Forms
Tip
Only releases with enhancements or resolved issues for this module have content below.
2026.2.1
Jenzabar One Web Forms is Now Available!
Note
New licenses are not needed to access J1 Web Forms. It is automatically available in the Connect hub.
Jenzabar introduces J1 Web Forms, a new centralized tool for building, distributing, and managing forms within J1 Web. It brings familiar Campus Portal Forms functionality into J1 Web while expanding capabilities through data sets, workflows, automations, and role-based access controls, Form builders have an intuitive workspace for designing dynamic, data-driven forms.
Forms can collect information from advisors, employees, registrars, departmental staff, and other J1 Web users and route submissions through J1 Web Workflow for approval. They can be used for requests such as name changes, W-2 reissues, and office supply orders. Completed submissions can be stored in Document Storage for record keeping or to initiate automated communications and tasks.
Build Dynamic, Data‑Driven Forms
Form designers can create forms using familiar components such as text boxes, radio buttons, checkboxes, date/time pickers, drop‑downs, essays, labels, placeholders, and buttons using the new Manage Forms page.
Forms support:
Multiple tabs and tab orientation
Required fields, validations, default values, and alignment controls
Dynamic options and lookups powered by Form Options and Form LookUp data sets to auto‑populate fields, cascade options, and tailor form completer experiences based on institutional data
Tip
Data sets are similar to Campus Portal Forms data sources.
Rules that respond to user selections or field values
Custom submit buttons or automatic submit button insertion
Assign Forms in Multiple Ways
Forms can be assigned manually or automatically:
From the Manage Forms page
Using the Create New Communication window and new Form To Do option
Via the new Forms blocks on module Summary pages
Through workflows that include form‑completion To Dos
Through automation plans that initiate form tasks
Assignments can target individuals, data sets, or workflow participants, ensuring forms reach the right form completers.
Review and Manage Submissions
From the new Manage Submissions page, Form reviewers can:
View submissions
Filter submissions by field, response, workflow, or status
View downloadable/printable PDFs
Save submissions to Document Storage
Associate submissions with workflows
Delete submissions when appropriate
Submission management is centralized, unlike Campus Portal where form submissions can be accessed in multiple locations.
Integrate Forms with Workflows and Automation
J1 Web Forms can initiate automated processes when a form is submitted using the new J1 Web Form Submitted system event.
When the selected form is submitted, the automation plans can:
Send emails, notifications, or texts
Assign To Dos
Run stored procedures
Trigger workflows that include their own automation plans
Apply rules‑based updates
Execute Power Automate flows (e.g., provisioning accounts for new employees)
Workflows can also assign forms to users or require form completion as part of a staged approval process.
Import and Export Forms
Schools can import Campus Portal Forms or share J1 Web Forms between environments (e.g., Test/Play and Live/Production). Imported forms include all components, but environment‑specific configurations like data sets, workflows, and module access codes must be reviewed and updated before publishing and available for use.
Access and Permissions Model
Access to J1 Web Forms is controlled through roles, permissions, and module access codes.
Forms permissions control who can manage forms and who can review submissions.
Module access codes determine which automation plans, forms, data sets, workflows, and interactions form designers can access.
Document Storage permissions determine whether which Forms users can save or view stored submissions.
Users who only complete forms do not need access to the Forms module; they can complete assigned forms from module Summary pages or their To Do List.
Comparing Campus Portal Forms and J1 Web Forms
Campus Portal Forms | J1 Web Forms |
|---|---|
Forms for Campus Portal only users: Students, Candidates, Job Applicants, etc. | Forms for J1 Web only users: Faculty and Advisors, HR personnel, Student Life employees. |
Called Questions/Fields. | Called Items. |
Forms available in different instances of the Forms feature across the Campus Portal. | All forms are available in a centralized location (Manage Forms page). |
Form submissions reviewed from the Form Approvals feature and the Desktop Process Internet Submissions window. | Form submissions are reviewed from a centralized location (Manage Submissions page). |
Form Approvals feature controls the form approval process. | J1 Web Workflow will be used to control the form approval process. |
Uses Literal String Replacers. | Unavailable with J1 Web Forms. You can use LookUp data sets in place of Literal String Replacers. |
Cascading options (e.g., selecting a state controls counties options in another field) use hashtags. Radio button and checkbox questions couldn't use the cascading feature. | Options tab and Form Options data sets let you create cascading options. Hashtags aren't available, but plain SQL parameters can be used. Issues with using cascading options for radio button and checkboxes are resolved. |
Data sources drive option lists and lookups. | Data sets drive options and lookups. |
Context Manager and Access Control Lists control access to forms. | Forms permissions control access needed to manage forms and review form submissions. Module access codes control access to the forms themselves. |
In Campus Portal, Forms blocks list all forms available to users to complete. | Forms can be assigned in multiple ways:
|
Map statements that generate insert statements via SQL stored procedures. | Associated workflows run stored procedures. Data Management to save to custom tables (future release). |
Submit button must be manually added to the form. | Automatically adds a submit button if you do not. You can add your own custom submit button. |
Setup
Forms Permissions
Form-building and submission-review permissions are managed through the new Jenzabar-provided Forms role.
Users managing the forms or reviewing form submissions must be assigned to customized versions of the Forms role.
Users completing forms only need the module access codes associated with the form enabled.
Document Storage Permissions
Users designing forms need access to the appropriate categories and types when setting up the forms. When a form is configured to save to Document Storage, all submissions will be saved there.
Users reviewing form submissions that may save individual submissions need access to the appropriate categories and types when reviewing the forms. Individual form submissions can be saved to Document Storage when a form is not configured to save to Document Storage.
Data Sets
Evaluate or create data sets needed to drive form information, assign forms, assign workflows associated with forms, and populate dynamic options.
Drop-down, essay, hidden, and textbox field types use the new data dictionary "Form LookUps" type to complete other fields based on information the form completer enters or selects.
Checkbox, drop-down, radio button, and textbox field types use the new data dictionaries "Form Options" type to to populate lists such as cities, states, and course catalogs.
People/organization list data sets can be used to assign form-completion To Dos to users in the system. For example, a New Employees data set can assign all new employees a To Do to complete a Contact Information form.
If forms will go through an approval process, create the workflows needed and be sure the user setting up the form has access to it.
If a form submission will kick off an automation plan with interactions such as emails, texts, notifications, To Dos, etc., ensure the needed interactions and J1 Web Form Submitted system event automation plan have been created.
If automation plans will include assigning a form, create the appropriate templated Form To Dos.