Forms Setup Checklists
Setting up J1 Web Forms requires preparing your environment, configuring permissions, establishing the data sets that drive dynamic form behavior, and ensuring workflows and automation plans are ready to support form routing and follow‑up actions. Use the following checklists to guide your implementation from planning through deployment.
Before You Get Started
Verify your school is at version 2026.2.1 or later to access J1 Web Forms.
Identify all forms currently in use at your school. Because Forms can be added to multiple Campus Portal pages, review each instance and document the forms and their owning departments.
This provides a baseline for prioritizing the forms you will import/create in J1 Web.
Rebuild any FormBuilder forms in Campus Portal Forms.
FormBuilder support ends May 2027. Jenzabar provides templates for Admissions Inquiry and Admissions Application forms, with Employee Application and Student Request templates coming in future releases.
Determine who needs access to the Forms module and related components.
Individuals who only complete forms do not need access to the Forms module.
Form designers need access to relevant data sets and, if they will create data sets, permissions to manage them.
Submission reviewers need permissions to review submissions and, if applicable, save them to Document Storage.
Identify which data sets will be needed to assign forms or drive dynamic form behavior.
Identify automation plans you may want triggered when a form is submitted (e.g., emails to submitters, To Dos for reviewers).
Identify workflows you want to initiate when a form is submitted or that should assign forms to users.
Forms Setup
Document Storage
If submissions will be saved to Document Storage, ensure the correct document categories and types are configured in Desktop (Document Storage Setup).
Grant J1 Web Forms users the appropriate Dir, View, and Add permissions for those categories and types
Data Sets
Create data dictionary data sets classified as Form LookUps. These can automatically complete other fields on the form based on information the form completer enters or selects. For example, looking up an ID Number can complete name information.
Create data dictionary data sets classified as Form Options. They are ideal for commonly used lists such as cities, states, counties, course catalogs, majors, etc.
Evaluate and create Affiliation data sets to assign form-completion To Dos to users (e.g., new employees).
Evaluate and create People/organization list data sets to determine who receives a form assignment.
Roles and Permissions
Create custom forms roles and add users to them (System Administration, Manage System Users and/or Manage System Roles).
Ensure form designers and managers have the appropriate general J1 Web permissions.
Grant roles and permissions the appropriate module access codes (System Administration, Manage System Roles, Edit Role, Module Access tab).
Module access codes control who can work with different forms based on the roles they belong to. Access codes are associated with J1 Web roles, and roles can have multiple access codes enabled. Adding a user to different roles grants them access to any forms associated with the codes accessible to those roles.
Ensure users setting up forms have access to any workflows associated with those forms.
Workflows, Interactions, and Automation
If workflows will assign forms or manage approval processes, create the required workflows.
If workflows will send emails, notifications, or To Dos, ensure the necessary interactions and interaction plans exist and are associated with the workflow.
If form submissions will initiate automation plans, ensure those plans and their interactions are created and available.
If forms will be updating the form submitter's data and not just collecting information for someone to review, set up data processing templates.
Documents and attachments? Do they need permissions to PDFs in Core, Campus-wide Def, Documents and Attachments?
Test each form end-to-end in your Play/Test environment. Complete, submit, review, and save forms to Document Storage before adding them to your Live/Production environment and making them available to form completers.
Tip
Use the export/import feature to move your forms from the Play/Test environment to the Live/Production environment.