you do not want a bottom message.
    8. Data Storage tells the system if you would like to have the form submissions saved to the database or not.  Click the radio button before “Yes” if you would like to have the data stored in the database.  This will allow you to view the form submissions in your browser (HTML) or download an Excel, CSV, or XML file.  Click the radio button before “No” if you do not want the data stored in the database.
    9. Email Address is the e-mail address where you would like to have to have email message alerts of form submissions sent.  If you selected “Yes” for the Email Data field, you will need to supply an email address in this field.  If you do not want email sent alerting you that the form has been filled out, leave this blank.   You may enter several email addresses by separating them with commas.
    10. Email Subject is the subject for the email that will be sent alerting you of form submissions.  If you do not want emails alerting you that the form has been filled out or want to use the default subject, leave this blank.
    11. Email Message is the message you would like the email to say alerting you of form submissions.  If you do not want email sent alerting you that the form has been filled out, leave Email Address blank.  If you want to use the default message, leave this blank. The email message can be formatted with HTML. You can have the data submitted to the form included in this email by placing a '^' on either side of the Field Name you would like displayed in the message. For example, '^test^' would display the value submitted to a question with Field Name 'test'.
    12. Email Data allows you to have the form submission data emailed to the address specified above.  If you would like to have the data emailed to the address specified, click the radio button before “Yes.”  If you do not want the data emailed to the address specified, click the radio button before “No.”  You should select “Yes” for either Email Data or Data Storage, or you will have no way of receiving submitted form data.
    13. Confirmation Email allows you to have a confirmation email message sent to the user when a form is submitted.  This option can not be changed on a “Live” or “Expired” form.  By clicking the radio button before “Yes,” a question with the text “Email Address” will automatically be added to your question list for this form.  The question cannot be deleted from a “Live” or “Expired” form and the Field Name cannot be changed on a form of any status.  If the question is deleted from the Question List of a form that is “In Development,” this option will be automatically set to “No.”  When “Yes” is selected, it will be added as the first question for that form and can be manually reordered if necessary. By default, the question is marked as a required field. By clicking the radio button before “No,” you are choosing to not send the person completing the form a confirmation email that they have successfully submitted the form.
    14. Confirmation Email HTML allows you to specify whether you would like the confirmation email to be styled and/or formatted with HTML.  If you would like the email to be in HTML format, click the radio button before “Yes.”  If you would like the email to be in plain text or you have selected to not send a confirmation email, click the radio button before “No.”
    15. Confirmation Email Subject is the subject for the confirmation email that will be sent to every person who fills out the form if you have selected to send a confirmation email.  Type the subject you would like to have for the email.  If you have selected to not send a confirmation email or want to use the default subject, leave this blank.
    16. Confirmation Email Message is the confirmation message that will be sent to every person who fills out the form if you have specified to send a confirmation email.  If you have specified you would like the email to be in HTML format, you will need to type or paste the HTML into this box.  If you selected to not have the message in HTML format, just type the message as you would like it to appear. 
    17. Web Address or Message on Successful Completion allows you to choose whether you would like to specify a web address to redirect the users to once they have submitted your form, or if you would like to type in a message to be displayed.  If you click the radio button before “Web Address,” you will need to provide the web address below.  If you click the radio button before “Message,” you will need to type a message to provide the users below.
    18. Message on Success Completion / Web Address allows you to specify what you would like people to see once they have submitted the form.  If you selected “Web Address” above, type in the web address.  If you are providing a web address, please remember to create your Information page or submit your file before creating the form.  An error will occur if you redirect to a page that does not exist.  If you selected “Message” above, type in the message you would like to appear on the page after the user submits the form.  The message entered can be styled and formatted with HTML. If this field has been left blank, a default message will be displayed on successful completion.
    19. Click “Save”.  The URL to be used as a link to your form for public access is displayed as a link below the headline on the top left corner of the Question List and Form List pages. The URL and other details can be found in the Information popup. Please see section “Getting information about my Form” of this tutorial for more information.

 

  1. At this point, you will be directed to your question list. If the form is “In Development”, questions can be added, edited, deleted, and reordered.  If the form is “Live or “Expired”, questions can be edited and reordered, but the Field Name of a question cannot be changed and the value of an option cannot be changed (Radio Button Group, Check Box Group, and Pull Down). For instructions on adding new questions, see the “Adding Questions” section of the tutorial.  For instructions on editing questions, see the “Editing Questions” section of the tutorial. For instructions on deleting questions, see the “Delete Questions” section of this tutorial.  For instructions on reordering questions, see the “Reordering Questions” section of this tutorial.

 

Editing Questions

 

Steps

  1. Choose a form with questions you would like to edit and click “Edit” in its row on the Form List page.
  2. Choose the question you would like to edit and click “Edit” in the line of the question you would like to edit.
  3. All questions have the following options:
  1. Question is the text for the question.  This is what will print before the area for response.  If you would like it to have a question mark, you will need to include it in the question text.
  2. Field Name is the text that will be used to identify fields within Form Builder.  The Field Name should represent the nature of the question because this text will be used as a column label when accessing data.  This value can begin with an underscore, “_”, an uppercase letter, or a lowercase letter. This value cannot end with an underscore or begin with a number. Underscores, uppercase letters, lowercase letters, and numbers are allowed in any other position. The Field Name cannot be changed if the form is “Live” or “Expired”.
  3. Required allows you to specify whether the user needs to answer this question or if it can be left blank.  If the question is required, the user will not be able to submit the form without answering the question.
  4. Description Text is text that will display indented and italicized just below the question.  This is usually text that helps to describe the question in a little more detail or offer an example response.  If you do not want description text, you can leave it blank.
  5. Help Text is text that will provide a little extra assistance to the person filling out your form for this question.  If you enter help text, a small question mark will appear to the right of the question.  A popup window containing the help text will be displayed if the person completing the form clicks on the question mark.  If you do not want to offer help text, you can leave it blank and the question mark will not appear next to the question.
  1. Text question allow you to specify the following:
    • Maximum Size is the maximum number of characters for the open-ended response.  Enter the number here if the response should not be longer than the specified length.  If this is left blank, there is no maximum.
  2. Long Text questions do not have any special options.
  3. Radio Button Groups, Check Box Groups, and Pull Downs are unique in that they have options.  Options are the available choices for the question. Options cannot be added to or deleted from a question in a form that is “Live” or “Expired”.

Adding Options

Clicking on “Add Option” link on the bottom left of the page will pop up a new window allowing you to specify the following:

 

Steps

  1. Response is the text that will display to the right of a radio button, to the right of a checkbox, or in a Pull Down.
  2. Value is the value that is attached to the response.  This value will be displayed when accessing data. If multiple options of a check box group have been selected, the values will appear separated by commas. The value cannot contain a single or double quotation mark. 
  3. Default Selection allows you to specify an option that is already selected for the person filling out the form.  If you select the radio button before “Yes,” this option will be selected when the person loads the form.  If you select the radio button before “No, this option will not be selected.  You do not have to select a default selection. Only check box groups may contain more than one default selection.
  4. Click “Add”.
  5. The window will close and take you back to the Update Question page.

 

Editing Options

Clicking on “Edit” in the row of the option you would like to edit will pop up a new window allowing you to edit the option.

 

Steps

  1. Update the response, value, and/or default selection fields.
  2. Click “Update” to save your changes and return to the Update Question page or “Cancel” to return to the Update Question page without saving.

 

Deleting Options

Clicking “Delete” in the row or the option you would like to delete will pop up a new window asking you if you are sure you want to delete this option.

 

Steps

  • Click “Delete” to remove the option.  Click “Cancel” to keep the option.  The window will close and return you to the Update Question page.

 

Reordering Options

If more than one option has been added to the question, they can be reordered.  You can move an option up in the list by clicking on the up arrow.  You can move an option down in the list by clicking on the down arrow

 

Click “Update” to save your changes and return to the Question List page or click “Cancel” to return to the Question List page without saving changes. 

 

Reordering Questions

Once you have added more than one question, you are given the ability to reorder the questions. You can move a question up in the list by clicking on the up arrow.  You can move a question down in the list by clicking on the down arrow.

 

Deleting a form

You can not delete a form until you have deleted all of the response data for the form first.  For more information on deleting data, see the “Deleting Data” section of this tutorial.

 

Steps

  1. Choose the form you would like to delete and click “Delete” on the Form List page in the row if the form you would like to delete.
  2. If you have not deleted all of the data for this form, the next page will tell you that you need to delete the data before you can delete the form. 
    1. Click “Return to Form List.”
  3. If you have deleted all of the data for this form, the next page will ask you if you are sure you want to delete this form. 
    1. If you do not want to delete the form, click “Cancel” and you will be returned to the form list.
    2. If you would like to delete the form, click “Delete.” 
    3. You will receive a message informing you that your form was successfully deleted, or a message alerting you to an error deleting your form.
    4. Click “Return to Form List.”

 

 

Deleting questions

You can only delete questions from a form that is “In Development.”  Follow the steps below to delete a question.

 

Steps

  1. Click “Delete” in the row of the question that you would like to delete.
  2. The next page will ask you if you really want to delete the question.  If you do, click “Delete.”  If you do not, click “Cancel.”
  3. You will receive a message informing you your question was successfully deleted, or a message alerting you to an error deleting your question.
  4. Click “Return to Question List.”

 

Viewing a Form

Forms can be viewed at any time for testing and verification of question text, question ordering, etc. Be aware that testing of a “Live” form with Data Storage will add data submitted during tests to the data available in Access Data. When viewing a form that is “In Development” or “Expired”, a message will appear at top notifying you that the form is valid only for testing purposes. These forms will only function within Form Builder.

 

Steps

  1. There are two places the view can be accessed.
    1. Click “View Form” in the Actions Menu on the Question List page while you are editing a form.
    2. Click on the “View” option in the row of the form you would like to view on the Form list page.
  2. This will pop up a new window that will display the form without any template wrapper around it. The URL in the Information window references a page that places your form inside your department’s template.
  3. The form can be submitted from within the view in order to test and ensure that you are receiving data as expected.  Make sure you delete test data from the system before making the form live to ensure that all data is clean and matches the final version of the form and that test data is not processed by you as real data after the form has been launched.
  4. If you would like to modify the look of your form, see the “Modifying the look of your form” section of this tutorial.
  5. Click “Close” to close the window.

 

Getting information about my form

The following information can be found on a form’s information page:

  • Form Name displays the name of the form.
  • Created on tells you what day and at what time the form was created.
  • Created by tells you what user created the form.
  • Status tells you whether the form is Live, In Development, or Expired.  URL is the web address for your form.  If you form is live, you can add links from your website to that URL. If you would like to modify the look of the form, see the “Modifying the look of your form” section of the tutorial.  The URL can also be found below the page heading on the Edit Form page, Form List page, and Question List page.
  • Modification History shows the log of what was done to your form, at what time and by what user.  Initially, it will only display the 10 most recent actions.   You can click on the link “See full modification history” to view the entire modification history.

 

Steps

  1. Choose the form you would like information on and click the information bubble icon to the left of its form name on the Form List page.
  2. A window will pop up containing information specific to the selected form.
  3. Click “Close” to close the information window and return to the Form List page.

 

Launching a form

Launching is the process of making a form available to the public by moving it from the “In Development” state to the “Live” state.  You can identify forms that are “In Development” because they are italicized on the Form List page.

 

Steps

  1. Click the “Launch” option in the row of the form that would like to launch.

 

Tips

If you have done any testing of your form, you should delete the data that was saved for your form before launching it.  See “Deleting data” in this tutorial for more information.

 

Expiring a form

Expiring is the process of removing a form from public view by moving it from the “Live” state to the “Expired” state. You can identify “Live” forms because they are displayed in bold on the Form List page.

 

Steps

  1. Click the “Expire” option in the row of the form that you would like to expire.

 

Re-launching a form

Re-launching is the process of making a form available to the public by moving it from the “Expired” state to the “Live” state.  You can identify ”Expired” forms because they are displayed in plain text on the Form List page.

 

Steps

  1. Click the “Re-Launch” option in the row of the form that you would like to re-launch. 

 

Copying a form

Certain modifications cannot be made to a form that is “Live” or “Expired.” Questions cannot be added or deleted from the form, including changing the Confirmation Email option when editing a form.  When editing Radio Button Group, Check Box group, or Pull Down options, the value of an option cannot be changed.  In order to make any of these changes to a form, you will need to copy a form.  Copying a form will create a new form that is “In Development” and is identical to the original except that its name will be “Copy of [original form name]”.  If the Data Storage option is selected on the original, any data submitted to the original form will not be copied.

 

Steps

  1. Choose “Copy Form” from the Actions menu on the Form List page.
  2. You will then be asked to read a disclaimer that states that you will not use these forms to collect credit card numbers or social security numbers and that you will abide by the information stated in the Privacy Statement.  If you do not agree, click “Cancel” and you will be returned to the previous page.  If you do agree, click “Agree.”
  3. You will then need to select the form that you would like to copy from the list in the middle of the screen.  You are given the option to view the forms so you can make sure you choose the correct one.  Once you know which form you would like to copy, click “Copy” next to the form name.
  4. At this point you can edit the new form. See the instructions for “Editing a form” in this tutorial for more information.
  5. At this point, you will see a page that will allow you to add new questions.  For instructions on adding new questions, see the “Add Questions” section of the tutorial. You will be able to edit existing questions.  For instructions on editing questions, see the “Edit Questions” section of the tutorial.  You will also be able to delete questions.  For instructions on deleting questions, see the “Delete Questions” section of this tutorial. You will also be able to reorder questions.  For instructions on reordering questions, see the “Reordering Questions” section of this tutorial.

 

Accessing Data

The Access Data option on the Form List page provides access to the data collected by successfully completed forms that were setup for data storage.  You can generate reports for date ranges and download the data is several formats.

 

Steps

  1. Click “Access Data” in the row of a form on the Form list page.   This option will appear if data storage is selected.  The option will also appear if you have changed the data storage selection to no, but have not deleted the data collected before the change.
  2. Click on "View Question Reference" in the Access Data menu to view a key for the form. Each row contains the Field Name and Question.  The value and response for radio button, check box, and pull down options can be found in the rows below the Field name and Question.
  3. Select a date range to the left under Access Data.  Start Date and End Date can be specified by entering a date in the appropriate field. The only acceptable date format is MM-DD-YYYY. You can also select a date by clicking the correct day in the calendar that pops up when you click in the text box for Start Date and End Date.  If you do not select a date for Start Date and End Date (leaving them both MM-DD-YYYY) it will return all form submissions. If you select a Start Date but no End Date, all form submissions from the date selected to the current time will be displayed. By selecting an End Date but no Start Date, all form submissions up to the date selected will be displayed.
  4. Select the format in which you would like to view the form submissions by clicking one of the links in the Access Data menu. Below is an explanation of each file format.
    1. View as HTML - Form submissions will be displayed in your web browser. This is a good method for a quick overview of results. This method of viewing is not recommended for large forms. If you choose this option, your data will be displayed to the right of the of the Access Data, Delete Data, and Actions menus on this page.
    2. Excel Export - Form submissions will be compiled into a Microsoft Excel file ready for download. Depending on your browser type and settings, the file may open automatically in your browser or you will be prompted to save the file to your computer.  If you choose this option, you will be prompted to download the file.
    3. CSV Export - Form submissions will be compiled into a comma-separated-value format that most applications, including database servers and reporting software such as Microsoft Access and SPSS, can use for importing. XML should be used instead of CSV if the application receiving the data supports an XML data import.  If you choose this option, you will be prompted to download the file.
    4. XML Export - Form submissions will be compiled into an XML file. XML is a newer data transfer format. Some new programs allow an import of XML in addition to other file formats. XML is recommended if the application receiving the data supports an XML data import.   If you choose this option, you will be prompted to download the file.

 

Deleting Data

 

Steps

  1. Click “Access Data” in the row of the form on the Form List page.  This option will appear if data storage is selected.  The option will also appear if you have changed the data storage selection to no, but have not deleted the data collected before the change.
  2. Select a date range to the left under Delete Data. You can select a date range by either typing in the date in the format of MM-DD-YYYY, or if you click on the box to type, a calendar of the current month will appear. You can navigate the calendar and select the date you would like to choose.  If you do not select a date for Start Date and End Date (leaving them both at MM-DD-YYYY) it will mark all form submissions for deletion. If you choose a Start Date but no End Date, all form submissions from the date selected to the current time will be marked for deletion. By selecting only an End Date, all form submissions up to the date selected will be marked for deletion.
    Note:
    It is recommended to specify a Start Date and End Date prior to today’s date so you do not delete items that may come in while you are deleting.
  3. Click “Delete.”  A confirmation screen will be displayed displaying the form submissions that will be deleted.
  4. Select the checkbox to confirm you want to delete and click OK to delete the specified data. If you do not want to delete this data, click “Cancel.”

 

Modifying the look of your form

If you would like your form to look different from the way it is displayed at the URL (web address) provided by Form Builder, you will have to create the form within Form Builder and modify and store the HTML in your submitted files directory or within an Information page or content for Menu/Submenu. If you do choose to modify the look of your form, it is VERY IMPORTANT that you do not make any changes to the HTML other than those changes that affect the look of your form.  You may add your own custom JavaScript, but cannot delete, change, or omit any JavaScript that is generated by Form Builder.  If you reorder questions without making the changes within Form Builder, the data will still be reported to you in the sequence they appear in Form Builder.  If you modify form items, the data will not be sent or stored correctly.  If you add new form items, no data will be collected for them.  If you remove form items, they will still appear in your data output.

 

Steps

  1. Choose the form you would like to modify and click on “View” in its row on the Form List page. Remember, that the form must be “Live” in order to be accessed from outside of Form Builder, so be sure the form is “Live” before modifying the look of your form.
  2. In the new window, choose “View” from the browser’s menu and then select the “Source” option.  A text editor will open with the HTML source for the form.
  3. Copy all the text below the first four lines and paste it into a new document. Save the new document.
  4. Make any changes to the look of the form in the new document and save your changes.
  5. In the Web Development Site, create an Information Page and click the link for ‘Text Editor only (For large files and forms)’.  Paste your modified text for the form in the text area and complete the form for the new Information Page.
  6. Save and launch the Information Page.

 

 

Note: If you do not wish to create the form as an Information Page in your department, you can submit the file as a static page or host it on your own web server.