How to create a form asset

Overview

Form Assets allow users to easily create and manage forms, surveys, and polls in the OU Campus system.

For more information about LDP settings, visit the Assets & LDP page.

Text characters to avoid

  • Semicolons, ampersands, commas and apostrophes cannot be used in the forms. i.e. use “cannot” instead of “can’t”, use “the name of the user” instead of “the user’s name”. (this includes in the email)
  • However, you must use a semicolon to separate emails, using commas or periods instead will break the form.

About creating a Form Asset

An LDP Form Asset, like other assets, is created from the Assets list view. When creating an LDP Form elements and email messages are configured relating to the form. Users can also choose to have the results of form submissions emailed to one or multiple recipients and/or saved to the database. Once the LDP Form asset has been created, users can insert the form onto a page via the WYSIWYG Editor or using the Source Editor, provided they have the proper permissions.

The Form Summary, Form Elements, and Form XML are now shown in the Preview view. Note that Preview view only allows for seeing what the questions will look like, and not for testing actual form functionality. In order to test submitting the form, the asset must be published, placed on a page, and the page itself published.

In addition to the defined elements and advanced options, forms can be extended to include polls, which return data to the visitor.

After the creation of the new form, the settings can be changed and form elements can be added, deleted, or modified. Keep in mind that once an asset has been inserted on a page, visitors may complete the form. Adding additional elements means that data may be incomplete until the asset is published.

When creating a new LDP Form asset, the screen displays the following:

  • New LDP Form Menu: Allows users to quickly navigate to a specific panel on the form creation page.
  • Elements Toolbar: Contains the drag-and-drop form elements that can be added to a form.
  • Asset Info Panel: The Asset Info panel is used to define basic information during setup, which can be edited via Properties > General Properties after initial creation.
  • Access Settings Panel: Allows for the initial access settings for Access Group and Available To to be set for an asset. After asset creation, users level 7 and greater who have access to the asset can modify asset access settings to configure approver settings.
  • Elements Panel: As elements are added to the form, they are shown in the Elements panel.
  • Email Messages Panel: Specify one or more email recipients to which information from the form submission can be sent. Variables from the elements are used.
  • Form Settings Panel: Required. Specify the Success Message and Failure Message that are displayed upon a failed or successful form completion.

How to create a new form

    1. Log into OU Campus.
    2. Navigate to the Assets list view by selecting Content > Assets from the global navigation bar. This area can also be navigated to from the File Navigation sidebar on the left of the screen.navigate
    3. Click the New button and choose Form from the drop-down or the modal that appears. The New LDP Form screen is displayed.drop-downnew
    4. Complete the Asset Info Panel: The Asset Info panel includes the following:asset info
        • Asset Name: Required. A descriptive, friendly name should be used that will help users select the appropriate asset to use. The asset name must be unique among sites within the account.
        • Description: Provide a brief description regarding the asset's intended purpose, usage, or content to help users select the correct asset, and to help organize and manage assets.
        • Tags: Add tags to categorize the asset. Tags can be predefined or defined by entering a text string. These are used to help manage assets by being able to filter or search by a tag, or a combination of tags.
        • Lock To Site: Determines whether the asset will be available on all sites or the site in which it was created. The default for CCRI is that forms are only available on the site in which they are created.

This information can be edited after form creation from the Assets list view > Edit menu > Properties or from the asset actions view via Properties > General Properties.

    1. Complete the Asset Settings Panel: The Access Settings panel is used to configure the Access Group and Available To settings for the initial creation of the form.asset settings
        • Access Group: Defines the group that has access to edit this asset.
        • Available To: Defines the group that has the ability to use the asset; i.e., insert it onto a page via the WYSIWYG Editor or Source Editor.

This information can be edited (by users with access) after form creation to also configure an approver. This is available from the Assets list view > Edit menu > Properties or from the asset actions view via Properties > General Properties.

    1. Add form elements from the Form Elements Panel and fill out all necessary fields. Every form must include at least one element. The elements are the building blocks for the form. Form elements can be added from the Elements toolbar by clicking the Add icon or simply by dragging the element to the Elements panel. There are eight different elements available for form customization. Each element has a Label and a Name.

elementsTo learn more about these elements and their individual functionality, visit the Form Elements page.

The Label is what the element is called on the form. The Name is the elements unique identifier that can be used in different parts of the form. The name will be automatically generated when you fill in the Label, but the name can be changed as long as there are no special characters or spaces. Choose wisely, once you save the name it cannot be changed.

The advanced field in form elements:
        • fieldset_start=true : This advanced field starts a section within the form, using sections can benefit your user by making roles of the form clear.
        • fieldset_end=true : This advanced field ends a section within a form. If the form has an element with fieldset_start=true in the advanced area, then fieldset_end=true must be present in one of the elements following it.
        • fieldset_label=header : Used as a header for a fieldset, changes whatever the label is to whatever comes after the = (e.g. Please provide the following information) (e.g. of advanced field used correctly: fieldset_label=Please provide the following information;) always add a semicolon after each advanced field that is used

Default Text is text that will automatically show up in the field so the user can have an example of what is needed *Please note: if you use default text within a field that is required, the form could be accepted even if the default text is left in the text area. This is because the default text could fit the validation description.

If you check the Required box then that specific Form Element is required and the form cannot be submitted without it.

The Validation drop-down will determine if what the user submitted for the Element is valid:required

        • If Email Address is selected it will look for username@name.edu/com/org/etc…
        • If Minimum Length is selected it will prompt you to select the minimum number of characters that should be entered in the Element
        • Regular Expressions require knowledge of how of how it works; the average user doesn’t need to use Regular Expressions

Failure Messages are for when the field is required and display if the field is not filled out correctly or at all.

You can add items to a Drop-Down, the first item should be a descriptor, (e.g. Choose an item), the other items should be list items for the user to choose from. There is a preview available to check how the drop down will look in the form.

Confirmation and form results emails
  1. Upon completion of the form, an email can be sent to have the form submission results emailed to one or more recipients. Add an email message by clicking the Add button. Adding additional email messages can also allow for defining a different message to be sent to specific email addresses. A variable can be used to pass the email address of the form submitter.add email
      • To: Defines a recipient or recipients for the email to be sent to. More than one email recipient can be added by separating each with a semicolon (;). Note that a semi-colon must be used; a comma or space will break the form.
      • From: Specify the email address that should appear as the sender.
      • Subject: The subject line should be included in order to help the recipient classify the email.
      • Body: To include the results of the form submission, the value of the Name field of an element can be passed. The syntax for this is to encapsulate the value in two sets of braces. For example, if the Name of an element is defined as comments, then include {{comments}} in the Body of the email. These variables can also be included in the To, From, and Subject fields. After entering the opening braces, a pick-list becomes available with the value of the variables. There is a 3,000 character limit on email messages.
  2. Form Settings allows users to create custom system messages that display upon a failed or successful form submission to the database. The following elements are displayed in Form Settings:form settings
      • Success Message: The success message presents a field where the message that displays when a form is submitted successfully can be configured.
      • Failure Message: The message that displays when there is an error with form submission is configured here. A list of issues that are preventing the page from being submitted is also included in the message.
      • Save Results: By default, this option is selected. When this option is selected, all form submissions are saved to the form submission archives.
  3. When complete, click Create to commit the settings and save the asset.

Viewing form submissions

When users complete a form created with an LDP Form Asset, the results, aka the form submissions, are sent to the database, and if so configured, emailed to specified users. Administrators can view these results on the Form Submission screen.

To learn more about viewing form submissions, visit the Form Submission page.

Need Help?

This tutorial is much simpler than it looks, but if you feel you need one-on-one or group training on creating forms, email webservices@ccri.edu.


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Last Updated: 9/15/17