FormFlow Feature Specific Setup
Note
The following steps are specific to the Forms and Workflow features and can be completed in any order. Note that the steps are completed in the Forms feature, but their setup is also required for the Workflow feature.
Important
Information and features vary according to the roles to which you belong and the permissions associated with those roles. For more information, contact your module manager or your campus support team.
Note
Connecting a form with a database requires SQL setup. Default forms provided by Jenzabar have many database connections already established. If you want to link forms to other database fields, your system administrator will need to create a stored procedure to do that.
Note
Any database connections you set up are available to all forms within any Forms or Workflow instance in your Campus Portal.
Database connections let you exchange information between your form and the J1 database, a custom ICS NET table, or your own custom table. Database connections use ODBC connection strings. When J1 Desktop and the Campus Portal are installed, a J1 database connection is created for you based on your Campus Portal Site Manager settings. Jenzabar recommends verifying the connection string before using the form, and deleting, updating, or creating different connections as needed. If you import a form and no database exists, the feature will create a database but will not provide a connection string. An administrative user will have to manually update the connection string.
Caution
Using a standard ODBC connection string to SQL Server requires that TLS 1.0 be enabled on the server. Some security standards require that TLS 1.0 and TLS 1.1 be disabled on the server and force the use of TLS 1.2.
Connection strings with the driver set to “SQL Server” will not work when connecting to a server with TLS 1.0 disabled. To fix the issue and ensure compatibility moving forward, the connection string driver should be updated to reflect the current version of SQL Server Native Client that is installed on the Campus Portal web server. An example connection string is below:
DRIVER={SQL Server Native Client12.0};
SERVER=myserver;UID=te_pgmr;PWD=password;
DATABASE=TmsePrd;Application Name=FormFlow - Forms;This currently only impacts customers that have the requirement to disable TLS 1.0. However, it is recommended that all clients follow this practice to avoid compatibility issues moving forward.
Tip
Ensure the user specified in the database connection string has permission to access the objects defined in your data sources, mapped statements, or stored procedures.
Additional Resources
Important
Information and features vary according to the roles to which you belong and the permissions associated with those roles. For more information, contact your module manager or your campus support team.
You can set up FormFlow to allow users to create a temporary guest account to access the FormFlow forms. The guest account lets them save and return to partially completed forms and view previously submitted ones. This is typically for users that do not have a Campus Portal account.
The My Forms guest account can only be used to access FormFlow - Forms; it does not let the user access any of the other features in your Campus Portal.
Note
The password uses the same validation configuration used for your Campus Portal passwords, but is not a user's Campus Portal password. Password validations can be defined in the Site Manager > Authentication Settings. For additional information about setting up password validations, see the JICS Administration Guide.
Caution
Ensure that only forms you wish for guest users to access are added to your guest accounts.
Log in as the Campus Portal administrator.
Navigate to the page containing the FormFlow - Forms feature.
From the Admin Toolbar, click Settings.
If the page has multiple features, go to the drop-down and select the FormFlow - Forms feature.
From the Access Type drop-down option, select External Signup.
In the Login Instructions field, update or enter information you want show form users (e.g., a brief overview of the feature or instructions on how to set up or log in with their temporary account).
Click the Save Changes button.
Note
When external users access the form via a direct link to the form, users are directed to the My Forms sign in page and can either log in to their existing account or create a temporary account.
Log in as the Campus Portal administrator.
Navigate to the page containing the FormFlow - Forms feature.
From the Admin Toolbar, click Settings.
If the page has multiple features, go to the drop-down and select the FormFlow - Forms feature.
In the Password Reset Email Subject field, enter the subject of the Password Reset email that is sent out to users.
In the Password Reset Email Body field, enter the email body text that is sent out to users.
Tip
Use @@Password as a placeholder for the user's new password. Use @@ReturnURL as a placeholder for the return url. HTML tags must be used to format your login instructions.
Click the Save Changes button.
Log in to the Campus Portal as an administrator and navigate to the page with FormFlow - Forms.
From the Admin Toolbar, click Access.
Click on the Guest Campus Portal role to open the permissions pop-up.
Click the toggle to Visible if the page is hidden from guest users.
Caution
You should not give Guest users any additional permissions other than making the page visible to them.
Click the Back to... button to return to the previous page.
Important
Information and features vary according to the roles to which you belong and the permissions associated with those roles. For more information, contact your module manager or your campus support team.
Adding a File Upload question to your form lets form users upload a file as a part of completing the form. You can determine what file upload types are allowed and where files will be stored. File size limitations are determined by your school’s Internet Information Services (IIS) configuration, which is typically 2GB. Schools licensed to use Candidate features can also map this question back to the J1 Process Internet Submissions window where it can be reviewed, processed, and added to a candidate's record.
There are four basic steps to allow file uploads:
Define where files will be stored on the web server
Add a File Upload question to your form
Limit types of allowable file uploads (Optional)
Specify a file naming convention for uploaded files (Optional)
You can also use the J1 Mapping feature for file uploads with these additional steps for J1 Desktop.
Important
The mapping to J1 feature is only available for schools licensed to use Candidate or Student features.
Verify or connect to your school's database
Tip
For additional information, see Database Connections.
Verify or set up Attachment Use Codes in J1 Desktop
Verify or set up file extensions available with the Attachment Use code in J1 Desktop
Map the File Upload question to the appropriate J1 Desktop table
Log in to the Campus Portal as an administrator and access FormFlow - Forms.
Click Manage Forms.
Click on the form you want to update. The admin view of the form displays.
Click Form Settings to open the Form Information pop-up.
Click the Settings tab.
In the File Upload Root field, enter the path to the Campus Portal server location where the files will be stored.
Note
Permits @@SubmissionID only. @@SubmissionID will be replaced in the File Upload Root path with the form’s submission ID when the form is submitted. If you use this variable in the upload path, a folder will be created using the unique ID of the form. For example, if you want all Transcript Requests to go in the same network file share, but you want each submission in its own folder, you could make the path C:\Transcript Requests\@@SubmissionID.
Click Save.
Log in to the Campus Portal as an administrator and access FormFlow - Forms.
Click Manage Forms.
Click on the form you want to update. The admin view of the form displays.
Right-click on the file upload question and select Properties to open the Edit Item pop-up.
Click the Settings tab.
In the Allowed Extensions field, list the file types you will allow an applicant use to upload their documents (e.g., .docx, .pdf, etc.).
Click Save.
Log in to the Campus Portal as an administrator and access FormFlow - Forms.
Click Manage Forms.
Click on the form you want to update. The admin view of the form displays.
Click the ellipsis on a question and select Edit.
Click the Settings tab.
Enter a naming convention for uploaded files in the File Name Format field.
Tip
You can use literal string replacers to use information from the form to make the naming convention unique.
Click Save.
Log in to J1 Desktop and access the Attachment Type Definition window.
Right-click and select Add Row.
In the Attachment Type Code field, enter a unique code that can be used to identify the attachment when you associate file extensions with it (e.g., APP_ESSAY for application essays).
Enter a Description for the attachment type.
From the Use Code drop-down, select AD_CANDCY.
Repeat Steps 2 - 5 for each attachment type you want to allow.
Save.
Log in to J1 Desktop and access the Make File Extension Available for Attachment window.
From the Attachment Use drop-down, select AD_CANDCY.
Select the Make Available checkboxes for the attachment types you want to allow form users to submit and to be mapped to the J1 Process Internet Submissions window.
If a particular file attachment type isn't listed:
Click the Create a new file extension link. The Define Allowed File Extensions window appears.
Right-click and choose Add Row.
Enter the file type extension.
Enter the appropriate description.
Save.
Close the Define Allowed File Extensions window.
Save.
Tip
If you are using the online application template, the mapping to the Internet Processing window is already set up for you.
Log in to the Campus Portal as an administrator and access FormFlow - Forms.
Click Manage Forms.
Click on the form you want to update. The admin view of the form displays.
Right-click on the file upload question and select Properties to open the Edit Item pop-up.
Note the question's Unique ID on the Definition tab.
Click Cancel to close the Edit Item pop-up.
From the Tools menu, select J1 Mapping Tool to open the Internet Submissions Mapping page.
From the Form Type drop-down, select the type of form you are mapping.
Tip
If you are working with an online admissions application, select Admissions Application.
Select the table where you want to store the attachment.
Tip
Only tables that can be mapped to the J1 Process Internet Submissions window for the selected form type are available.
Note
This allows the attachment to be viewed from select J1 Desktop windows.
Click Add New Row.
Find the table column to be mapped to the attachment.
From the corresponding drop-down, select your form question's Unique ID.
Click Save.
Click Done.
There are restrictions to who can download files that are uploaded in FormFlow - Forms. You must have Can review permissions to the FormFlow - Forms feature where the file was originally submitted. Additionally, at least one of the following conditions must be met:
You are the original person to submit the form
You are a Campus Portal administrator
You have administrative permissions to the FormFlow - Forms feature where the original submission was submitted
You have Can view report or Can admin this portlet permissions to the FormFlow - Form where the original submission was submitted
You are an approver assigned in Workflow to approve the document
Important
Information and features vary according to the roles to which you belong and the permissions associated with those roles. For more information, contact your module manager or your campus support team.
You can collect fee payments and donations from your online application form by:
Setting up a payment profile
Mapping information such as name and address the form user enters on the form to the payment feature (Optional)
Assigning the payment profile to your form's submission button to send it to the payment feature
Fee Waivers
If you are collecting payments, your school may also choose to provide fee waivers. You can associate waiver codes with a hard-coded data source or store them in a custom table.
For these features to work:
You must have a connection to the J1 database set up in FormFlow.
Tip
This step should have already been completed if you set up your database connections.
You must have read/write access to the J1 database tables the form is accessing and collecting waiver code information from or saving information to.
Note
When an applicant enters a waiver code you have entered in your database, they will be able to complete the submission process without being charged the application fee.
Right-click on your form's submission button and select Properties. The Edit Item window appears.
Select the Rules tab.
From the drop-down options next to the Payment: Use Profile drop-down, select the profile you want to associate with the form.
Click Save.
From the FormFlow main menu, click the Tools menu and select Data Sources.
From the Data Source drop-down, select JZB- Online Application Waiver Codes to use as an example.
Tip
Make a copy of the provided JZB - * data sources as they may be overwritten in a future release.
From the Use Database drop-down, select the database you are using to store the waiver codes.
Note
This could be your J1 database or another external database you are using with FormFlow - Forms.
In the Data Source Query field, update the Jenzabar-provided SQL query that honors the waiver codes as needed.
Click Save Data Source.
Click Done.
Access the Finish tab of the online application form.
Right-click on the Waiver Code question and select Properties. The Edit Item window appears.
Click the Settings tab.
Verify the Waiver Code Datasource field has JZB - Online Application Waiver Codes selected. If not, select it.
Click Save.
Note
When waiver codes are set up manually, you'll need to add two rules to the waiver question. One rule is applied if the form user doesn't have a waiver code, and the other is applied if they do have a waiver code.
Log in to the Campus Portal as an administrator and access FormFlow - Forms.
Click Manage Forms.
Click on the form you want to update. The admin view of the form displays.
Right-click on the Waiver Code question and select Properties to open the Edit Item pop-up.
Click the Settings tab.
From the Waiver Code Data source drop-down, select the blank option. This ensures the question isn't looking for a value from your database.
Click the Rules tab.
Click Add.
In the If answer value is field, enter *.
From the event drop-down, select Payment: Use Profile.
In the adjacent field, select the correct payment profile option.
Click Add.
In the If the answer value is field, enter the waiver code (e.g., FREE).
From the event drop-down, select Payment: Override Balance.
Enter '0' in the adjacent field.
Repeat Steps 12 - 15 if you have more than one waiver code.
Click Save changes.
Fees can be automatically calculated or added to payment amounts in a few ways.
When the Transaction Code for the Payment Profile has a miscellaneous charge code with a general payment convenience fee associated with it, that fee amount and/or percent is automatically added to the payment total. For more information about defining miscellaneous charge codes, see the Desktop help for the following windows:
When a Default Fee is defined, that amount is added to the payment total during checkout.
If the form uses the Balance Calculator to determine the final payment amount and a fee is included in the formula, the total payment amount will include the fee.
Important
Information and features vary according to the roles to which you belong and the permissions associated with those roles. For more information, contact your module manager or your campus support team.
Use the Form Login Pages tab of the Site Manager to create and view forms that display to your users when they log in. You can create an unlimited number of form login pages, and they’re displayed to users in the order you set.
Caution
Make sure the queries that determine form display are efficient so that users can log in quickly.
Existing form login pages are displayed in a table. You can see the form’s name, whether it’s required and/or active, and when it displays to users (if applicable). You can also delete forms from this list. Use the Order arrows to prioritize how forms are displayed to users or click on a form to edit it or see more details, including its target roles and which users access is limited to.
Note
Form login pages don’t have the following features typically available in FormFlow:
Accepting a payment
Display a thank you message on finish
Redirect to an external URL on finish
Log in to the Campus Portal as an administrator.
From the profile drop-down options, select Site Manager.
From the Site Manager side menu, click Form Login Pages.
Click the Add login page configuration button.
From the Form to use drop-down menu, choose a form to associate with this form login page.
Complete the Login Page Settings section.
Required: The required option is set to Off by default. Click the option to On to require users to complete the form after they log in. When Required is set to On, after logging in users must either complete the form or log out of Campus Portal.
Roles: Click Edit to open a pop-up with a list of your organization’s available roles. Choose the roles you want to associate with this form login page and click Done.
Complete the Form Settings section.
Caution
These settings are populated based on the selection in the Form to use field. Changing settings in this section also updates the selected form.
Limit access to: Use the drop-down to limit who sees this form login page. If no query is selected, the form displays to everyone in the selected roles when they log in until they complete the form. If a query is selected, the user could possibly be prompted to complete the form multiple times as long as their ID is found in the query results. This allows schools, for example, to ask students to fill out the consent form once per term. If they have a consent submitted during a particular timeframe, then they won't get prompted again. Once the timeframe expires (i.e., the new term has started), then they are prompted to submit it again for the current term.
Active: The active option is set to On by default. Click the option to Off if you don’t want the form login page to display to users.
Start and End: Set the dates and times to display the form login page to your users.
Note
A form login page must be Active and the current date must be between the start and end dates for it to display to users.
Click Save.
Log in to the Campus Portal as an administrator.
From the profile drop-down options, select Site Manager.
From the Site Manager side menu, click Form Login Pages.
Click the name of a form to view or make changes to the settings.
Log in to the Campus Portal as an administrator.
From the profile drop-down options, select Site Manager.
From the Site Manager side menu, click Form Login Pages.
Click the name of the login page form you want to edit.
Make changes as needed and click Save.
Log in to the Campus Portal as an administrator.
From the profile drop-down options, select Site Manager.
From the Site Manager side menu, click Form Login Pages.
Locate the form login page you want to delete and click the delete icon at the end of the row.
Click Yes on the confirmation pop-up.
Tip
Click No or the x in the corner of the pop-up to navigate back to the Form Login Pages list without deleting the form.
The form login page displays in the Form Login Pages list. If the login page is active and the current date is between the start and end dates, the page displays to associated users when they log in to Campus Portal.
After the user enters their log in credentials, the required form displays. The user can then either complete the form, submit it, and continue to Campus Portal or choose not to complete the form and log out of the system.
The login pages are presented to the user in the order defined on the Form Login Pages list. A form login page must be Active and the current date must be between the start and end dates for it to display to users.
It’s possible for the form associated with a login page to be deleted from the FormFlow-Manage Forms page. When that happens, the login page is also deleted.
Note
If a user decides to delete a form associated with a login page, a warning displays to let them know that there is an associated login page and that the page will be deleted along with the form.
Important
Information and features vary according to the roles to which you belong and the permissions associated with those roles. For more information, contact your module manager or your campus support team.
Important
The USPS Zip Code Lookup feature is only available for schools licensed to use Candidate features.
USPS retired their older version of Web Tools API in January 2026 and replaced it with a new set of APIs. Jenzabar clients using this feature will need to complete the following:
Note
Detailed steps for each of the following is available in the How To section below.
Log in to your USPS Business Account and use those credentials to create a Developer Account if you do not already have one.
With your Developer Account, access the Customer Onboarding Portal (COP) dashboard and add Jenzabar as an app. Once Jenzabar is added as an app, you'll be provided with your new Consumer Key and Consumer Secret credentials.
Copy your new Consumer Key and Consumer Secret credentials for adding to the Campus Portal database.
Enter your new USPS credentials and the updated API URL in the Campus Portal database (FWK_ConfigSettings table). With 2026.1, the following API URL is available: https://apis.usps.com.
Sample script to update the FWK_ConfigSettings table with your updated credentials and the new API URL.
Note
No INSERT is needed because the Category and Key rows are created when you upgrade to Web Application Services 2026.1.x or higher.
This SELECT statement gives the Category and Key rows to update:
SELECT *
FROM FWK_ConfigSettings
WHERE Category = 'C_USPS'
ORDER BY Category, [Key]
These are the update statements:
UPDATE FWK_ConfigSettings
SET Value = ''
WHERE Category = 'C_USPS' and [Key] = 'API Url'
UPDATE FWK_ConfigSettings
SET Value = ''
WHERE Category = 'C_USPS' and [Key] = 'ConsumerKey'
UPDATE FWK_ConfigSettings
SET Value = ''
WHERE Category = 'C_USPS' and [Key] = 'ConsumerSecret'The USPS Zip Code Lookup feature lets users enter a zip code and auto-complete the corresponding city and state fields. Using USPS city and state information reduces data entry errors, ensures the information follows the same USPS-standardized format, and makes form completion easier.
Once the USPS Zip Code Lookup feature is set up, it does not have to be set up again for other forms.
To facilitate this feature, Jenzabar integrates with USPS Web Tools API, which requires a free registered USPS Business account.
Setup for this feature has five steps:
Create USPS accounts.
Create a USPS Business account and using your Business account credentials, sign up for a Developer account. Both are free and only need to be created one time.
Add your Jenzabar App and generate your USPS credentials.
Enter your USPS credentials in the Campus Portal Database configuration settings.
Add and configure the Zip Code and City/State Fields on your forms.
Set up Zip Code data validation (optional).
Note
URLs provided in this section were available with the 2026.1 release. USPS may update these links in the future.
Access the Create Your USPS.com Account website.
Sign up for a Business Account and then enter and verify your email address.
Users are sent an email with a Click here to complete your e-mail validation link that must be clicked to complete the process.
Once validated, you'll be asked to enter your school's address and contact information, and then verify the account. After validation, create a username and password.
To create your Developer Account, click this link: https://developers.usps.com/.
Click Sign Up. The Profile Details page appears.
Access the USPS Customer Onboarding Portal (COP) dashboard: https://cop.usps.com/cop-navigator?wf=API&showCC=false. The Terms and Conditions page appears.
Agree to the Terms and Conditions and click Continue. The USPS COP dashboard appears.
From the top menu options, click My Apps.
Click the Developer Apps tab.
Click the Add App button and complete the setup.
USPS shows the Consumer Key and Consumer Secret credentials you need to add to Jenzabar.
Copy the Consumer Key and Consumer Secret. You will enter these values in Campus Portal configuration settings later.
Verify the USPS API URL to enter in the Campus Portal configuration settings later.
Production Base URL: https://apis.usps.com
Testing (TEM) Base URL: https://apis-tem.usps.com
Tip
The following steps involve updating the configuration table. You may need to work with your IT administrator to make these updates.
Access your school's Campus Portal database.
Access the dbo.FWK_ConfigSettings table.
In the C_USPS API Url row, enter the USPS-provided API URL.
Notice
With 2026.1, the following API URLs are available:
Production Base URL: https://apis.usps.com
Testing (TEM) Base URL: https://apis-tem.usps.com
Previous versions used the following URL; however, it was retired in January 2026: http://production.shippingapis.com/ShippingAPI.dll
In the C_USPS Consumer Secret row, enter the USPS-provided consumer secret you copied in a previous step.
In the C_USPS Consumer Key row, enter the USPS-provided consumer key you copied in a previous step.
Click Save.
Restart the IIS (IISRESET) to apply the changes.
Tip
Jenzabar recommends performing this step outside business hours because restarting the IIS temporarily disconnects all active Campus Portal users.
Tip
If your form does not yet include a Zip Code field, you can return to these steps later.
Log in to the Campus Portal as an administrator and access FormFlow - Forms.
Click Manage Forms.
Click on the form you want to update. The admin view of the form displays.
Right-click on the Zip Code question and select Properties to open the Edit Item pop-up.
Click Settings.
From the Validation drop-down, select ZipCode.
Click Address Tools.
From the Populate City drop-down, select the Unique ID for your City form question. (The Unique ID appears in the question's Properties.)
From the Populate State drop-down, select the Unique ID for your State form question. (The Unique ID appears in the question's Properties.)
Click Save.
Tip
Jenzabar recommends setting up a zip code validation as a best practice. This ensures the user enters a valid zip code format; otherwise, the API cannot use it to find the corresponding city and state.
Log in to the Campus Portal as an administrator and access FormFlow - Forms.
Click Manage Forms.
Access the Data Validations page in one of the following ways.
Click Site Administrators. When the Site Administrators page appears, click Data Validation.
Click on the name of the form you are working with. When the form appears, select Data Validation from the Tools menu.
From the Tools menu, select Data Validation.
Select ZipCode from the Validations drop-down.
Note
Jenzabar provides a default pattern and error message for invalid zip code formats. You can customize the invalid message as needed.
Click Save Validation.
This feature is provided free of charge by USPS. You only need to create the needed USPS accounts.