blog posts

• Creating a Form or Survey

  May 17, 2019 9:45 amForms & Surveys

  The process for creating surveys is the same as that for creating forms. The difference between forms and surveys is that surveys are always 100% anonymous. Web Services does not store any data related to who fills out a survey.

  Setting up a Form

  1. Click Forms to access your My Forms page. This page lists all forms for which you are an editor or administrator. You can view a full list of your forms, or organize and view them by folders. (The Move and Rename buttons in the toolbar allow you to create and rename folders and move items between folders.)
  2. To start a new form, click Create. To edit an existing form, click its name in the table.
  3. On the General tab, choose a name the form and select which domain you want for the form URL.
  4. You have the option to enter start and/or end dates for the form by clicking Schedule Form. (Note: In the scheduling panel, the Schedule to run button removes your form from Draft mode and puts it in Scheduled mode. Only click this button when you are done editing your form.)
  5. Click Save. Basic form setup is complete and you are ready to add some questions.

  Adding Questions

  1. Click the Questions tab to begin adding form inputs.
  2. Click the "Add Question" icon [   ] to add a question.
  3. Select a question type (Long answer, Radio, etc.) and enter the question text. You can optionally add instructions and set answer rules (make the field required, choose a default answer, etc.)
  4. Click Save to keep your work, and then click Cancel to return to the Questions table. (If you don’t want to keep your work, simply hit Cancel.) Once you are back on the Questions tab, you can add or copy a question or insert a page break. You can also reorder your questions by clicking the up and down arrows.

  Note: If you change your question type after you have entered information (for example, switching from Checkbox to Short Answer), you may lose some work.

  Granting Access

  On the Security tab you can control who can view your form online (and, by extension, submit it).

  • Public forms can be viewed by anyone.
  • Secured forms can only be viewed by a user from the campus, unit, college, and/or group that you specify. If your form is secured, you can also limit users to one submission.

  Applying a Skin

  Choose your form's skin on the Appearance tab. You can preview skins one-by-one at a large size or click View gallery to view them all at a smaller size. You can also add custom messages on the pages displayed to users (for example, the "Thank you" screen or the "Form has ended" screen) by clicking Appearance › Screens.

  Choosing Email Settings

  Click the Email tab to enable various email settings. You can choose to send each respondent a copy of their submission, or send submissions to other stakeholders. You can also modify the introductory and closing text of the email that is sent.

  Managing Submissions

  The Submissions tab is where you manage the form's submission settings—for example, the maximum number of submissions allowed, or whether users can save or delete their submissions. You can also view currently saved submissions by clicking Submssions › Saved or view data export options by clicking Submissions › Data Export.

  Assigning Permissions

  Use the Privileges tab to determine who can access your form in Webtools.

  • Results viewers can only run reports, they can't access or edit the form itself.
  • Editors can only edit the form in Webtools.
  • Administrators have full access to the form and its reports.

  Starting or Scheduling a Form

  When your form is ready to roll out, visit the General tab.

  • Click Start now to make your form live immediately, or click Schedule form to enter start and end dates.
  • If you are setting a schedule, once you have entered dates, click Schedule to run. This puts your form in Scheduled mode. The form will begin automatically on the date and time you set.
  • When your form is live, you may click End now to end your form. From there you can click Edit Form to put it back in Draft mode, make changes, and start it again.

  And you're done!

  Your form is live and ready for users to submit. When you are ready to view your submission data, click the Reports tab and run a report. See Running a Form or Survey Report for details.