Template UT

Web forms: features and tips

STARTING MAY 2018 A NEW TYPE OF WEB FORM IS AVAILABLE. PLEASE USE THIS NEW FORM TYPE AND DO NOT USE WEBPACK ANYMORE.

The documentation by the supplier is available in Dutch: docs.webhare.nl/formulieren/. For an English version see our summary below.

HOW THE WEB FORM OPTION WORKS

  1. Go to the folder where you want to create a form.
  2. Hit 'new file' (first button above) and choose 'form'. Enter a name and title (or leave the title blank to make sure the form is not visible on your website yet). Save the file.
  3. Dubble click the form to open/edit. Add the questions to the form, including optional dependencies like (hide this question if..).
  4. Add form handlers like 'send the results to', 'send the visitor a confirmation mail', etc.
  5. Your form is now available on the internet and will automatically store the results online, available as an Excel file (csv or xlsx) for download.

Advantage compared to the former WebPack module: 

  • When a folder/site is deleted, the form is also automatically gone. This way of working is helping us to delete more user data and not store them endlessly. Therefore the new web forms help us to be more compliant with the GDPR (EU privacy regulation).
  • It's not necessary anymore to grant user rights to colleagues because all admins for the website where the form is located already have the rights for that website and therefore also for that web form that's located within the website.
  • Hiding one or more questions on a certain page based on an answer for another questions using the dependencies feature (the old WebPack module could only hide pages (with questions), not single questions).

WEB FORM FEATURES

There are a lot of features available within the web form option. The most requested features are:

  • Automatically send a mail to the person who fills in the form
  • Automatically send a mail to the person who owns the form 
  • Records/results will be collected in WebPack, you can download an Excel (or .csv) file will all subscriptions
  • Form dependencies like 'hide question X if question Y is answered with yes'.

TIPS FOR WEB FORMS

  1. Keep your form as short as you can. If forms are too long, this will prevent people from filling it in/signing up.
  2. To duplicate an existing form, select the file (one click), hit right mouse button on the file and select 'duplicate'. If you first form was named 'form', then the duplicated version will be called 'form-1'. Change the name (through the properties button). 
  3. Buttons in your form will automatically be adjusted to the language of the website where the form is located. 
  4. There is a complete Webform manual (Dutch only) available on the website of the WebHare company.
  5. Confirmation mails sent to the admin of the form are automatically sent by 'no-reply@utwente.nl'. For confirmation mails to the visitors you may choose your own sender address. This must be an existing email address, otherwise the email will not be sent.
  6. Emails cannot have unlimited size attachments. When people upload a file to the form, the file size should not exceed 30 MB. Otherwise you will not receive a confirmation mail for that subscriber.

SEND AUTOMATED CONFIRMATION MAILS

There are different types of automated confirmation mails that can be sent:

SUMMARY TO ORGANIZER OR VISITOR/SUBSCRIBER:

Use the add button (1) and choose 'form handler', to get an overview of the available types:

  • For the organizer of the event: to send a mail to you (the organizer) for every subscriber that signs up. The sender of this mail is automatically set as 'no-reply@utwente.nl'. 
  • For the visitor/subscriber of the event: the visitor/subscriber can also receive a confirmation mail. 

Select one of the options (2) to see more settings available. 

When selecting 'Email response to visitor', the next screen will show all options:

You should at least fill in: 

  • Settings tab (1): In the 'sent to' field, please select the question where people have submitted their email address. Add your own name and email address (the sender of the confirmation mail), a subject for the mail:
     
  • Email message tab (2): 'Compose the email message below', type your message and use the checkbox below the text to also send the results (the fields people have filled in)

SENDING OTHER MAILS BASED ON CERTAIN ANSWERS

By using the second tab 'dependencies' you may set up different email messages based on what answer people provide. Select a question you have asked your visitors. In this case we are setting up a confirmation message that's only send to the people who subscribed to the Wednesday workshop:

Tips:

  • Send automated mails to multiple people be using a comma between email addresses.
  • Send a mail from a no-reply@utwente.nl adres bij filling in University of Twente <no-reply@utwente.nl> in the send by field. 'University of Twente' may be replaced by your own name or organization.

PERSONALIZE YOUR EMAILS

Personalization for confirmation emails is not available yet, but will be added in the future.

Spam check (or captcha)

A spam check is automatically added to all forms. We trust people in the following situations, they will not see the spam-check:

  • users on the UT network
  • users who are logged in with s-nummer of m-number

The spam check will show up in a popup when you submit the form. The popup makes the exceptions listed above possible. Deactivation of the spam check is not recommended, but possible through the menu in the right upper corner (menu > form settings). 

EXAMPLE FORM

Thank you for your response