To create a new webform, go to Add content in the gray toolbar, and select Webform. Most fields on this page will be similar to editing an Article. Below we will discuss fields that work differently on webforms than on articles.
Text in this field will display below the actual form.
URL Path Settings
Once the items above are set, save the form as a draft. After you save your webform for the first time, you will be able to access the Webform tab. Here is where you build the form fields, confirmation messages, and where you set up any emails you would like your form to generate. When everything is complete, be sure to publish the form.
The name of a component is how it will appear on the form. For example, if you would like a question to read “Please enter your first name” or “First name:” you would name the component accordingly. Below is an overview of the different types of components.
Provides a selection bar of Month, Day and Year, and an optional clickable calendar, for the user to select a date.
A textfield for the user to enter an email address. The system will check if it is a valid format when the user tries to submit the form. You can select “Unique” under “Validation” if you want the system to ensure the email address provided has not been used on this form before.
Allows the user to upload a file. Be sure to change which file extensions are allowable depending on what you are requesting. The default extensions are for web-friendly images.
Use for a series of related questions that all share the same answer choices. For example,
Rate the following 5 items from 1(awful)-10(excellent).
Questions will appear along the left of the grid, going down. The options will appear on the top, going right. Type your questions in the Questions field and options in the Options field. See Select Options for instructions on how to enter values for both these fields.
A field that is not visible to the user.
An area to enter non-form content.
Breaks the form into another page. The user must press “next page” to see the next page of the form. If there are any fields marked mandatory, they must be filled before the user can proceed to the next page. By default, the user will be allowed to return to the previous page.
A multiple choice question. Check “Multiple” (directly above Options) if you want the user to be able to select multiple options. To create the choices, create your list in the Options box. Each option should be on a new line and should be formatted as such:
concise_description|What the user will see
The concise description should use only alphanumeric characters and underscores. The “|” character can be achieved by pressing [shift]+[\]. More examples of the format are:
Provides a large box for the user to type. Use for questions that require longer answers.
Provides a single-line box for the user to type. Use for questions that require an answer of only one or a few words.
Asks the user to select an hour and minutes from the provided dropdowns, as well as select am/pm.
Emails can be sent to any address each time the form is submitted. To set up an email, type the address you wish to receive the email into the Address field and click the “Add” button.
Emails can also be sent to the person who filled out the form (if you’ve asked for their email address using the Email field discussed above). To set this up, select the Component value and choose the Email field from your form in the drop down instead of typing in an address.
In many cases, the default settings here will suffice, but a few customizations can improve the emails you receive immensely.
Email Header Details
Email from Address
Change this from the default (email@example.com) to the Component field where you ask the user for their email address. This way, when you receive a form submission, you can simply reply to the email to contact the person who submitted the form. If you leave it at default, you might accidentally email firstname.lastname@example.org instead.
The email will automatically include all of the fields from the form. You can edit this if you wish, but in most cases you will not need to.
Save e-mail settings and when someone fills out your form, these email rules will go into effect. You can set up as many different email rules as you need.
Information about form settings is given on this page. Below are some of the basic settings you may choose to use and show be aware of.
Fill in this field with the text you would like someone to see after they submit this form.
If left on the default (Confirmation page) then the confirmation message above will show on a page. Other options include redirecting to a different URL (your homepage for example) then the confirmation message will show dynamically in a message box on the page. Another option is to simply bring them back to the first page of the form again, which will also show the confirmation message at the top.
Forms can allow users to submit an unlimited number of times. We recommend putting at least some daily limit on how many times a user can submit a form (3 times per day, for example) to limit the number of times a spam bot can fill it out. If the form is receiving many spam submissions, please notify ecomm and provide the link to the form.
Status of this form
To close to further submissions, set to “Closed.”
Form submissions can be emailed as they are submitted (in the Emails area under the Webform tab).
Form results are also available to administrators of the form via the Results tab. Simply choose “Download.” There are options to customize the results report, but in most cases the default will be the correct option. Just hit the Download button at the bottom of this page and you will be prompted to download an Excel sheet with the form results.
After downloading the results, the form results should be cleared by clicking the “Clear” link. This should be done periodically for all forms.
Retiring a Form
When the form is no longer needed, we would appreciate it if you would delete the form.
Follow the steps above to export all of the results to the desired format to save on your computer or shared drive. Then click the New draft tab of the host page, scroll to the bottom and click Delete and confirm. This is permanent. If there is some possibility of needing to make the form live again, you may close the form and unpublish the page for a short period prior to deleting to be sure.