Build a Form
Important
Information and features vary according to the roles to which you belong and the permissions associated with those roles. For more information, contact your module manager or your campus support team.
Manage Forms is the place where you can add tabs and questions/fields to your form, adjust the settings for the form and each question/field, and configure form-wide settings. You will start with Jenzabar-provided form templates, which you can customize as needed. These steps outline how to build a general form from scratch. If you want information about creating forms for events or online submissions, see the links at the bottom of the page.
Log in to the Campus Portal as an administrator and access FormFlow - Forms.
Click Manage Forms.
Click Add Form to open the Add New Form pop-up.
From the Choose a template drop-down, select Blank form.
Click Create. A new form is created and the Form Information, Definition tab appears.
In the Form Name field, enter a name for the form you are creating.
Tip
Use a name that will be familiar to anyone who will be accessing and completing the form.
From the Tab Orientation drop-down, select how you want the form tabs to appear to users completing the form.
Note
Each form has at least one tab even if your form is just one page long. You can add tabs to group similar questions or sections within the same form.
In the Description field, enter any information you want form users to see. You can include instructions, contact information, or information someone may need to complete the form. This information can also be added before a form is available. You can also use @@ in this field to use a string replacer for looking up information.
Click the Settings tab.
Set up availability dates and times:
Click in the Display On field.
From the calendar that appears, select the date and time when you want your form to be available to form users.
Click in the End On field.
Tip
The End On field is required before users will be able to access the form.
From the calendar that appears, select the date and time when you no longer want your form to be available to form users.
To make the form the only form available, select the Display in Main View checkbox.
Caution
If the Display in Main View checkbox is checked, users will not be able to pick up where they left off on their previous form submission. Users will be forced to begin a new form submission.
Note
If you have other forms you want to be available during the same time frame, do not select this option.
To show a message to users before the form is available, enter it in the Message Before Start field.
Notice
This information can let form users know when the form will be available or provide contact information if they need assistance before the form is available.
To show a message to form users when the form is no longer available, enter it in the Message After End field.
Notice
This information can let form users know the form is no longer available, provide alternative instructions, or provide contact information if they need additional assistance. To display a message to users when the complete the form, enter it on the On Finish tab.
If needed, enter or update the Campus Portal server location where files will be stored for any form components that allow form users to upload files in the File Upload Root field. Permits @@SubmissionID only.
If you want the form questions to appear in a different order each time someone accesses the form, select the Randomize Questions checkbox.
Log in to the Campus Portal as an administrator and access FormFlow - Forms.
Click Manage Forms.
Click on the form you want to update. The admin view of the form displays.
Click the On Finish tab.
To use reCaptcha to validate users before the form is submitted, select the Use reCaptcha check box . If you are not using reCaptcha, proceed to Step 4: Configure Submission Options.
Note
This feature requires a Google reCaptcha account. reCaptcha is a validation feature that ensures the form user is a human and protects your site from bots.
In the Public Key field, enter the Google reCaptcha-provided public key.
In the Private Key field, enter the Google reCaptcha-provided private key.
To show a message to users once the form has been submitted, select the Display a Message to the User check box and use the field and formatting options to enter your message. You can use @@ data sources to add replacer text and show personalized information such as their name.
Notice
Let the form users know the form has been submitted, provide additional instructions, or contact information for more information.
To send form users to another website once the form is submitted, select the Transfer to Web Page checkbox and use the available field to enter the appropriate URL.
Notice
Send form users to your school's main website once they submit the form.
Click Save Settings.
Click the Access/Security tab.
In the Number of Times a User Can Submit field, enter the total number of times you want to allow a form user to submit the form within FormFlow - Forms. Once they reach that number and attempt to submit again, a notification message appears letting them know they have met the submission limit.
To remove all identifying information from the form meta-data, select the Make Submissions Anonymous checkbox. When a form user submits their form, it will come into your system as a guest user. This impacts meta-data only. If your form includes user-identifying questions such as name, address, ID number, it will be included on the form submission.
To let users access and review their submissions, select the Allow Users to Review Their Own Submissions checkbox.
Note
The View Reports link will only let users see their own form submissions unless they have the Can View Reports feature permission.
Tip
You can also set the application up so that applicants can create a temporary account, save their progress, and then log back into Forms to complete the application. See Set Up Temporary Guest Accounts for more information.
To limit people who can access the form, select the data source that filters users who can access the form from the Limit Access to drop-down options. If the form user who is logged in does not exist in this list, the form link will not be available.
Note
This only applies to schools requiring applicants to have a Campus Portal account before applying. If the applicant has a Campus Portal account, you could limit the form to candidates who are applying for a specific major or school.
Notice
You can make forms that only available for freshmen or seniors, parents, or faculty. If the form user who is logged in does not exist in this list, the form link will not be available.
Click Save.
Tip
The File Extensions tab features are only available to schools working with Jenzabar Services.
Use the links below to access additional information about adding tabs, rows, and questions/fields to a form.
From the Edit Form page, click the Validate button. The validation process checks for invalid data sources, undefined dates, disabled form links, unselected payment profiles, partially hidden required questions, and unmapped WorkFlow data points.
If there are any issues, review the warning message box that lists them.
Make any needed updates to the form.
