Jenzabar Campus Portal Features Help Hub

Build a 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.

Manage Forms is the place where you can add tabs and questions/fields to your form, adjust the settings for the form and each question/field, and configure form-wide settings. You will start with Jenzabar-provided form templates, which you can customize as needed. These steps outline how to build a general form from scratch. If you want information about creating forms for events or online submissions, see the links at the bottom of the page.

  1. Log in to the Campus Portal as an administrator and access FormFlow - Forms.

  2. Click Manage Forms.

  3. Click Add Form to open the Add New Form pop-up.

  4. From the Choose a template drop-down, select Blank form.

  5. Click Create. A new form is created and the Form Information, Definition tab appears.

  1. In the Form Name field, enter a name for the form you are creating.

  2. From the Tab Orientation drop-down, select how you want the form tabs to appear to users completing the form.

    Note

    Each form has at least one tab even if your form is just one page long. You can add tabs to group similar questions or sections within the same form.

  3. In the Description field, enter any information you want form users to see. You can include instructions, contact information, or information someone may need to complete the form. This information can also be added before a form is available. You can also use @@ in this field to use a string replacer for looking up information.

  1. Click the Settings tab.

  2. Set up availability dates and times.

    1. Select a Start option.

      • Display later disables the date and time options for both start and end.

      • Display on lets you select a date and time to display the form.

    2. Select an End option.

      • No end date makes the form visible for an indefinite period.

      • End on lets you select a date and time to remove the form from view.

  3. To show a message to users before the form is available, enter it in the Message Before Start field.

    Notice

    This information can let form users know when the form will be available or provide contact information if they need assistance before the form is available.

  4. To show a message to form users when the form is no longer available, enter it in the Message After End field.

    Notice

    This information can let form users know the form is no longer available, provide alternative instructions, or provide contact information if they need additional assistance. To display a message to users when the complete the form, enter it on the On Finish tab.

  5. If needed, enter or update the Campus Portal server location where files will be stored for any form components that allow form users to upload files in the File Upload Root field. Permits @@SubmissionID only.

  6. To make the form the only form available, select the Display in Main View checkbox.

    Caution

    If you have other forms you want to be available during the same time frame, do not select this option. If the Display in Main View checkbox is checked, users will not be able to pick up where they left off on their previous form submission. Users will be forced to begin a new form submission.

  7. If you want the form questions to appear in a different order each time someone accesses the form, select the Randomize Questions checkbox.

  1. Log in to the Campus Portal as an administrator and access FormFlow - Forms.

  2. Click Manage Forms.

  3. Click on the form you want to update. The admin view of the form displays.

  4. Click the On Finish tab.

  5. To use reCaptcha to validate users before the form is submitted, select the Use reCaptcha check box.

    Note

    This feature requires a Google reCaptcha account. reCaptcha is a validation feature that ensures the form user is a human and protects your site from bots.

    1. In the Public Key field, enter the Google reCaptcha-provided public key.

    2. In the Private Key field, enter the Google reCaptcha-provided private key.

  6. To show a message to users once the form has been submitted, select the Display a Message to the User check box and use the field and formatting options to enter your message.

    Note

    You can use @@ data sources to add replacer text and show personalized information such as their name. You can also let the form users know the form has been submitted, provide additional instructions, or contact information for more information.

  7. To send form users to another website once the form is submitted, select the Transfer to Web Page checkbox and use the available field to enter the appropriate URL.

  1. Click the Access/Security tab.

  2. Enter how many times users can submit the form in the Number of Times a User Can Submit field.

    Note

    Users receive a notification after the submission limit is reached.

  3. Select the Make Submissions Anonymous checkbox to remove all identifying information from the form meta-data. 

    Note

    This checkbox only impacts meta-data. When someone submits a form, it comes into your system as a guest user. User-identifying questions on your form are still included with the form submission (e.g., name, address, ID number, etc.).

  4. Select the Allow Users to Review Their Own Submissions checkbox to let users access and review their submissions from the View Reports link.

    Note

    If the Display in main view checkbox is selected on the Settings tab, the View Reports option is not visible even if users are allowed to view their own submissions.

    Users with the Can View Reports permission can see all form submissions from the View Reports link; without this permission, they can only see their submissions.

    Tip

    You can also set the application up so that applicants can create a temporary account, save their progress, and then log back into Forms to complete the application. See Set Up Temporary Guest Accounts for more information.

  5. To limit people who can access the form, select the data source that filters users who can access the form from the Limit Access to drop-down options. If the form user who is logged in does not exist in this list, the form link will not be available.

    Note

    This only applies to schools that require applicants to have a Campus Portal account before applying. If the applicant has a Campus Portal account, you could limit the form to candidates who are applying for a specific major or school.

  6. Click Save settings.

    Note

    The features on the Extensions tab are only available to schools working with Jenzabar Services.

Use the links below to access additional information about adding tabs, rows, and questions/fields to a form.

  1. From the Edit Form page, click the Validate button. The validation process checks for invalid data sources, undefined dates, disabled form links, unselected payment profiles, partially hidden required questions, and unmapped WorkFlow data points.

  2. If there are any issues, review the warning message box that lists them.

  3. Make any needed updates to the form.