In this article, we will discuss form components, as well as how to edit or delete a form, and how to view responses.
Creating your Form
To begin, navigate to the Forms & Polls section of your guide dashboard.
Next, click on the Create a form button towards the upper left-hand corner. From here you can name the form and supply additional basic details, like a “call to action” and 'description" (we like to think of these two as the “subtitle” and “introduction” to your form).
There are customizable aspects to every form: Purpose, Questions, Submission options and sign-in requirement.
Form Purpose
One of the most important aspects of the form feature is the form purpose, as it directly influences where the form can be found within your guide. There are three different options that you can choose from when selecting your form purpose:
Create a Menu Item Form: Choosing this option will add the Feedback icon to your guide’s main menu, with the form attached.
Create a Schedule Form: After choosing a Schedule form, you will be given three additional options:
- Create a single form that will be associated with every session in your guide’s schedule.
- Create a form that is associated with all sessions of a specific schedule track.
- Create a form for a single, specific schedule session.
Create a Custom List Form: When choosing a custom list form, you will be given two options:
- Associate the form with all the items in a single custom list.
- Attach the form to a specific item within a custom list.
After your form has been created, changing the form purpose will result in the loss of all existing responses.
Assessment Mode
On any existing form, guide-builders can choose to enable Assessment mode. When Assessment mode is enabled, guide-builders will be able to set question point values and designate correct answer selections in the question editor. Builders can use this scoring to capture more meaningful data and instantly share feedback with respondents.
To get started with this feature, open up any form within Builder and navigate to the Assessment tab. On this screen, guide-builders can customize the end-user experience:
- Show question point values: Choose whether to show users the question point values while they’re completing the form.
- Show score: Choose whether to show users their score upon form submission.
- Show answer key: Choose whether to share the answer key with users upon form submission.
Email Notifications
Under the Actions tab, guide-builders can choose to enter one or more email addresses to be notified upon a form response. When users submit a form, we will send designated recipients an email containing the form data.
Question Editor
When setting up your questions, you can elect to create new questions or you can reuse questions from an existing form. When you choose to reuse questions from an existing form, it will take a moment to clone those questions into the new form.
The types of questions that are available are as follows:
Multiple Choice: The user selects one answer from the choices given.
Dropdown: The user selects an answer from the choices given in a dropdown menu.
Checkbox: The user is allowed to select answers based on the requirements set (No limit, exact number, or a minimum number).
Branching Path: Branching path questions allow additional questions based on the answer that the user has provided. For each answer choice, you can select to Do nothing or Send to question branch. If you select the latter, you will create another question for that branch.
Sliding Scale: The user gives a rating on the numeric scale you set.
Free Response (long): The user has a larger amount of space to type in a response.
Free Response (short): The user has a smaller amount of space to type in a response.
Grid: The Grid question type allows for multiple questions with the same set of answers, through question rows and answer columns.
When creating your questions, please refrain from asking users for personally identifiable information (e.g. first name, last name, email address, etc.). The system will capture that information from users who are logged in and have opted into privacy data sharing.
Question Editor: Assessment Mode
Guide-builders who have enabled Assessment mode will gain access to an Assessments tab with additional configuration options for the various question types. Within each question, guide-builders will be able to set a point value.
The point value will be set to 1 by default, and the minimum value that can be set is 0. Then, on most question types, guide-builders will be able to indicate the correct answer selection(s).
Question Editor: Email Notifications
When editing an existing question, guide-builders can utilize the Action tab to enter one or more email addresses.
These designated recipients will receive an email for each form response where the specific response selection has been chosen by the end-user.
Submission Options
Single Submit — No revisions allowed: Once the user submits the form, they are not able to edit their responses and cannot submit additional responses.
Single Submit — Revisions allowed: Users are unable to submit additional form responses, but are able to revise their submission.
Multiple submissions allowed: Users may submit more than one response.
Sign-in Required
Enabling the Sign-in required toggle will require users to log in to the guide before they are able to submit a form response. When users are required to login to take the form, it ensures that their personal data is captured so you can associate users with submissions (as long as they have consented to share their data). If you have Sign-in required toggled on and users are not signed in when they go to complete the form, they will be met with the following message.
To comply with GDPR regulations, form responses gathered will only show users information who have opted into GDPR privacy. Users who do not consent to share their data will be made anonymous in this data. For more information, you can refer to our GDPR documentation.
Editing a Form
If you need to make edits after your form has been created, you can certainly do so. All form fields are editable from the details tab of the form.
If you would like to make edits to a published form, some responses may have been collected already. Therefore, Builder will ask whether you would like to keep existing responses or remove existing responses.
Disable or Delete a Form
If you no longer want users to submit form responses, there is a toggle that will disable the form immediately (and it does not require you to publish guide updates). Just navigate to the Forms & Polls section of the guide dashboard, and then click on the form you would like to disable. In the top right corner of the page, there is a toggle that allows you to activate and deactivate collecting responses (pictured below). The effects of this toggle are immediate.
Another way to disable your form is to remove the form purpose. After removing the purpose, you will need to publish the pending updates for the change to take effect.
Once the form is no longer collecting responses, the user will see the following message on their mobile device when trying to access the form:
Deleting a Form
When viewing the list of your forms, a form can be deleted using the gear icon on the right-hand side. Please note that deleting your form is permanent, and cannot be undone. You will lose all responses associated with the deleted form, so we highly encourage keeping all forms in your guide if there have been user submissions.
Exporting Form Responses
To export your form responses., navigate to the Forms & Polls section of the guide dashboard. Click into the form you want the data for, click on the responses tab, and there will be a blue Download Responses button in the top right corner (as shown below). Once you have clicked on the button to download your responses, the system will send you an email with a link for you to download the data.
To comply with GDPR regulations, form responses gathered will only show users information who have opted into GDPR privacy. Users who do not consent to share their data will be made anonymous in this data. For more information, you can refer to our GDPR documentation.
Viewing Form Responses
In addition to downloading your form responses, you can also see an overview of the responses in the builder site. Here is an example:
Response data will include users' scores if Assessment mode is enabled.
Additionally, when you switch to the Attendees tab under Responses, you can see each of the respondents along with the time the form was completed. Please note, the user’s name will only be shown if they consent to provide their data to the guide owners.