OrgSync Tip of the Week: How to Create Forms on OrgSync
Sep 16, 2015 by Kelsey M Jackson
The ‘Forms’ module is one of the most robust tools in the OrgSync platform and can be used for a variety of purposes. Our simple design makes it easy to create any type of form, providing you the functionality to review all submissions and generate meaningful reports. To access the ‘Forms’ tab, select it along your portal’s top menu. If you do not see this module, read this article on how to enable it.
Create a New Form
To create a new form, go to the Forms page from your organization's profile and click the green "Create a Form" button. This will bring you into the form builder. At the top of the page, you’ll be prompted to enter a name and description. Keep in mind, this is the only information a user will see before filling out the form. Click here for a description of the CK editor and its capabilities.
Next, click the ‘Create Page’ button. Enter a name for the page and determine if you'd like to add a question or text block. A question is an element that prompts the user to take action while a text block only provides instructions or content. Like the description of the form, text blocks utilize a CK editor for customization. If you decide to add a question, you'll be provided a list of element-types to choose from. See below for description of each. The last four elements are made visible by clicking ‘Additional Elements’ along the left-hand navigation.
Single Line: Blank text entry usually reserved for short answers like “First Name,” etc. Selecting this choice will reveal several template elements that are pre-equipped with proper validation.
Multi Line: Same function as the single line element but provides a bigger text box. Usually reserved for short answer questions.
Multiple Choice: User is forced to choose from the answer choices you provide. Can be set up as one of the following three options.
Checkboxes: Users can choose more than one option.
Radio buttons: Users can only choose one option.
Dropdown: Users can only choose one option but have to click to see all available options.
Likert item: Users can only choose one option. Click here to read more about how to use the Likert item.
Payment: Allows users to make payments through your form. If you define a price, users can determine the quantity they would like to purchase. The use of this element requires that payments are enabled in your umbrella and your organization has established a payment gateway.
Upload: Prompts users to upload a document -- any file type is permissible. If you prefer a specific file type, make sure to indicate this within the instructions of the element.
Terms & Conditions: Allows you to include terms & conditions that users have to agree to before they can proceed on the form.
Reviewer: Prompts the user to enter an email address, of which will be sent a copy of the user’s submission. This email notification will request the receiving user to approve or deny the contents of the submission. If desired, you can attach a supplemental form for the reviewer to fill out. Note: attaching a form will require the reviewer to log in.
Date/Time: Provides templates that ask for a date, time, or both.
Contact Information: Template used to ask users their full contact information, including first name, last name, middle initial, email address, phone number, and address. Much of this information will pre-populate if the user is logged in when filling out the form.
For each element, you are provided additional settings. These are described in detail below.
Require an answer: User cannot proceed with the form until they answer the question.
Admin use only: Defines elements that are only available to form administrators. This can be made visible to the user is desired.
Disable question: Greys out the question so users can no longer access it. Note: disabled elements are still visible to the user.
Instructions: Allows you to enter additional instructions to help supplement the answering process.
Initial value: Allows you to enter text that will pre-populate the user’s answer box.
Validation: Allows you to set restrictions on the answers you are willing to accept (i.e. character limits).
Add form logic
After you’ve designed the first page of your form, you can add additional pages with the ‘Create Page' button. You’ll notice on every page after the first, there is a ‘Logic’ option in the top right of the page’s header. Logic allows you to create custom paths for different participants by determining when particular pages show based on the answer to a previous question. This feature allows you to provide each participant with a customized question bank – they only see items relevant to them. Forms can now be as simple or complex as you need.
To begin adding logic, click the 'Logic' button to initiate its popup. Next, choose the determining question. Based on the type of question you choose, a list of operators will appear. Choose the operator that best describes what you’re trying to accomplish. Depending on your choice, you may or may not be prompted to enter a third piece of information. This helps further specify the information you’re looking for. Here’s an example: show this page if the answer to “classification” (question) is “equal to” (operator) the answer choice “senior” (third step). Click ‘Accept’ to complete the piece of logic.
You can add additional pieces of logic with “AND” or “OR” statements. “AND” statements require that both stipulations be met for the page to show. “OR” statements require that one of the stipulations be met for the page to show. When you’re satisfied with the logic you’ve set up, click 'Done' and the applied logic will appear in a blue box above its corresponding page.
After you’ve designed your form, select the 'Settings' tab at the top of the page. There are four sub-tabs in this section, which are described below.
General Settings: This is where you decide your form’s availability and set its category. The categories that populate this drop down were created via the “Manage Categories” button on the default forms interface. You can also determine a maximum number of submissions per user and the dates when the form will be open.
Notified Admins: Determine what users will receive a notification each time a submission comes in. The only users that populate this tab are those with manage access over the 'Forms' module.
Scoring: Establish a group that has the ability to assign a score to each submission.
Customize Messaging: Write out custom messages for each time a form is submitted, approved, denied, or re-opened to the user.
At any point during the form creation process, you can save your work in the top right of the page. When you’re ready to release the form to your targeted audience, click 'Publish.' If the form is unpublished, you can access it as an administrator but no one will be able to fill it out.
This OrgSync tip of the week was adapted from: https://help.orgsync.com/hc/en-us/articles/203702216-Forms-Walkthrough