Form Asset


Form Assets allow users to easily create and manage forms, surveys, and polls in the OU Campus system. In order for an administrator to be able to create, edit, publish, and insert LDP Forms and Image Galleries, LDP assets must be purchased and activated first.

For more information about LDP settings, visit the Assets & LDP page.

Creating a Form Asset

An LDP Form Asset, like other assets, is created from the Assets list view. When creating an LDP Form elements and email messages are configured relating to the form. Users can also choose to have the results of form submissions emailed to one or multiple recipients and/or saved to the database. Once the LDP Form asset has been created, users can insert the form onto a page via the WYSIWYG Editor or using the Source Editor, provided they have the proper permissions.

LDP Forms are designed to allow users to easily create surveys, volunteer sign ups, appointment forms, and other types of questionnaires. It is not recommended to use LDP Forms to collect sensitive information such as credit card or social security numbers.

To create a new LDP Form:

  1. Navigate to the Assets list view by selecting Content > Assetfrom the global navigation bar. This area can also be navigated to from the File Navigation sidebar on the left of the screen.
  2. Click the New button and choose Form from the drop-down or the modal that appears. The New LDP Form screen is displayed. New AssetNew Asset Menu
  3. Complete the Asset Info and Asset Settings panels.
  4. Add form elements and fill out all necessary fields.
  5. When complete, click Create to commit the settings and save the asset.

The Form Summary, Form Elements, and Form XML are now shown in the Preview view. Note that Preview view only allows for seeing what the questions will look like, and not for testing actual form functionality. In order to test submitting the form, the asset must be published, placed on a page, and the page itself published.

In addition to the defined elements and advanced options, forms can be extended to include reCAPTCHA and polls, which return data to the visitor.

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 until the asset is published.

When creating a new LDP Form asset, the screen displays the following:

  • New LDP Form Menu: Allows users to quickly navigate to a specific panel on the form creation page.
  • Elements Toolbar: Contains the drag-and-drop form elements that can be added to a form.
  • Asset Info Panel: The Asset Info panel is used to define basic information during setup, which can be edited via Properties > General Properties after initial creation.
  • Access Settings Panel: Allows for the initial access settings for Access Group and Available To to be set for an asset. After asset creation, users level 7 and greater who have access to the asset can modify asset access settings to configure approver settings.
  • Elements Panel: As elements are added to the form, they are shown on the Elements panel.
  • Email Messages Panel: Specify one or more email recipients to which information from the form submission can be sent. Variables from the elements are used.
  • Form Settings Panel: Required. Specify the Success Message and Failure Message that are displayed upon a failed or successful form completion. 

Asset Info Panel

The Asset Info panel includes the following:

  • Asset Name: Required. A descriptive, friendly name should be used that will help users select the appropriate asset to use. The asset name must be unique among sites within the account.
  • Description: Provide a brief description regarding the asset's intended purpose, usage, or content to help users select the correct asset, and to help organize and manage assets.
  • Tags: Add tags to categorize the asset. Tags can be predefined or defined by entering a text string. These are used to help manage assets by being able to filter or search by a tag, or a combination of tags.
  • Lock To Site: Determines whether the asset will be available on all sites or the site in which it was created. Forms are only available on the site in which they are created.

Access Info Panel

This information can be edited after form creation from the Assets list view > Edit menu > Properties or from the asset actions view via Properties > General Properties.

Access Settings Panel

The Access Settings panel is used to configure the Access Group and Available To settings for the initial creation of the form.

  • Access Group: Defines the group that has access to edit this asset.
  • Available To: Defines the group that has the ability to use the asset; i.e., insert it on to a page via the WYSIWYG Editor or Source Editor.

Access Info Panel

This information can be edited (by users with access) after form creation to also configure an approver. This is available from the Assets list view > Edit menu > Properties or from the asset actions view via Properties > General Properties.

Elements Panel

Every form must include at least one element. The elements are the building blocks for the form. Form elements can be added from the Elements toolbar by clicking the Add icon or simply by dragging the element to the Elements panel. There are eight different elements available for form customization.

To learn more about these elements and their individual functionality, visit the Form Elements page.

Form Elements Panel

Email Messages Panel

Upon completion of the form, an email can be sent to have the form submission results emailed to one or more recipients. Add an email message by clicking the Add button. Adding additional email messages can also allow for defining a different message to be sent to specific email addresses. A variable can be used to pass the email address of the form submitter.

  • To: Defines a recipient or recipients for the email to be sent to. More than one email recipient can be added by separating each with a semicolon (;). Note that a semi-colon must be used; a comma or space will break the form.
  • From: Specify the email address that should appear as the sender. This must also be properly formatted, or the form will not send emails. 
  • Subject: The subject line should be included in order to help the recipient classify the email.
  • Body: Allows you to add plain-text content into the body of the email. There is a 3,000 character limit. To include the results of the form submission, the value of the Name field of an element can be passed. The syntax for this is to encapsulate the value in two sets of braces. 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. After entering the opening braces, a pick-list becomes available with the value of the variables.

In addition, there is a "Include all submitted values" checkbox that, when checked, will include all responses to the form in the body message of the email.

Email Messages Panel

Form Settings Panel

Form Settings allows users to create custom system messages that display upon a failed or successful form submission to the database. The following elements are displayed in Form Settings:

  • Success Message: The success message can be toggled to either "Text" or "URL Redirect."
    • If set to "Text," it presents a field where the message that displays when a form is submitted successfully can be configured.
    • If set to "URL Redirect," it presents a field where the URL that will be redirected to on successful submission can either be manually entered or selected through the file chooser modal.
  • Failure Message: The message that displays when there is an error with form submission is configured here. A list of issues that are preventing the page from being submitted is also included in the message. 
  • Save Results: By default, this option is selected. When this option is selected, all form submissions are saved to the form submission archives.
  • Include CAPTCHA: If checked, will place a CAPTCHA item in the form that users must fill out before submitting the results. Note that how the CAPTCHA displays is dependent on the XSL for your implementation. Note: This checkbox will only appear if CAPTCHA has been implemented for the site and has been activated from the LDP Settings panel in Site Settings.
  • Submit Button Text: The text within the submission button can be customized here.
  • Advanced: Allows for additional formatting of the messages by adding attributes. For more information, visit the Advanced Field page.

Form Settings Panel

Viewing Form Submissions

When users complete a form created with an LDP Form Asset, the results, aka the form submissions, are sent to the database, and if so configured, emailed to specified users. Administrators can view these results on the Form Submission screen.

To learn more about viewing form submissions, visit the Form Submission page.