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Information Technology

Information Technology

Form Creation

ACCESS THE FORM TOOL:

On MyTrent home screen, use the menu (top right).

  1. Select “CMS” from main menu (upper right)
  2. In the drop-down menu, choose “Forms”
    1. If you have not been given permission to access the Forms tool, you will not see Forms listed in the drop-down. Send a request to it@trentu.ca to request access.

MyTrent screen showing menu location for Steps 1 and 2 outlined above

CREATE A NEW FORM:

1.Click on “New” to begin creating a new form

2.Existing forms and those you have access to are indicated down the side menu

3.Colour-coded bars to the left of the form name in the navigation menu provide a visual clue as to the status of the form within the tool.Hovering over the colour bar also provides a verbal and written status indicator.

  • Red  (Draft form- not published in MyTrent)
  • Green (Active; published in MyTrent)
  • White (Hidden)
  • Grey (Expired)

Screen shot of MyTrent forms CMS highlighting New button, colour status indicators and existing forms menu

EDIT AN EXISTING FORM:

1.Double-click on any form name to open an existing form in order to edit form and question content and adjust status.

2.Existing forms and those you have access to are indicated down the side menu

3.Colour-coded bars to the left of the form name in the navigation menu provide a visual clue as to the status of the form within the tool. Hovering over the colour bar also provides a verbal and written status indicator.

  • Red  (Draft form- not published in MyTrent)
  • Green (Active; published in MyTrent)
  • White (Hidden)
  • Grey (Expired)

My Trent forms CMS in Edit mode outlining options for opening, colour status bars and left menu navigation as outlined above

FORM CREATION AND MAINTENANCE FIELDS:

There are two screens. Think of the first screen as the “container” for your form containing the global requirements and how you see your form behaving. The second screen is the question detail, which you don’t’ see until after you’ve created the “container” in which the detail resides (Screen 1).

Note: Required fields are signified by a red asterisk. If not completed, an empty, required field will produce an error.

Form Properties:

Form Name

What is the title of your form? Make it something that will be easily recognizable by users.

Description

Required field signified by red asterisk
What is this form used for? i.e. “The purpose of this form is to allow users to request….” or your own words.

Form Type

Required field signified by red asterisk.

Which heading do you wish your form to “live” under once a user has navigated to one of the four (Academics, Finances, Services, Support) options in the upper right navigation menu

Keywords:

Required field signified by red asterisk.

Expiry:

Required field signified by red asterisk. Defaults to one year from the creation date (set a calendar reminder or extend the future date)

Checkbox: Allow logged-in users to save draft submissions

Check if you want to allow someone completing the form to save in draft form and come back to it later.
Pro Tip: If it is a short form, do not check – it can create confusion.

Contact Information:

Contact Email Address:
  • Defaults to user who is logged in when creating the form, which can be changed.
  • Multiple addresses can be added.
  • Separate multiple email addresses with a comma (no space between comma and next entry).
Form tool ready for entry to Form Properties section as outlined above.
Email Response Message:
  • Defaults to: “Thank you for your submission.” When the user fills out the form, this is what they will see once they click the Submit button.
  • This text box can be updated, formatted and made more specific based on user needs.
Checkbox: Forward Submissions to Contact Email Address.
  • How do you want to be notified that someone has made a submission with your form?
  • Check this box if you want submissions to be emailed to the “Contact Email Address” noted above.
  • If not checked, those whose Contact Email Addresses are noted will see a “Notification” on the MyTrent home screen in the upper right quadrant of the screen.

Appearance:

Please select an Icon.

This is the icon that will appear above the Form Name in its eventual “home” on MyTrent once published.

Form tool ready for entry to Email Response, Contact info and select an Icon sections as outlined above.

Navigation:

Please select a Node: (Radio Buttons for Academics, Finances, Services, Support)

This refers to the page this form will reside on in MyTrent once it is published. Choose one of the four indicated that you want users to use when looking for your form.

Sub-Folder:

Leave this blank unless you want your icons to be located within a folder to further organize within your “Form Type”

Audiences:

Constituencies: (Checkboxes)

Who should this form be visible to? Alumni, Applicants, Community, Non-Trent Students, Staff, or Student?

Choose none (defaulting to everyone), one, many, or all depending on who you want to see your form when they log into MyTrent.

Note: Do not use UNDEFINED!

Group Audiences:

Most often left blank, but allows further filtering of the constituencies noted above based on departments (both academic and non-academic). Use the search line ….start typing…such as “Info”. The tool will provide a drop down menu from which to choose.

Note: Where there are students and staff affiliated with an academic department such as COIS:

  • COIS (Department) denotes those who are staff in the department
  • COIS (Major) denotes students affiliated with that department
  • COMP (Department) is the IT department staff members
  • COMPx (Department) is the group of student staff in the IT Department (not all departments have this delineation between staff and student staff)
Group with Options
  • And, Or, Complete, Clear 

This can further refine who should see your form in their MyTrent space. Choose none, one, or multiple as needed,

Where Audience matches:

Defaults to Everyone, but this can be changed based on filtering you are trying to accomplish

Audience Size:

Leave this blank, and as you filter using the Audiences section it will return a number to show you how many people would be seeing your form – a kind of “logic test” to help to determine if your filtering makes sense. If you’ve created filters but this is showing “0” it is telling you your form will not be visible to anyone (something is wrong!).

Form tool ready for entry to Navigation and Audiences sections as outlined above.

Form Properties:

Publishing Options:

Radio buttons for Save as Draft, Submit for Review, Publish – Select one. Note: Default is “Save as Draft”

Form tool ready for entry to Publishing Options section as outlined above.

Last but not least…..

RESET button:

Clears the form of everything you’ve just entered…you will need to start again.

CREATE button:

Saves everything you’ve just entered, and takes you on to the next screen where you can setup your questions – the whole purpose of having the form….right?

PREVIEW button:

Would you like to see what the user will see when they click on the icon for your form in MyTrent? Here’s your peek. If there is something wrong, or it doesn’t look right, come back and update it before choosing “Publish” in Publishing Options and hitting the “Create” button.

CREATING YOUR QUESTIONS:

Form Fields

Scroll down to the Form Fields area.

Enable Drag and Drop Field Sorting

Ensure that is checked (or you won’t be able to re-order your questions). This allows you to drag a question from the 6th spot up to the 2nd if you decide part way through design that the 2nd question on the form is where it belongs.

Add Form Fields

Click on the “Add Form Field Button” Add Form Field button (white text on red sienna background) under the heading FORM FIELDS. You will see a dialog box with two fields to fill in.

Label:

The text that the user will see telling them what you are looking for such as “Your Name”

Type:

Form tool ready for entry to Form Fields section as outlined above.

Selecting from the dropdown list under the Type will provide options to help your define what type of data a user can enter in the field on your form.  See the list of types below and the expectations associated with them if you make that selection.

  • Text Field: Free form text (Single line) entered by user
  • Textarea Field: Free form text (multiple lines) entered by user
  • Heading: This is for Form creator use only. Screen readers will see this as a heading on your form layout.No answer expected from user filling out the form
  • Description: No answer expected from user. Users will see the description you type in on this form (may explain the intention of the data gathering, or other descriptive info)
  • Checkbox List: Allows user to make multiple selections, no selection or a single selection.
  • Auto-complete:  Form creator provides a list from which a user may choose. If none apply, the user can add their own selection
  • Radio List: Limits user to a single selection only from the provided list
  • Select List: Allows user to select nothing or a single selection from the provided list
  • Date Picker: Provides the user with a calendar icon from which to choose a specific date
  • Date/Time Picker: Provides the user with a calendar icon and selection boxes from which to choose a specific date AND specific time
  • Time Picker: Provides the user with selection boxes for specific times.
  • Boolean Field: Provides the user with a checkbox that is essentially a True/False statement….i.e. By checking this box, I agree that…..
  • File Upload: Allows the user to upload a file from their computer or a network location. No limitations - files can be any type i.e., Word, Excel, Powerpoint, image, etc. All files are virus-scanned as uploaded. Size Limit for file uploads: 100Mb
  • Hidden: For IT use only

Form tool ready fors election from Field Type dropdowon menu as outlined above.

Navigation:

At this point this field will be pre-populated from header portion of the Form Creation, but can be updated

Form Fields:

At this point this field will be pre-populated from header portion of the Form Creation, but can be updated.

Administration:

Allows creator to identify Trent staff who should have access to form submissions and receive notifications. Search bar located below the list or creator can scroll to find a name and drag to the right side.

 

Form tool ready for editing to Navigation, Form Fields and Administration sections as outlined above.

Form Properties:

Publishing Options:

Radio buttons for Save as Draft, Submit for Review, Publish – Select one. Note: Default is “Save as Draft”

In Edit mode, if no changes are made to the form the form will remain in Published status (see color bar to right of the form name on the left navigation menu.

Form tool ready for editing to Publishing Options section as outlined above and Reset, Create and Preview buttons to be outlined below.

Last but not least…..once again

RESET button:

Clears the form of everything you’ve just entered…you will need to start again.

CREATE button:

Saves everything you’ve just entered, and takes you on to the next screen where you can setup your questions – the whole purpose of having the form….right?

PREVIEW button:

Would you like to see what the user will see when they click on the icon for your form in MyTrent? Here’s your peek. If there is something wrong, or it doesn’t look right, come back and update it before choosing “Publish” in Publishing Options and hitting the “Create” button.

Eligibility

  • Students
  • Staff
  • Faculty
  • Professor Emeriti

Service category

  • Computing & Printing
  • Information Systems

Related Links

Last updated

Friday, March 10, 2017 - 11:46