Creating a Web Form

Web forms are a quick and effective way to retrieve information from your community. Forms usually sent home via paper can be created digitally through the Schoolzine platform.

Getting Started

1. Log in to your Control Centre and select the Content menu tab.
2. Once expanded, select Web Forms.
3. Select + New Web Form.

Details

1. Fill out the Web Form Name (Displayed in Dashboard) and Web Form Page Heading (Displayed at top of public form).
2. Ticking the Save from to Contact option enables the Contact Fields tab in the Web Form Builder step. Filling out of Contact Form fields will link form records to users within your system. Note: If this is a Subscription Form then the Save from to Contact field will be set automatically. 
3. Fill in the Description field with any instructions or other information.
   Note: You are also able to populate other media items (Images/Videos), hyperlinks, and more within this section.
4. Click Save & Continue.

Builder

Click the fields on the right to add them to the form. You can rearrange the order of fields by clicking and dragging the arrow button.

Contact Fields

Lists standard contact details that can be included in a web form. We recommended you include a First Name, Last Name, and Email Field as this information is useful in the event you need to follow up the reply.

Note: A contact email field is required when using any field from the Contact Fields tab. If you do not have the Contact Fields tab displaying, you will need to select this from the Details tab in step 1. 

Input Fields

Fields that may be completed by parents/community.

Text – Insert a basic text field

Textarea – Insert  a field with multiple lines of text

Email – Insert an email address

Telephone - Insert a telephone number

Number - Insert a number

Monetary Value - Insert a number

Single Select – Select a single option from a dropdown list of answers

Multi Select - Select multiple options from a dropdown list of answers

Radio Button - Select a single option from a list of answers

Checkbox - Select multiple options from a list of answers

Date Time - Select the date and time using a calendar and clock dropdown

Date - Select a date from a calendar dropdown

Time - Select the time from a clock dropdown

Public Groups - Select Public Groups to subscribe to

Matrix – Answer multiple questions using the same responses

File – Upload a file with the web form

Media – Upload a file with the web form

General

Allows you to add headings, text and custom fields to your web form.

Heading – Add a heading to your web form

Message – Insert text into the web form. Note: This cannot be formatted

Recaptcha – Inserts a verification module into the web form. Note: These are used to help prevent spam responses

Content – Insert formatted text into the web form. Can also include media such as images, videos and links

Picture - Insert an image into the web form

Digital Signature – Allows responders to digitally sign the web form

Custom User Fields

Allows you to add custom user fields to your web form, if they have previously been set up in your account.

Settings

Completion Settings

You can leave these fields blank if they are not relevant.

Add contact to groups - Automatically adds any one who submits the form to a group. Pick an existing group, or create a new one.

Maximum completion limit - Limits the amount of people who can complete the form. Once the limit is reached, it can no linger be completed. This is great for events or clubs where there can only be a limited number of participants.

Published - Untick this to quickly unpublish a Web Form from your community.

Allow Multiple Response - Untick this to restrict each user to only completing the form once.

Show description on all pages - Tick this box to show the description at the top of all all form/survey pages.

Approval Required - This field can be used for items that require you to 'confirm' the record as correct/accurate. (ie; Change of staff details).

Workflow Email Settings

The workflow email is the email you receive once someone fills out the form. These fields are automatically populated based on your account settings, but you are able to change them to suit your needs.

Workflow email subject - This is determined by the name of the Web Form.

Workflow email recipients - By default all workflows are sent to your accounts default email. If you want to send workflows to multiple people, separate their emails with a comma.

Send workflow emails - Un-tick this if you do not want to receive workflow emails.
Note: You can view the results of your Web Form at any time by selecting the Web Form Name and viewing submitted results at the bottom under Web Form Records.

Save workflow to SharePoint - Tick this box to automatically save this forms workflow notifications to SharePoint.

Confirmations

You have the option of displaying a System Message as a completion message to your user by typing it in the content window, or select the URL Redirect button, to send the contact to a webpage of your choice when they click the submit button.

Confirmation Email

Once a form has been completed you can elect to have a notification email of their submission details emailed back to them. Adjust your Email subject if required and you can leave the Email from Address and Email from Name as the default values. If you do not wish for an autoresponder email to be sent, you can untick the send contact a notification email box.

Preview

When you are happy with your Web Form, click Finish, or navigate back to the builder if you require to adjust any fields.

Sharing your Web Form

Now that your Web Form has been created, you can share it with your community.

1. Select the Content menu tab and once expanded, select Web Forms.
2. Choose the form you would like to share by selecting the form.
3. Select the Embed Button.
4. There are 3 options to choose from:

Adding the form to your Schoolzine Newsletter, News Feed or Website – Use this option if you are adding the form to a Schoolzine product.

Adding the form to an external website – Use this option if you want to add the form onto your non Schoolzine website.

Direct Link – Use this if you want to send the web form out via an email, app notification, Social Media or want to add it as an App tile.

Exporting Records

Once Web Forms have been completed, they will be saved in your Dashboard as a record for future. These forms can be viewed online, or exported as an Excel spreadsheet.

1. Select the Content menu tab and once expanded, select Web Forms.
2. Select the Web Form you wish to view the records for.
3. Select an individual submission to view the details online, or, select Export Records to create an excel spreadsheet containing all current submissions.