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Forms Setup Checklists

Before You Get Started

  • Verify your school has upgraded to the latest version of J1 Web. You must be at least at version 2026.2.1 to access Forms.

  • Identify and create a list of forms currently being used at your school. Since the Forms feature can be added to multiple pages in the Campus Portal, you'll need to access each instance and evaluate the forms.

    This provides a baseline for prioritizing the forms you will import/create in J1 Web.

  • Determine who on campus should be responsible for creating and managing and reviewing form submissions. This helps determine which roles and permissions your users will need.

  • Consider which data sets might be needed for assigning forms.

Forms Setup

  • If forms will be saved to document storage, ensure the appropriate document categories and types are set up (Desktop, Document Storage Setup window) and that your Form Administrators can access them.

  • Evaluate/create data sets used in forms.

    • LooksUps use data dictionary data sets classified as Form LookUps.

      LookUps 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. 

    • Dynamic options use data dictionary data sets classified as Form Options. They are ideal for commonly used lists such as: cities, states, counties, course catalogs, majors, etc.

    • Affiliation data sets can be used to assign form To Dos to users in the system. For example, an Employee data set can assign new employees a To Do to complete a Contact Information form.

    • People/organization list data sets can be used to determine who is assigned to a form.

  • Create custom forms roles and add users to them (System Administration, Manage System Users and/or Manage System Roles).

  • Ensure users responsible for creating and managing forms have the appropriate Common permissions.

  • Grant J1 Web roles permissions to different 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.

  • 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 workflow associated with the form will include creating To Dos, sending emails or notifications, ensure the needed interactions and interaction plans are available and associated with the workflow.