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Web Forms and Surveys

Web forms allow for the collection of structured data, which can be emailed or stored in a database.

Popular topics:

Creating Forms

Recipients

Managing Groups

Forms in the CMS

BWebForms Form Creator

BWebForms, a form utility developed in-house by LTS, allows for the easy creation and maintenance of Web forms—no coding required!

In addition to providing standard form functionality, BWebForms also:

  • Can send mail based upon form input
  • Stores all submissions in a database
  • Displays results as a Web page or in Excel-readable (CSV) file
  • Can embed a form on any page
  • Import SouperMail forms

Creating a Form

  1. Log in to BWebForms 
  2. Click on New Form on top left
  3. Fill out the fields according to these descriptions: 
    1. Short name: an optional very short name that can be used in theform’s URL instead of the form id.
    2. Admin group: if an admin group is set, all members of the specified group will be able to edit the form.
    3. Description: a block of text that is displayed above the form.
    4. Success message: text that is displayed after a user submits a formsuccessfully.
    5. Success url: if set, success message is not shown, but the user isinstead forwarded to the specified URL upon successful submission ofthe form.
    6. Requires login: if checked, users are required to login with their UNETaccount in order to fill out the form. 
    7. Note: the users accountinformation is not automatically recorded when they submit a form –this allows forms to be anonymous, but restricted to Brandeisstudents/faculty/staff.
    8. Access group: if a form requires login, it can also be restricted to aspecific group of people.  
  4. Create questions and fields for your form under the Form Fields section by filling out the fields according to the following descriptions. If more fields are needed, click Add New Field
    1. Question text: the text that will appear next to the field
    2. Field type: controls the HTML widget displayed for the question, and input validation - can be one of:
Field Type Widget Validation
Text (single line) Single line input field None
Text (multi line) Textarea None
Whole number Single line input field Requires only digits with no decimal
Boolean Checkbox None
Date

With Javascript, when selected, pops up an interactive calendar.

With no Javascript, single line input field.

Javascript always produces valid date.
Option filed You can choose from a checkbox, dropdown, Yes/No/Unknown, Multiple Select, and Radio Buttons No
File Upload File input, files are immediately emailed to recipients Size must be less thant 5MB

After you are done adding your fields, click Submit.

Recipients

After creating your form, you can view all the forms you've created in the Forms tab. If you click on [edit recipients] next to the form you would like to set recipients form, you can set who gets form submissions. All recipients in a particular Message Group receive identical emails. Message Groups require four fields with basic information for the email headers:

  • Subject: this will be displayed as the email’s subject
  • Sender name: The name of the email sender
  • From address: The address that the email appears to come from
  • Reply-to: The address that users can reply to 

Optionally, conditions can be set up based so that a Message Group can be sent only if the user filled out the form a certain way. This can be useful if, for example, different administrative people handle submissions for students versus faculty. Conditions can only be based on option fields. Recipients defines who the email is sent to. A recipient can be either apre-defined email address, or an address obtained from the form submission. The email template controls the content of the email message. Default Template will produce an email containing all of the submitted data along with the submitter’s IP address and the submission time.

Managing Groups

Groups can be used to control administrative access to a form, or restrict who is able to fill out a form.

When you click on Manage Groups, the dropdown box contains all groups that the user who is currently logged in has administrative access to and also contains an option to create a new group. There are several important things to note about groups:

  • The creator of a group is not automatically added to the group or made an administrator of that group.
  • If a group administrator removes them selves from a group or removes their administrative access, they will not beable to re-add it.
  • Changes to a group are not automatically saved; make sure to press the Save Changes button after making any changes

Embedding Forms in the CMS

To embed a form in the CMS, please open a ticket with zetahelp[at]brandeis.edu.  

Legacy methods

After years of dedicated service, Soupermail and myBrandeis Simple Surveys are being retired. If you have a Soupermail form on your site, you should convert it to BWebForms using the built-in import utility. Surveys from myBrandeis must be manually recreated.