BASICS

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  LAST UPDATED
5/5/2014

Creating Forms

Live Delivery Platform’s (LDP) Forms feature allows users to easily create and manage forms, surveys, and polls in OU Campus™. Users create assets, which can then be inserted into any number of pages. Within the asset creation, a user will be able to utilize six available fields, including single-line text, multi-line text, radio buttons, checkboxes, drop-downs, and multi-select. Users can also elect to have the results of form submissions emailed to one or multiple recipients. An LDP Managed Form asset is only available on its originating site.

In addition to the defined elements and advanced options, forms can be extended to include reCAPTCHA and polls, which return data to the visitor. Information about configuring polls can be found on the OmniUpdate Community Network (OCN), including code and a step-by-step guide.

Note: Before a form can be created, published, and utilized on pages within the site, an administrator needs to activate LDP and the Assets feature, if not already, as well as have configured the templates to recognize the form and render it properly within the page. See the LDP Administrator documentation for more information on the requirements.

Note: Live Delivery Platform is an optional set of features in OU Campus. Please contact the university’s designated OmniUpdate Sales Director for details.

On this page:

  • Creating a Form
  • Adding Form Elements
  • Example of a Completed Form (screenshot)
  • Using Predefined Attributes with the Advanced field
  • Previewing a Managed Form Asset
  • Access Settings
  • Viewing Results

 

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Creating a Form

Level 4 users and above have access to create assets, as long as the necessary access permissions have been set. Within Assets is the ability to create a form. Once the Managed Form Asset has been created, users can insert the form onto a page via the WYSIWYG. Managed Form Assets are not available across sites. A separate form can be created in each site as necessary.

This section starts with the steps for creating a form, and then further details adding form elements and messages. Information is also provided for viewing form submissions. The instructions provided here are grouped according to the sections on the creation screen: Settings common to all assets types, Form Settings, Email Messages, and Elements. After completing the form configuration, click Save to commit all changes.

  1. Navigate to Content > Assets.
    Asset Creation
  2. Click New.
    New Image Gallery
  3. Click Managed Form. This displays the screen for creating a Managed Form.
  4. Asset Name: Name the asset. A descriptive, friendly name should be used that helps user select the appropriate asset to use.

  5. Description: Providing a brief description regarding the asset's intended purpose, usage, or content can further help organize and manage assets.
  6. Lock to site: Dimmed, checked, and unavailable as forms are always local to the site they are created in.
  7. Tags: Add Tags to categorize the asset. These are used to help manage assets by being able to filter or search by a tag, or a combination of tags.
  8. Content editable by: Defines the group who has access to edit this asset. Use the Readers group when configuring asset access settings to restrict the ability to insert an asset on a page. This is configurable by a Level 10 administrator.
  9. Continue on to the next section. Once the entire form is defined, clicking Save, commits the settings.

Form Settings Configuration

  1. Create a Success Message. This message is displayed onscreen when form is submitted without error.
  2. Create a Failure Message. This message is displayed when there is an error with form submittal. A list of issues that are preventing the page from being submitted is also included.
  3. Keep the Save Results in Database selected. If this is unchecked, a table will not be created in the database and the only way to retrieve or receive the results is via an email. For more information: See Viewing Form Submissions.
  4. Continue on to the next section. Once the entire form is defined, clicking Save, commits the settings.

Email Messages Configuration

Note: More than one email address for the To field can be added by separating each with a semi-colon (;). Note that a semi-colon must be used; a comma or space will break the form.

  1. Click New Message to create an email message to have the form submission results emailed to one or more recipients. A new email message can be created for each recipient, or email addresses must be separated with a semi-colon.
  2. Enter the email address of the recipient in the To field.
    Email Messages for a Managed Form
  3. In the From field, enter the email address of the sender.

  4. Enter the Subject.
  5. In the Body field, enter the message. To include the results, the value of the Name of an element can be passed. For example if the Name of an element is defined as comments, then include {{comments}} in the Body of the email. These variables can also be included in the To, From, and Subject fields.
    Email Message Completed

    Example of Variable to Use
  6. Any newly added email messages or changes to an existing configuration are updated upon form completion and clicking Save for the form. Otherwise, continue to the next section, Adding Form Elements.

 

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Adding Form Elements

There are six available form types that can be utilized on the pages. The following steps can be used to add any type of element. A reference section, Element Attributes Reference, immediately follows with information about element-specific items. The Advanced field includes the ability to use predefined attributes. The following five characters []‘/\ are the only ones removed from LDP Form element entries when saving to the database. The remaining non-alphanumeric values and spaces are allowed. The Name field is limited to 32 characters. The label itself can include more than 2,000 characters.

Note: The form data will break if any two elements have an identical name. The Name field is populated by the value defined by the user in the Label field. The value that entered in the Label field is truncated within the Name field if it exceeds the 32 character limit. For example, when entering the following as two unique labels, the Name field will get populated with the same data and break:

  • Are any of the following sponsoring organizations for the Project's First Author? (Choose all that apply)
  • Are any of the following sponsoring organizations for the Project's Second Author? (Choose all that apply)
  1. Click New Element.
  2. Select the Type from the drop-down.
  3. After defining the form elements, simply click Save to save the entire form.

    Form Element Example

  4. After defining the form elements, simply click Save to save the entire form.

Single-Line Text

  • Provides visitors with a single-line text field in which to input data
  • Can be marked as a Required field
  • Default text can be entered, which auto-populates for the visitor as an instruction
  • Validation can be selected
  • Size can be defined with the use of the Advanced field and the size attribute
  • Additional Advanced options can be used

Single Line Form Element

Multi-Line Text

  • Provides visitors a text block in which to input data
  • Can be marked as a Required field
  • Default text can be entered, which auto-populates for the visitor
  • Validation can be selected
  • Size can be defined with the use of the Advanced field, and the cols and rows attributes
  • Additional Advanced options can be used

Multi-Line Text Field Form Element

Radio Buttons

  • Provides visitors with radio buttons, which allow for only one or no value selection
  • Define list items with the use of the New Radio Button and typing the text in the field
  • Allows a default selection to be made

Radio Buttons Form Element

Checkboxes

  • Provides visitors with checkboxes list, which allow for multiple or no value selections
  • Define checkbox items with the use of the New Checkbox and typing the text in the field
  • Allows default selections to be made

Checkbox Form Element

Drop-Down

  • Provides visitors with a drop-down, which allow for only one or no value selection
  • Define list items with the use of the New Option and typing the text in the field
  • Allows a default selection to be made

Drop-Down Form Element

Multi-Selection

  • Provides visitors with multiple options in a list, which allow for multiple or no value selections
  • A user can select multiple items from a list with the use of CTRL + mouse clicks (on a PC)
  • Define list items with the use of the New Option button and typing the text in the field
  • Allows default selections to be made

Multi-Select Form Element

Element Attributes Reference

Several of the following attributes are common to all elements; some are specific to an element:

  • Name: Auto-populated by the entry into the Label field. Provides the name value for the database columns, and gets passed in email as a variable. The Name field is limited to 32 characters. The label itself can include more than 2,000 characters.
  • Type: Displays the type as selected.
  • Label: The prompt text or question that the visitor sees next to the input field. When creating the form, entering text into the Label field populates the Name field up to 32 characters. The system omits certain non-alpha-numeric characters entered in Label in the creation of the Name. The Label field can include more than 2,000 characters.
  • Required: Checking the box next to Required provides an error message for the visitor if the field is not completed prior to submission.
  • Advanced: The Advanced field can be used with predefined attributes. For usage, reference, and examples of attributes, see the Advanced Field Elements section.
  • Preview: Available for Drop-Down and Multi-Select form elements. Gives a contextual display of the output.
  • Default: Allows default to text to be input, which will then auto-populate for the visitor. The visitor must still add an actual value.

 Default Text in Form Field

  • Validation: There are three validation options. When utilized, a validation message must be configured to indicate to the visitor the issue with the form element if it does not meet the validation requirements.
    • o    Email — This validates the text to ensure @ was included
    • o    Minimum Length — This allows a number to be input to ensure that a minimum number of characters are included
    • o    Regex — This allows a regular expression to be input to ensure that the configuration of the input data is as desired
  • Green Arrows: Allow the order of the available selections to be reordered.
  • Red Circle: The red circle with the white line through it allows the user to delete that option.
  • Trash Can Icon: Allows user to delete the element.

Note: When finished defining the form, click Save to commit all changes.

For more information about using the Advanced field, see:

Using the Advanced Field

Notes

After the creation of the new form, the settings can be changed, and form elements can be added, deleted, or modified. Keep in mind that once an asset has been inserted on a page, visitors may complete the form. Adding additional elements means that data may be incomplete.

Like pages, created and saved assets can be immediately published, scheduled to publish, or sent to a user for approval. The new asset is available via the WYSIWYG Editor > Insert Asset icon, the Source Editor, and possibly during template creation if a New Page Wizard has an Asset Chooser defined.

Assets have many file action options. These are similar to those of pages and similar rules apply.

An unpublished asset can even be inserted into pages; however, an asset does not render on the production server until it has been published.

Form elements can be reordered clicking the “handle” (short, gray bars):

Handle on a Form Element

 

Example of Completed Form Asset

Completed Form

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Viewing Results

Once visitors begin submitting the form, the results can be viewed from within the asset.

  1. Simply open the asset.
  2. Click on View Form Submissions found in the upper, right corner.
    View Form Submissions
  3. Export as a CSV file if desired.
    Form Report

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Access Settings

While the form’s access setting was selected on creation, the publisher and approver were not. Should an publisher or approver be desired for this asset, simply click on the Access settings icon under the Admin column in the Assets window, and make the selections, as would be the case with any asset.

Access Settings Selection

Shows Access Settings for a Specific Asset

 

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