Webforms

A webform can be used to collect one-way input submissions from users. Example uses might include contact forms, surveys and questionnaires. Submission results are stored and can be emailed, viewed online within your site, or downloaded into a spreadsheet.

Quick Tips: 

• Always test your survey by completing and viewing the format of the response prior to implementation.  This will help you ensure your survey output is in your desired format. 
• Enable the email notification to receive notice when a form is submitted.  See Configure Email Settings below.
• Deleting a survey component will remove the question and ALL response received for that component.
  • Once you have added a component "type", if you want to change the type you must delete the line item and start over.  This cannot be changed once the component has been added. 
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Create Webform

Click on Add New Form and create your Form a title. 

Title - Name of form or survey.

Set tracking cookie after form submission - User tracking lets you collect participant details with a form and automatically attach the form submission to the every comment or survey response submitted thereafter.  Typical uses include demographics (e.g., Zip code, role) or require acknowledgements like terms and conditions or member IDs.  Once collected, the data stays synced to the participant via a cookie, so their information can follow them across multiple activities.  When you export results to CSV, the intake fields appear alongside each comment or response, making it easy to segment and analyze participation. 

To set it up, create an intake form in the Form Builder and enable Set tracking cookie after form submission in the form’s settings. Then, for each activity (e.g., a document, comment board, or survey), open Edit → User Tracking, toggle Enable user tracking, and select your intake form from the dropdown (only forms with the cookie option enabled will appear). You can present the form as a mandatory splash screen on a documents, or host it once up front (linked or embedded) and skip the splash on individual boards—the cookie will carry the data across as long as User Tracking is enabled on each activity. After participants submit, they can proceed as usual; all subsequent comments and survey entries will include the linked user fields in reporting.

User Tracking - Video

Enable user tracker - to use forms to gather important participant information, such as demographics before commenting.  By enabling the user tracker, data can be linked from the form to the document reporting. 

User Tracking Form - Survey or form added as an intake form. 

Commenting is available on forms but is by default disabled.

Once all setting have been updated click Save or Preview.

Add components

After saving the page, you will see a tab called Webform with the sub-tab Form Components selected. Components are form input elements that can be added one at a time. Give the component a label, or name, and then select the component type using the dropdown menu. If necessary, you can make a form component required by checking the box. Finally, click Add to create the component.

All new webforms will automatically populate a location ID in the Label field.  By adding a location identifier when using the form, you can track where in the document the form was used/completed.  This is valuable when using the same form across different documents or locations.  

Simply add your desired term as a location identifier when adding the survey throughout the site to track where in the document a form was submitted. 

Your results will then populate the location id field with your specified location. 

Once you have selected and saved the component type you cannot change it without deleting and rebuilding that specific question.  

Component Types: 

• Fieldset - a container in which you can place subsequent questions or components creating a subsection of the survey.  Build this by adding the Fieldset component first.  Add additional questions, which will then be placed in the Fieldset container by using the drag drop function in the form component section.  Questions in the fieldset container will be indented as shown below.   
  • Collapsible, Collapsed by Default, Hide label, Description above field & Private
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• Fivestar - Allow the user to give a star ranking
• Textfield - a text box, such as “first name”.  Use the field when responses will be one word or one sentence.
• Textarea - a box for visitors to enter full paragraphs (e.g. for comments).  No text limitation.
• Date - select a date from a drop down list.  Date the survey is completed is automatically populated in the results. 
• Email - allows user to enter an email address; is handy when configuring email responses of submissions.
• Grid - a questionnaire-like section using radio buttons
• Number - will only accept numerical values.   
  • Tip: to allow dashes or parentheses (phone number field) use the textfield component.  Use the Placeholder to show the user the format you desire.  Note - this placeholder would work in the textfield or area because it allows the use of number and dashes.  
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• Markup -  The Markup field in a form builder is usually a non-input field that lets you add static content (like text, images, links, or formatting) directly into the form. Unlike regular fields where users enter data (e.g., text boxes, checkboxes, drop-downs), markup fields don’t collect responses—they’re for display only. The content should be added in the Value box.

  Example Uses

  • Adding a welcome message at the top of a form.
  • Explaining a complex question with extra detail before an input field.
  • Inserting a section title like “Part 2: Personal Information.”

  • Displaying terms and conditions or instructions. 

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    • Select Options - checkboxes, radio buttons, drop down lists, and listbox to offer one or multiple choices with the response. Within the Listbox, with multiple enabled, the user will see multiple options and can select more than one option by holding down Command (or CTRL on Windows). If multiple is left unchecked it will only allow a single option response, changing the form element to the dropdown.
      • Radio buttons let users select only one option, and checkboxes allow users to select more than one option. On the configuration screen, in the Options field, type your choices in this format: 
                    0|Yes
                    1|Maybe
                    2|No

The pipe character located between the number and the choice is located between the delete and enter keys on most keyboards. 

To reorder your components, or to drag them into fieldsets, click on the icon to the left of the component. Dragging up or down changes the order of appearance, and dragging to the right can nest a component within a fieldset.

3. Configure Form Settings

• Click on the Webform tab, then the Form Settings sub-tab. 
• Here you can enter a confirmation message so users know they have successfully submitted the form, or you can direct users to an existing page upon form submission.
• Default message set to Thank you, your submission has been received

4. Configure Email Settings

• Click on the Webform tab, then the E-mails sub-tab. 
• To receive an email when forms are submitted, add your email to the Address field, and then click Add.
• E-mail header details such as subject line and from address can be changes or customized along with the email template.      
• After clicking Add, edit the E-mail Template to change the content of the email.

5. Conditionals

Conditionals can be used to create advanced webforms that reveal or omit certain questions based on user input. For example, you could ask users at the beginning of the form to indicate if they are staff or faculty, and use a conditional to show different follow-up questions depending on their response.

The following is a simple set of instructions you can follow to set up and use conditionals:

1. Click on the Webform tab, then the Conditionals sub-tab
2. Click the + icon next to the text "Add a new condition"
3. Use drop-down menus to set up each conditional logic, as described below.

• The basic formatting is as follows:
  
  If [component][condition][value],
  then [component] [condition] [state]
   
• As an example, consider a form used to provide a second comment. Perhaps different follow-up questions are required based on the yes/no response the user chooses from a select options component. A conditional might read:
  
  If [Additional Feedback] [is] [Yes],
  then [Additional Feedback field] [is] [shown]
• You can add or remove conditionals, or "if" and "then" statements to an existing conditional, with the + and - icons.
• Click Save conditions to apply your conditionals to the form.

6. Viewing and downloading your submission results

• Click the Results tab.
• Use the sub-tabs to view, edit, download, or clear the submission results.
• The Analysis sub-tab will provide a more advance view of chart options.