Forms enable users to submit responses to a set of various kinds of questions. You can customize the questions and the types of responses accepted. In addition to basic form features you would expect in any web forms tool, the Forms module in Get Involved provides a rich set of additional capabilities including these and many more:
- Conditional Rules – Selected fields can be automatically shown or hidden or have an option become checked or unchecked based on responses to other form fields.
- Calculated Value – A form field can be automatically filled with a calculated value based on responses to other form fields.
- Require Approval – A form can be configured to route submissions to reviewers to decide whether to accept or deny.
To create a new form, you can either click “Add Form” to start from scratch or click “Copy Form” to copy and modify an existing form.
A list of forms already created by your organization shows how many times the form has been completed and submitted as well as when the form was last updated. With the right permissions, you may preview or edit the form. If there have not yet been any submissions, you may also delete a form.
If any submissions have been received for the form, clicking the submission count will let you view and export the submitted responses.
The “Edit” button lets you manage a form with options to:
- Edit Form Fields – Define the elements (typically questions) that will appear in the form such as text, selection from list, and file uploads. Typically, each element option solicits a single response element such as an email address or file for upload.
- Preview Form – Once a form has been configured, you can preview how the form will appear to a user. This is a valuable tool to ensure you configure the form precisely for your needs before presenting it to a user.
- Conditional Rules – Define special actions that can show or hide fields or check or uncheck boxed based on the responses to other fields on the form.
- Edit Form Settings – Define form overall including a general description, whether it is published (visible to non-administrators), wording for the submit button (with conditional logic of when it gets shown), restrictions for its use, and what confirmation (if any) is provided after form submission.
- Reviewers – If a form if configured to “Require Approval”, you can manage which members of your organization can serve as reviewers to decide whether to accept or deny the submission. If there are multiple members on a review team, any one of them can make the decision. All reviewers will be able to see the status of all submissions.
Endorsements are a special type of form that is a set of two related forms. One form specifies the endorsers who are invited to respond to the second form. This can be used for reference checks or for third-party appraisals.
Rubrics are a special type of form used to provide scoring forms for Reviews. Elements are limited to radio-type response options for selection of an integer score in a specified range such as 0-5 or 1-10. This special type of form must be initially configured within the Reviews admin module.