[FA] FormAssembly Configuration Documentation
- Elizabeth Aste (Unlicensed)
- Carrie Felton
- Connie Cannon (Unlicensed)
General Best Practices
Form Naming Convention
Enterprise
We do ask that everyone follow our naming convention for forms for better manageability across departments, which is just prefixing the name of the form with “UU - UCL - “.
So, in other words:
“UU - UCL - [] Name of the Form”
Internal
Add abbreviated unit in straight brackets “[]” after the second “-”. FormAssembly sorts forms alphanumerically and this will help us keep forms for a particular unit together.
Example:
“UU - UCL - [DLT] Learning Spaces Proposal”
Before a form goes live, add an indicator in parentheses at the end of the title. This tells us that the form is not live or published anywhere. POC forms may not be shared or listed below, depending on their status.
Example: “UU - UCL - [DLT] Learning Spaces Proposal (POC)”
Abbreviation | Unit |
|---|---|
[ACAD] | Academic Programs |
[ELI] | English Language Institute |
[DLT] | Digital Learning & Technology |
[LIFE] | Lifelong Learning |
[GOLRN] | Go Learn |
[OPS] | Operations |
[OSH] | Osher |
[PATHS] | Promoting Access to High Schoolers Program |
[PROED] | Professional Education |
[RTU] | Return to the U |
[UO] | UOnline |
[YOUTH] | Youth Education, Club U |
[YPPS] | Youth Protection and Program Support |
*If we need to add a new one, let’s chat & add it here.
Description
Descriptions have been known to disappear in the past, and there have been issues with special characters which is not super helpful when trying to paste in the link where the form lives.
Use with caution, we should be documenting in Confluence.
Tags
Tags are not shared across users, so you’re welcome to tag forms however it helpful to you to manage. In the past, we’ve applied tags based on unit, the type of form, or type of connector used.
Collaboration
We all need access to the forms we maintain! Please be sure to add all UCL users in FormAssembly to our forms. Current uNIDs:
Username | User |
|---|---|
u0881226@utah.edu | Carrie |
u6062039@utah.edu | Mythri |
u6064506@utah.edu | Tim |
u0850185@utah.edu | Andrew |
Su |
All requests to update web form fields (this could be adding additional fields, updating the list of items in the drop down, etc) will come to the Information Systems Management team through uclsupport@utah.edu.
Any copy updates to the forms or changes to the style of the forms will be taken care of by Marketing.
Integration User Guidelines
The Integration Username is u6045393@utah.edu.
Publishing Options
We have options in how forms are published, and each has their pros & cons. All changes are live unless we are using the HTML publishing method. If we need to perform maintenance on the form and want to temporarily remove access, the best method is to change the Status of the form (Processing > Form Availability > Status). See Processing Options.
URLs
For direct links to the form. Usually requires some Theme work since we want to maintain a branded experience.
Standard URL (contains the form number)
Custom URL (replaces the form number, can contain letters, numbers, underscores and dashes. Spaces are not allowed.)
HTML
We can copy the HTML direction out of the Publishing settings to embed on our web.
HTML needs to be updated each time the form is updated - this is not dynamic.
iFrame Embed
Form will reflect changes in real time.
There are some spacing & mobile view issues in the old version of OmniUpdate
UIT has built an OmniUpdate embed component to help with the mobile experience
Processing Options
Unavailable Message
Needs to be configured when we:
Archive the form
Set a Display range
Set a Response Quota
Spam Filtering
Enable Google reCAPTCHA to reduce spam responses.
Enable when there is validation on the form, as reCAPTCHA confirms that JavaScript is enabled on the browsers.
Other configurations may be added to the form itself, according to the most up-to-date spam filtering solutions, such as the Honey Pot field, numeric calculations, etc.
Properties
Form Links
Both types appear at the bottom of the form.
Show Contact Link
Customize link label & link.
For units, link to the page with their Contact Us form.
Show GDPR Rights Link
Put on all forms on our web.
Label:
Information collected in accordance with our Privacy Policy.Link:
If the form is for a program:
All other UCL forms:
Show Title
If the form is being embedded, deselect ‘Show Title’. The header will be coded on the website.
Chat with Marketing about the best way to handle the title and styling.
Fields
uNID Questions
Do you have a University of Utah ID (uNID)?
Y/N
University of Utah ID (uNID)
Help Text:
“Please enter in format "u0123456". Click here if you forgot your uNID.”
Link: https://auxiliary.apps.utah.edu/uofu/misc/UnidRetrieval/
uNID Collection Guidance
Add wherever we are collecting uNIDs from students.
Ask for uNID as much as possible (where it makes sense) to help connect the dots!
General Settings
When you are first setting up your account, be sure to check the box to “Notify me of any downtime or processing error regarding my forms”
This will allow us to be notified if anything goes wrong on the form.
Active Forms
Marketing is responsible for keeping this information up-to-date:
UU - UCL [YOUTH] Liability Waiver
Form Name | Premier URL | Enterprise URL | Description/Notes | Published Form Location | Embed | Notifications | Connectors | E-Sign | Volume (12/2021) |
| |
|---|---|---|---|---|---|---|---|---|---|---|---|
| 1 | UU - UCL Catalog Request | N/A | Catalog request form | Yes | None | N |
|
| |||
| 2 | UU - UCL Contact Us | Under “Send Us An Email” button | No | classhelp@utah.edu | None | N | 2 |
| |||
| 3 | UU - UCL Continuing Education Main Contact Us | All responses recorded as a Case | Yes | Sent from Salesforce based on the option selected | Salesforce | N | 1,334 |
| |||
| 4 | UU - UCL - Exam Services Support Form | N/A | Exam Services request form | https://digitallearning.utah.edu/forms/secure/exam-services-request.php | Yes | Sent from Salesforce per Case Management | Salesforce | N |
|
| |
| 5 | UU - UCL Room Rental Inquiry Form |
| No | register@continue.utah.edu | N | 34 |
| ||||
| 6 | UU - UCL Unit Contact Us | All responses recorded as a Case, even if unit is not managing the Case in Salesforce | All unit Contact Us pages | Yes | Sent from Salesforce based on the option selected | Salesforce | N | 4,130 |
| ||
| 7 | UU - UCL [ACAD] Certificate Contact Us | Added this as an iframe on a page on certificates. Contacts were going directly to email until now. | Unknown | certificates@continue.utah.edu | None | N | 20 |
| |||
| 8 | UU - UCL [ACAD] HB60 Web Acknowledgement | Redirect to General Catalog, no information collected | Yes | None | None | N | 1,757 |
| |||
| 9 | UU - UCL [DLT] Service Request - General | N/A | New form to collect requests for support in transition from Jira to Service Cloud Will need to manually update published form if the FA form changes | Yes | None | Salesforce | N | N/A |
| ||
| 10 | UU - UCL [ELI] Application for Full-Time Study | Custom URL server error | Part 1 of the FT & Transfer application process | Lots of links point to this form | No | None | Salesforce | Y | 539 |
| |
| 11 | UU - UCL [ELI] Application for Full-Time Study Complete Application | Part 3 of the FT & Transfer application process Accessed through “portal” form that will pull existing information if information is entered correctly. If match is not found, they are starting over. | Unknown | Yes | None | Salesforce | Y | 607 |
| ||
| 12 | UU - UCL [ELI] Application for Part-Time Study | Custom URL server error | Application for part-time study. ELI has also been using this to collect applications for online international students. | Lots of links point to this form | No | None | Salesforce Authorize.NET | N |
|
| |
| 13 | UU - UCL [ELI] Application Portal for Full-Time Study Redirect to FA Link | Custom URL server error | Part 2 of the FT & Transfer application process Match on application # & email | Yes | None | None | N | 1,973 |
| ||
| 14 | UU - UCL [ELI] Placement Test Fee for Part-Time Study | Custom URL server error | Created as a back door to the payment that will associate the payment back to the application in Salesforce. ELI has been sending them to uMarket instead. | N/A, only distributed by ELI | No | None | Salesforce Authorize.NET | N | 0 |
| |
| 15 | UU - UCL [ELI] uNID Request | Custom URL server error | Display information to RI team to find or create uNID in PeopleSoft |
| No | Salesforce notification when uNID is added | Salesforce | N | 309 |
| |
| 16 | UU - UCL [ELI] Zions Graduation RSVP |
| Collect RSVPs for Zions Graduation | No | mark.brady@utah.edu | Salesforce | N |
|
| ||
| 17 | UU - UCL [GOLRN] Trip Proposal |
| Yes | golearn@continue.utah.edu Attach PDF of form response | Salesforce (Disabled) | N | 3 |
| |||
| 18 | UU - UCL [LIFE] Class Ideas |
| Collect class ideas | TBD - ISTR-3577 | Yes | N |
|
| |||
| 19 | UU - UCL [LIFE] Course Proposal |
| Yes | From Salesforce to desarae.lee@utah.edu as configured in Connector | Salesforce | N | 87 |
| |||
| 20 | UU - UCL [LIFE] Series Badge Request |
| All Lifelong Series pages from https://continue.utah.edu/lifelong/series, under “Ready to Request Your Badge?” | Yes | None | N | 6 |
| |||
| 21 | UU - UCL [MKTG] Mailed Catalog Opt Out | N/A | Collect catalog opt out request. Needs to be downloaded from FormAssembly by Marketing to check catalog list against requests to opt out. | TBD - ISTR-3006 | Yes | None | None | N |
|
| |
| 22 | UU - UCL [OSH] Scholarships |
| Osher Scholarship application | Yes | jill.meyer@utah.edu | None | N | N/A |
| ||
| 23 | UU - UCL [PATHS] Contact Us |
| Yes | paths@utah.edu | None | N | 11 |
| |||
| 24 | UU - UCL [PATHS] Participant Code of Conduct |
| None, sent out by PATHS program |
| paths@utah.edu Attach PDF of form response | None | N | 77 |
| ||
| 25 | UU - UCL [PATHS] Program Application 2021 |
| N/A - not currently in use | No | paths@utah.edu Attach PDF of form response | N | 48 |
| |||
| 26 | UU - UCL [PATHS] Solicitud del Programa PATHS 2021 | Custom URL server error |
| N/A - not currently in use | No | paths@utah.edu | N | 0 |
| ||
| 27 | UU - UCL [PROED] Learn & Work Utah Application 2021 |
| learnwork.utah.edu for each program | No | None | Salesforce | N | 906 |
| ||
| 28 | UU - UCL [PROED] Lunch and Learn | N/A | MVP Lunch and Learn event form to collect RSVPs | Yes | Margo | None | N | N/A
|
| ||
| 29 | UU - UCL [PROED] Alternartive Credentials | N/A | Alternative Credentials Request Form | No | Ben and Iris | None | N | N/A |
| ||
| 30 | UU - UCL [PROED] Special Event Registration | N/A | Creates Event Registrations Dynamic connection with Salesforce | Not published Aug 4, 2022 |
| None | Salesforce | N | N/A |
| |
| 31 | UU - UCL [PROED] Test Prep Testimonial |
| No |