Form Publishing Options
Different options for how your form is published are listed below. Before following the steps listed in the sections below, please follow these general steps so that you are on the right screen:
- Log into FormAssembly at: http://www.umflint.edu/formassembly/
- On the welcome screen select the form you wish to modify by left-clicking on the form name.
- On the right side of your screen an area with five tabs (Display & Processing, Notifications, Connectors, Catalog, and Revisions) should appear.
- You are ready to begin following the steps below!
The publish tab has information you can use to link to your form.
- The first section under Option 1 shows what the public address for your form is.
- The second section under Option 2 shows the HTML code for your form. You can place this code on your web pages. In addition, you can acquire a server-side script; please click on 'Read the instructions' for more information regarding this type of embedding HTML.
Display & Processing
This tab will allow you to modify how and when your form is displayed in addition to other more advanced display options.
- Making a form "Active" or "Archived" will either allow the form to be used or prevent it. For example, a form that is "Archived" will no longer have a URL where users can reach it. If you choose to "Archive" a form it will no longer be listed immediately on the "Active" forms tab when you log into FormAssembly. You will have to click on the "Archived" tab to modify it.
- "Display from" and "Display until":
- Click on the calendar icon to the right of the text boxes to select the dates on which you would like the form to display.
- "Allow respondents to save their progress and resume the form later"
- When you check this box you allow users to save their progress and come back to it later. This option may be useful for long forms; however, if the user forgets the password they use to save the form they will need to contact the form creator to have it reset (or start a new form). See the "My Responses" document for more information.
- "Allow Respondents to review their response before a final submit"
- When you check this box you allow users to review their response before it is submitted. They will then be given the option to make changes to their answers and to print off the information for their records. If you want to reduce the number of typos you receive, selecting this option will help.
- "Use SSL encryption (secure form)"
- This box must be checked for your form to work. ITS strives to protect personal information, and using SSL (Secure Sockets Layer) is one way to accomplish that goal.
- "Use a Captcha (protects from spam)"
- When you check this box a verification text box will be added to your form. It will require users to enter the verification code before they are able to submit the form. This verification box will help to prevent your form from becoming the victim of form spamming. The image below provides an example of what Captcha will look like on your form. While Captcha use is not required, you may want to consider implementing it if you find that your form has been receiving a lot of spam submissions.
- Your form's URL:
- The final piece of information displayed on the Display & Processing tab is your form's URL. To share your form, or to include it in your TeamSite, you will need this URL. The URL cannot be customized.
- Additional Publishing Options and Filling Forms Dynamically
- Beneath the URL are two more advanced Display & Processing options. These additional features are not recommended unless you have considerable experience working with HTML and programming in general.
The second tab for form properties is "Notifications". On this tab you will find several options for how you, and the user, are notified after completing the form.
- Under this section you can change the screen that users will see after the final submission of their data. If you would like to display a personalized thank you page you may use the text box to create one with a link back to your site (if desired). If you already have a confirmation page created that you would like to use (perhaps one created in your TeamSite in the CMS) then you can leave the text area blank and place the URL of the page in the box below the large text area.
- Email Collection:
- By selecting a question under the "Email Collection" section you will be able to send an email to the user verifying their form submission using the email address they enter as an answer to the designated question. To use this feature you must include a question on the form that has a validation format of "email (email@example.com)". Only questions of this type will appear in the "Email collection" area for you to select. See the "Questions and Answers" tutorial for more details on input validation formats. For more information on how to automatically send an email to users read the "Auto-Responder" section below.
- Your Notifications:
- Altering settings in this area will change who receives an email when the form is completed, or if one is sent at all. If you would like to receive an email whenever someone completes your form please make sure that "Your email notification" is set to "enabled" (you may select text or html emails, based upon your preference). You may select whether you would like to use the default template or customize the default. Enter the email address where you would like to receive the notifications in the "Email responses to" field.
- To use this section you must select a question under the "Email Collection" section. In the "Sender email" enter the email address you would like users to see when they receive their confirmation. You may enter a "Sender name" or leave it blank. Make sure you fill in the email content section or users will receive a blank email! Use the aliases on the right hand side to include information they entered on the form. Please note: if you are gathering sensitive information DO NOT utilize the "%%Response%%" feature to include the submitted data in the email to the user. For a detailed description of what is considered personal information please refer to: http://safecomputing.umich.edu/privacymatters/ . In cases where sensitive information is collected it is best to simply send an email with the date of submission, and perhaps the form name. See below for a sample message:
- Thank you for your submission of the %%FORM_NAME%% form. You submitted your responses on %%SUBMITTED_DATE%% .
This section enables you to share your form with other FormAssembly users. Responses submitted to your form will not be shared, only the form itself. If you do not wish to use this feature please select "No" for the "Share in the template library?" question and press "Apply". By default your form is not shared.
Please refer to the image above for a visual companion for the descriptions below:
- Form Description: This description will appear with your form in the catalog. Making it as detailed as possible will help other users to determine if your form design will meet their needs.
- Category: Select the category that best describes your form. Again, this information will help other users quickly narrow their search for a form to the category that they feel best applies to their situation.
- Subcategory: Assign your form a subcategory that appropriately describes its purpose.
- Share in the template library?: If you would like other users to have the opportunity to utilize your form make sure you select "Yes" - other users will only be able to see the form layout, they will not be able to see responses you have received to the form. If you would prefer that no one be able to use your form select "No".
Similar to the CMS, FormAssembly features a system to allow users to easily revert to a previous version.
- On this tab you will see all versions of your form. A version is created during every FormBuilder session (everytime you edit the form, save the form, and exit the editing area).
- To revert to a previous version simply click on the Rollback icon () under "tools".
- To delete a version click on the Delete icon () under "tools"
- To view a previous version click on the form name.
The Share section enables users to share their form with other University of Michigan-Flint FormAssembly users. The owner of the form is the only one who may access and change information in this section.
- To use the Share option, click on the Share tab.
- You will be given a report under 5. Sharing Options of who currently can see the form. If it is not shared, only you can view the document.
- Under the Share with section, a box will be provided to place username(s) of individuals you want to enable seeing your form. Enter their uniqname, such as "jdoe". If you want to allow more than one person to see the form, enter each name with a comma in between them, such as, "jdoe,janedoe,jackdoe". You can press the binoculars icon beside the uniqname box to double check the names you enter.
- Under the Permissions section, you can select what the individuals entered into the username box are allowed to do with the form. Check or uncheck what abilities they have viewing or editing the form.
- You may copy permissions from an existing form by selecting the link underneath Permissions.
- Make sure you wish to share the form you are giving the entered uniqnames before you proceed. After you are certain you wish to give the following listed access, press Add.