Form Builder - Form Management

This article is one of a series of articles around the FormBuilder tool for Oregon.gov V4.x websites. 

Other articles in this series:

• General Overview
• Technical Overview
• Form Field Types

The form management screen

When a form is selected on the screen, several options become available.  

• Back to Settings - the Form Builder tool is accessed via the Site Settings page of the SharePoint site collection.  This button returns an author to the Site Settings page.
• New Form - Used to create a new form from scratch.  When the new form is saved, it will show up on this form management page.
• Edit - used to open the selected for for editing. All aspects of the form are edited using this button.
• Duplicate - Used to duplicate a form when a second or third form will be significantly similar to an already existing form.  Perhaps only the program name and the submission recipient will be different; duplicating the form allows small edits to be made rather than re-creating essentially the same form over and over again.
• Delete - Deletes the currently chosen form.  CAREFUL - there are no undo's for deleted forms, not even for the service desk.
• View Data - this is currently in UAT but will be available to authors once testing and verification are complete.  Production release is estimated for Q1 2022.
• Each form has an icon here and double clicking the form icon or selecting a form (single click) and choosing 'Edit' will open that form for editing.
• The in-context 'New Form' button - another method of starting a new form from scratch.

Viewing Form Data

From the form management page, select the form you wish to get data from and then click the "View Data" button in the upper right corner.

You will then be taken to a table of all of your submitted form data. Clicking the expand button(+) will reveal the data in CSV format, while clicking the "Get Details" link will show the data in table format in a popup window.

Form Building

When a new form is required or an old form must be updated, the interface is a simple click and pick and drag and drop arrangement.  Pages may be added to forms (multiple pages) Rows may be added to pages, columns added to rows and fields added to columns.  Columns allow the form fields to be arranged horizontally as well as vertically on the page.

It is also possible to set certain fields so that they only appear if certain conditions are met in other fields.

Remember that ALL form builder data is transmitted via plain text and that attachments are unencrypted. Only ask for the information needed for the purpose of the form.  Less is better and more can be intrusive.

Create a New Form

1. While signed in to author your site, from the root site, select Site Actions > Site Settings. Under the heading Form Builder, select Form Manager. If you do not see this option, first ensure you are at the root site. If not, please visit https://servicedesk.oregon.gov and open a new ticket
2. Select Create New Form

Locate/Edit an Existing Form

1. While signed in to author your site, from the root site, select Site Actions > Site Settings. Under the heading Form Builder, select Form Manager. If you do not see this option, first ensure you are at the root site. If not, please visit https://servicedesk.oregon.gov and open a new ticket
2. Locate and select a form by touching/clicking it's icon

Edit Form Settings for Your Form

To locate the Form Settings menu, while editing a form, touch/click the Form Settings Button in the far upper-right corner

• To edit the Form Name, update the content of the Form Name input box and select OK
• To edit the email recipients (e.g. To, CC, BCC), update the content of the appropriate fields and select OK. These fields allow for comma-delimited lists of email addresses
• To enable File Attachments for your form, check its checkbox and select OK
• To enable ReCAPTCHA 2.0 for your form, check its checkbox and select OK
• Once you are satisfied with your updates, Save your form and the changes will be reflected in all instances of the form

Remember

The most important thing to remember about this page is that all 'Delete' commands are final.  There is no recycle bin and no back ups.  Once a form is deleted, it is gone and will need to be re-built from scratch if it is needed again.