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OU Campus Live Delivery Platform's Form Builder

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Form Asset Overview

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

Creating a Form Asset

Within assets is the ability to create a Managed Form Asset. Within the asset creation screen a user accesses multiple elements to include on the form. Users can also choose to have the results of form submissions emailed to one or multiple recipients. Once the Managed Form Asset has been created, users can insert the form onto a page via the WYSIWYG. To create a new Managed Form Asset:

  1. Navigate to the Assets list view by selecting Content > Assets from the global navigation bar.
  2. Click the New button and choose Form from the drop-down. This opens the Managed Form creation screen.
  3. Add form elements and fill out all necessary fields.
  4. When complete, click Create to commit the settings and save the asset.

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.

The New LDP Form creation screen displays the following elements:

  • Menu: Allows users to quickly navigate to a specific section on the form creation page.
  • Elements Toolbar: Contains multiple drag and drop form elements for use in the creation process.
  • Asset Info Panel: Allows users to modify the asset's basic metadata information.
  • Access Settings: Allows administrators and users to define asset permission levels.
  • Elements: Displays a preview of all currently included form elements.
  • Email Messages Panel: Allows users to include an optional email message after the user has completed the form.
  • Form Settings Panel: Allows users to modify the system messages that are displayed upon a failed or successful form completion.

Asset Info Panel

Users control an asset's basic metadata properties using the Asset Info panel, which displays the following elements:

  • Asset Name:Name the asset. A descriptive, friendly name should be used that helps user select the appropriate asset to use.
  • 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. 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:When checked, the asset will not be available for use outside of the site it is created in. PLEASE NOTE: checking this box does NOT prevent other users from editing your asset. You should always change the access group to your site's group name.
Asset Info Panel
Figure 1. Asset Info Panel

Access Settings Panel

Users control an asset's permission level using the Access Settings panel, which displays the following elements:

  • Access Group: Defines the group that has access to edit this asset. ALWAYS SET THIS!!
  • Readers: Defines the group that has the ability to use the asset.
Asset Access Settings Panel
Figure 2. Asset Access Settings Panel

Elements Panel

Users customize their forms using the Elements panel. All form elements can be added from the Elements toolbar by clicking the Add icon or simply by dragging and dropping the element into the Elements panel. There are six different elements available for form customization. To learn more about these elements and their individual functionality: See Form Elements section at end of document.

Elements Panel
Figure 3. Elements Panel

Email Messages Panel

Users create an email message to have the form submission results emailed to one or more recipients. The number of recipients can be modified by clicking the Add button to include additional users or the X Icon in the corner of each recipient's panel to remove them.

  • To: Allows users to define a recipient for the email to be sent to. More than one email recipient can be added by separating each with a semicolon (;)
  • From: Allows users to define who the message is originally from.
  • Subject: Allows users to create a subject line for the email.
  • Body: Users include an optional message to be sent with the email.
Email Messages Panel
Figure 4. Email Messages Panel

Form Settings Panel

Form Settings allows users to create custom system messages that display upon a failed or successful form submission in the OU Campus system. The following elements are displayed in Form Settings:

  • Success Message: The message that displays to users after they have successfully completed a form submission.
  • Failure Message: The message that displays when there is an error with form submission. A list of issues that are preventing the page from being submitted is also included in the message.
  • Saved Results: By default, this option is selected. When this option is selected, all form submissions are saved to the form submission archives.
Form Settings Panel
Figure 5. Form Settings Panel

Viewing Form Submissions

When users complete a form created with the Managed Forms Asset, the results or their form submission are sent to the form submission archive. Administrators can view these results on the form submission screen. To learn more about viewing form submissions: Form Submissions.

LDP Form Elements

There are six different form elements that you can use within your LDP Form.

  1. Single Line Text (input type = 'text')
    1. Will provide visitors with a single line text field (250px wide) in which to input data.
    2. Can be marked as required.
    3. Default text can be entered. It will be auto-populated when the form is pulled up.
    4. You can add extra validation, available types are listed below.
    5. We have built in some special fields to insert various pre-formatted items within your form.
  2. Multi-Line Text (textarea)
    1. Will provide visitors with a text area block which will allow users to input much more data (250px wide and 100px height)
    2. Can be marked as required.
    3. Default text can be entered. It will be auto-populated when the form is pulled up.
    4. You can add extra validation, available types are listed below.
  3. Radio Buttons (input type = 'radio')
    1. All users to only select one of the listed radio buttons.
    2. Default answer can be selected.
  4. Checkboxes (input type = 'checkbox')
    1. Allows users to select any number of the checkboxes listed.
    2. Default answer can be selected.
  5. Drop-Down (select)
    1. Gives users a drop down selection area where they can choose one answer.
    2. Default answer can be selected.
  6. Multi-Selection (select multiple = 'multiple')
    1. Gives users a multiple selection option. Will display all possible choices where users can select more than one answer.
    2. The following will be displayed under your label 'Hold down ctrl key to select multiple answers and to un-select an answer'.
    3. Default answers can be selected.

Element Attributes

  • Required - Checking the box next to Required will make the element required. An error message will be displayed on the form if this element is checked and nothing is filled out or selected.
  • Default - If text is inserted into the Default section for Single Line Text or Multi-Line Text if will display in that element on the form. You can also default select a value for the Radio Buttons, Checkboxes, Drop-Down Selection and Multi-Selection.
  • Validation - Currently there are three validation options. If validation is selected and you want it required as well you must check the Required checkbox. You can insert an error message below the Validation to be displayed if the form is not filled out properly for that form.
    • Email - This will validate that the entered text contains the @ symbol. This will not validate that it is a UIW email address.
    • Minimum Length - This will validate that the number of characters entered into the input will be the minimum number you enter.
    • Regex - This will allow you to enter a regular expression to validate against the information entered. Below are some examples.
      • To validate a phone number with the following layout xxx-xxx-xxxx you would need to enter ^(\d){3}-(\d){3}-(\d){4}$
      • To validate for a uiw email address you would enter the following: ^([A-Za-z0-9\.-]+@uiwtx.edu)|([A-Za-z0-9\.-]+@topper.uiwtx.edu)$
      • To validate a date with the following format MM/DD/YYYY you would enter the following: ^([0-9]|0[0-9]|1[0-2])\/(0[0-9]|[1-2][0-9]|3[0-1])\/[0-9]{4}$
  • X (top right of element) - Used to delete an entire element
  • X (beside each option) - Use the red circle with a line through it to delete an option within a Radio Button, Checkbox, Drop-Down Selection or Multi-Selection.

Form Submissions

When users complete a form created with the Form Asset and leave the Save Results box checked, the results or their form submissions are sent to the form submission database. Additionally, users have the option to send a copy of the form submission to external email addresses. Users can view these results on the form submission list view. This screen includes the following elements:

  • Number of items submitted through the form
  • CSV: Allows users to export all results displayed on the form submission screen to an external spreadsheet file.
  • ID: An arbitrarily defined ID as a unique identifier.
  • Submission Date: The date the user submitted their form results to the OU Campus system.
  • IP Address: Shows the IP address from which the user is viewing the current page.
  • Delete: Allows users to delete individual form submissions.

Deleting Form Submissions

To delete an individual form submission from the list view:

  1. Navigate to form submission list view by selecting Content > Assets from the global navigation bar. Hover over the target LDP Form Asset and choose Form Submissions from the Review menu.
  2. From the form submission list view, select the Trash Can Icon on the target form submission row.
Deleting a Form Submission
Figure 6. Deleting a Form Submission

Exporting Form Submissions

To export the form submission list view results to an external spreadsheet:

  1. Navigate to form submission list view by selecting Content > Assets from the global navigation bar. Hover over the target Managed Form Asset and choose Form Submissions from the Review menu.
    Selecting Form Submissions from the Review Menu
    Figure 7. Selecting Form Submission from the Review Menu
  2. In the form submission list view, click the CSV button. The list view will automatically be converted into a spreadsheet and downloaded to the user's default downloads folder as defined in their web browser's settings.

Proper Credit for this documentation goes to Western Kentucky University Information Technology (OU Campus – Self Help web site)