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.
Step 1: Select the Form Template
1. Log in to the campus portal as an administrator and access EX FormFlow - Forms.
2. Click Manage Forms. The Manage Forms page appears.
3. Click Add Form. The Add New Form pop-up appears. Example
4. From the Choose a template drop-down, select Blank form.
5. Click Create. The new form is created and the Form Information, Definition tab appears.
Step 2: Set Up Basic Form Information
1. In the Form Name field, enter a name for the form you are creating. Example
Use a name that will be familiar to anyone who will be accessing and completing the form.
2. From the Tab Orientation drop-down, select how you want the form tabs to appear to users completing the form.
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.
3. 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.
Step 3: Configure the Form Settings
1. Click the Settings tab. Example
2. To set up availability dates and times:
a. Click in the Display On field.
b. From the calendar that appears, select the date and time when you want your form to be available to form users.
c. Click in the End On field.
The End On field is required before users will be able to access the form.
d. From the calendar that appears, select the date and time when you no longer want your form to be available to form users.
3. To make the form the only form available, select the Display in Main View check box.
If you have other forms you want to be available during the same time frame, do not select this option.
4. To show a message to users before the form is available, enter it in the Message Before Start field.
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.
5. To show a message to form users when the form is no longer available, enter it in the Message After End field.
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.
6. 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.
7. If you want the form questions to appear in a different order each time someone accesses the form, select the Randomize Questions checkbox.
Step 4: Determine How Form Completion is Handled
1. Click the On Finish tab. Example
2. To use reCaptcha to validate users before the form is submitted, select the Use reCaptcha check box (This feature requires Google reCaptcha account. For more information see, Google reCaptcha). If you are not using reCaptcha, proceed to Step 4: Configure Submission Options.
reCaptcha is a validation feature that ensures the form user is a human and protects your site from bots.
a. In the Public Key field, enter the Google reCaptcha-provided public key.
b. In the Private Key field, enter the Google reCaptcha-provided private key.
3. 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.
Let the form users know the form has been submitted, provide additional instructions, or contact information for more information.
4. To send form users to another website once the form is submitted, select the Transfer to Web Page check box and use the available field to enter the appropriate URL.
Send form users to your school's main website once they submit the form.
Step 5: Configure Submission Options
1. Click the Access/Security tab. Example
2. 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 EX 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.
3. To remove all identifying information from the form meta-data, select the Make Submissions Anonymous check box. When a form user submits their form, it will come into EX 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.
4. To let users access and review their submissions, select the Allow Users to Review Their Own Submissions check box. The View Reports link will only let users see their own form submissions unless they have the Can View Reports portlet permission.
5. To limit people who can access the report, select the data source that filters users who can access the form from the Limit Access to drop-down options. For example, 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.
6. Click Save.
The File Extensions tab features are only available to schools working with Jenzabar Services.
Step 6: Add Form Content
Tabs provide the outline and structure of your form. They contain rows, which group your form questions. You can click and drag a tab to rearrange the order of the tabs.
Rows can contain text, images, questions, and action buttons. You can add multiple rows to a tab and move them according to how you want your questions ordered.
Questions/fields are the building blocks of forms. They let you collect information from the people who fill out your form. Learn about all the field types you can add to your form so you can collect the right kind of data, in the right format.
Online Application Form (available with Candidate features license)
Multi-Part Event Registration Form (with or without fees) (available with EXi Events license)
Single Event Registration Form (without fees) (available with EXi Events license)
Single Event Registration Form (with fees) (available with EXi Events license)
Working with Questions/Fields