Create, edit, and manage forms

In LibWizard, forms are ideal for simple data collection needs, such as:

  • Library contact forms
  • Interlibrary loan requests
  • Purchase recommendations
  • Student or volunteer applications

You can add several different types of text input and multiple choice fields to a form, as well as a field allowing users to upload a file with their submissions. Unlike surveys, which can have multiple pages and are better suited for more complex data collection, forms are limited to a single page of questions.

Each form has its own set of customization options, allowing you to configure everything from user permissions, public visibility, look & feel, and submission notifications. The purpose of this Springboard is to guide you through the process of creating a form, from customizing its options & content to gathering & analyzing submission data.


Creating or copying a form

There are two ways to create a new form:

  • Start with a blank slate: this will create a brand new form with the default settings and an empty workpad. If you want to create a new form from scratch, this is the best option.
  • Start with a copy of another form: this will create a new form based on an existing form's settings & fields (submission data is not copied from the original). If you want to create a new version of a form, or simply use an existing form as a starting point, this option can be a time saver.

No matter which option you choose, you can get started by navigating to Forms in the navigation bar and clicking the Create New button.

The Create New button on the Forms page

Learn more

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Customizing form options

While editing your form, click on the Form Options tab to view and customize your form's settings.

The Form Options tab

The panels below correspond to each group of form options you'll find. Click on any panel to learn more about the available settings.

The Basic Info settings allow you to customize your form's title, description, and friendly URL (which allows you to customize your form's public URL to be more user-friendly). You'll also find your form's Public Access Control options, which allow you to restrict access to your form's public page by a password, or by hiding your form outside of a certain date range. If you subscribe to LibWizard Full, you can also restrict access to your form using LibAuth Authentication. This allows you to require users to authenticate before viewing your form.

Each form has its own set of user permissions, giving you control over who owns, can view, and can edit the form. Admin users and a form's owner have full control over the form, its options, its content, and its submission data. Regular users (other than the owner) only have access to a form's public page unless they are granted either Edit or View permissions. Whereas a user with Edit permission can modify a form's content, most settings, and submissions, a user with View permission is limited to a read-only view of the form's settings, fields, and submissions.

  • Changing ownership of a form
    Learn how to reassign ownership of a form to another user. (Only Admin users or the current owner can reassign ownership.)
  • How to change a form's view and edit permissions
    Learn how to assign View and Edit permission to Regular-level users. In addition, you'll learn how access to a form is affected by a user's account level, ownership, and permission.

Each form's public page can display a header at the top, above the form's content. Although Admin users can create a default page header in the LibWizard system settings, each form owner can choose to use their own custom page header instead. This includes a custom banner image, header text, and/or CSS code (for further customizing its styles).

Under the Look and Feel settings, you'll find a handful of options that allow you to customize the appearance of your form's public page. This includes the form's font colors & styles; page colors; width & height; field label positioning; and text displayed in the Submit button & next to required fields. In addition, you'll find options for automatically numbering your form's fields, displaying a progress bar at the bottom of the page, and adding custom CSS code.

Your form's Submission Behavior settings allow you to configure what happens before and after a form is submitted. Prior to submission, you can choose to include a hidden spam-control field (to prevent bots from submitting your form), as well as display a page that allows users to review their selections before submitting. After submission, you can configure your form to redirect users to a specific URL; send notifications to specific email addresses; and/or post results data to a hosted web app's URL.

  • Enabling spam control for a form
    Learn how to turn your form's hidden spam control field on or off. (Although optional, we strongly recommended that you leave spam control enabled.)
  • Allow users to review their responses before submitting a form
    Learn how to enable your form's Review page, allowing users to review their responses before submitting. This gives the user a chance to go back and edit their responses if needed.
  • Redirecting a form to a URL after submission
    Learn how to redirect users to a specific URL 5 seconds after they submit your form.
  • Enable email notifications for new form submissions
    Learn how to send a notification email to one or more email addresses when a form is submitted. This can include a static list of addresses, or a conditional list based upon a user's response to a multiple-choice field. In addition, you can also customize the notification email's reply-to field, with either a fixed list of email addresses or using an address entered by the user into a specific Email field on your form.
  • Posting form submission data to a URL
    Learn how to post form submission data to a URL. This is an advanced feature that allows you to post data to your own, hosted web app or script that you've designed to handle the data.

LibWizard has the ability to record a user's IP address, browser, and referring URL. When enabled, this will be stored along with the user's submission data in your form's report. However, you can choose to disable one or all of these user agent fields in your Reporting options.

Under your form's Advanced settings, you'll find the Pre-filled Form via URL options. This allows you to create a URL that will take users to your form and pre-fill one or more of the fields. This works by passing a parameter string in the URL, which you can create right from within LibWizard. You will also find a list of your form's field IDs if you'd like to create your own custom URL from scratch. In addition to custom URL strings, you can also map your form's fields to OpenURL parameters. This can allow your form to accept OpenURL strings from your link resolver or similar types of electronic resources.

If enabled in your system settings, you may also see options for adding custom javascript code to your form. You can either add code directly to your form's public page, or include an external javascript file.

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Adding content to the workpad

Fields

Under the Fields tab, you'll find the different types of fields you can add to your form's Workpad. 

The Fields tab

To learn more about each field type, click on the links below.

Basic
Basic fields allow users to enter free text, numbers, or formatted dates & times.
Multiple Choice
Multiple choice fields allow users to select answers from a choice of options.
Utility
Utility fields allow you to add text, line separators, and vertical space between fields. You can also add a field for attaching files to submissions.
Submitter
Submitter fields are for collecting email address, name, or phone number.

Fields can be added by clicking-and-dragging the desired field type from the Fields tab to your Workpad, then dropping it into position. The order in which the fields appear in the Workpad is how they will appear on the public form page. Alternatively, you can also reuse any field from existing form in your LibWizard system. You can also add fields from your site's Question Bank, which is a set of pre-made fields maintained by your LibWizard Admin users. Fields added to the Question Bank can be reused by any user in any form, survey, quiz, or tutorial.

Field rules

Field rules allow you to dynamically modify your form based upon the user's response to certain question. With a field rule, you can show a hidden field, hide a visible field, or jump to another field in the form.

The Add/Edit field rules button and Edit Rules window

For example, let's say you have a multiple choice question that asks, "How would you rate your most recent experience?" This question has three possible answers: Great; Okay; and Awful. If a person selects "Awful", you then want to display a follow-up question that asks, "How might we better serve you in the future?" With a field rule, you can totally do that!

Welcome screen

Each form has an optional Welcome Screen that can display before users begin the form.

The Add Welcome Screen area of the Workpad

You can use the Welcome Screen to provide an introduction or instructions for completing and submitting the form.

Thank You screen

Each form has an optional Thank You Screen, which you can use to display a message once a user has submitted the form.

The Thank You Screen area of the Workpad

This can be helpful if you want to acknowledge the user's feedback, let them know when to expect a response, or other useful information. You can also enable an option allowing users to receive a copy of their submission via email, as well as a button allowing them to retake your form.

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Preview & share a form

As you're building your form, it can be helpful to see how the public view will look to users. With Preview Mode, you can view a fully interactive version of your form's public page. This allows you to see how your form's layout & customizations will appear to users, while also giving you a chance to test out things like field rules & submission behaviors. What's more, any time you submit your form while in Preview Mode, the submission data will be kept separate from that of your live form. That way you don't have to worry about your test data affecting your reports.

The Preview and Share/URL buttons

When you're ready to share your form, you can link to it directly via your form's URL or embed it into another page using one of the widget options.

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Viewing & analyzing submission data

A form's Reports is where you can view, manage, analyze, and export its submission data.

The View Reports button

The following reports are available:

  • Data table: this report provides a table of all submissions, with options to view, edit, or delete individual records (depending upon your permission level). You can filter the data table by field values and/or submission dates, with the option to export the current list of records to a CSV file.
  • Field analysis: this report allows you to take an in-depth look at responses to multiple choice fields. For each such field, you'll be presented with a chart and accompanying data table that breaks down the number of responses for each of the field's options.
  • Cross Tab: for reports that have more than one multiple-choice field, this report allows you to analyze the relationship between two fields. For example, if you have a Department field and Status field, the cross tab report would should you the distribution of departments by status.

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Managing & deleting forms

You can browse and manage your forms via the Forms landing page.

The Forms landing page showing a list of forms and their management options

From this page, you'll find options to:

  • View a form's URL and embed code
  • See the number of submissions received and view the form's reports
  • See the total number of fields in each form
  • Launch a form in Preview Mode
  • Permanently delete the form and its submission data from LibWizard

Remember: a user's account level and permissions determines which forms they can browse, view, and/or edit. Only Admin users and a form's owner are allowed to delete a form.

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