Forms Setup Checklists
Setting up J1 Web Forms involves preparing your environment, configuring permissions, creating supporting data sets, and establishing any workflows or automation needed to support form processing. Use these checklists to guide 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 location 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. Additional templates including Employee Application and Student Request templates are planned for future releases.
Determine who needs access to the Forms module and related components.
Form completers/submitters: Individuals who only complete forms do not need access to the Forms module.
Form designers: Build forms and need access to relevant data sets and, if they will create data sets, permissions to manage them.
Submission reviewers: 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 window).
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 reviewers have the appropriate general J1 Web permissions.
Ensure users are roles with the appropriate module access codes enabled. Grant roles the appropriate permissions and module access codes (System Administration, Manage System Roles, Edit Role, Module Access tab).
Access to forms and related components such as workflows, data mapping templates, and data mapping templates is controlled through the module access codes associated with them. User access is gained through the roles they belong to that have the corresponding access codes enabled.
Ensure users setting up forms have access to any workflows associated with those forms.
Ensure users responsible for processing form submissions in the Data Management module have permission to the Import Processing Queue page and data mapping templates associated with the forms they will process.
Workflows, Interactions, and Automation
If workflows trigger automation plans, verify the required interactions and will assign forms or manage approval processes, create the required workflows.
If workflows associated with forms trigger automation plans (e.g., send emails, generate notifications or other To Dos), verify the required interactions and interaction plans exist. Ensure those interactions are associated appropriately.
If automation plans will include assigning a form, create the appropriate templated form To Dos.
If a form will collect information that must be saved in the database, create a data mapping template for it. Data mapping templates define how submitted form response are added or updated in the database.
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. Verify any workflows, automation plans, and Document Storage integration work as expected.
Tip
Use the Import/Export feature to move your forms from the Play/Test environment to the Live/Production environment.