Note: Forms are only accessible to content editors who are "power users" and designated "form managers." To be given access to forms, contact firstname.lastname@example.org.
There are three major steps for creating a new form on your site:
- Create sections to house and support your form
- Create your form in Form Builder
- Deploy form in section
If you would like to make changes to an existing form, please see the instructions below on editing forms.
If you would like to learn how to download your form submissions into a spreadsheet, see the instructions below on downloading form submissions.
First, create the section (folder or page) to house your form. If your form is going to go on a page titled “refer a student,” create a section called “refer a student."
Once you have created the section where your form will be located, you should then create three subsections (you can do this by selecting Actions > Create section) you will need to support your form:
- Thank You
- Form Failure
When you create the Submissions folder, be sure to check the box for "Archive section" (which means this section will never be published) and uncheck the box for "Show in Navigation."
When we finish this process, the Submissions folder will be one of the places you can find your form's submissions. Each form submission will become a new content item in this Submissions folder.
When you create the "Thank you" folder, be sure to uncheck the box for "Show in Navigation."
After you create the folder, add a content item (i.e. "Primary Content - Zone A") in this folder which be the message your users will receive when they have successfully submitted your form (such as when they will hear back from you about their submission, and who to contact if they need to make changes to their form submission).
When you create the "Form Failure" folder, be sure to uncheck the box for "Show in Navigation."
After you create the folder, add a content item (i.e. "Primary Content - Zone A") in this folder which be the message your users will receive when there was an error and their form was not successfully submitted.
This is the page your users will see when there is a technical error with their form submission, and you should give them instructions on what to do ("try to submit your form again") and who to contact if they continue to experience technical difficulties.
In the Dashboard on the left in TerminalFour, expand the "Engage" menu and select "Forms & Transactions."
This will load the Form Builder. Please note: it may take several minutes to load the list of existing forms.
From here you can create a new form or use the filter to find and select an existing form to edit.
Creating a new form
After you click the button to create a form, there are six steps or tabs you will need to navigate through in order to properly create your new form.
Give your form a name and description (these are the fields that the filter uses to search through all of the forms, so be descriptive, and use language that will help you find the form again). Pro tip: include the name of your department/program in the description.
Under "Display Options" be sure to uncheck all of these boxes.
When finished, select "save and continue."
Click on a static element (heading, paragraph, line break) or standard input field on the left to add it to the form preview on the right.
Once added, use the edit button on each field to create field titles, radio options, etc. (.)
Add as many fields as needed. Static elements can be used to break up your form with headings and text.
You can click and drag the fields to move them into a different place on the form.
When finished, select "save and continue."
This feature is still in beta testing and may not work as expected; you may want to skip this tab for now.
This is where you’ll tell TerminalFour where to save your form submissions, and where to redirect your users upon success and failure.
Save Submissions to: Select "specified section" and use the blue "Select Section" button to navigate through the site structure, and select the 'Submissions' folder that you just created in stage 1.
Submission name mapping: If you don't specify anything here, when each new submission gets added as a new content item to your submission folder, they will all have the same name -- the name of the form. I recommend that you map the submissions to one of your form fields that would be more unique and informative -- such as the user's name or their email address.
Redirect options on success: Select "Section" and then use the "Select Section" button to find and select the "Thank You" section you created during Stage 1.
Redirect Options on Failure: Select "Section" and then use the "Select Section" button to find and the "Form Failure" section you created during Stage 1.
Type in each email address to receive a copy of the form submissions via email in the "non-system recipients" address field. Separate multiple addresses with a comma (e.g., email@example.com, firstname.lastname@example.org, etc).
Subject field mapping: As with the submission name mapping, if you don't specify anything here, when each new submission gets emailed to you, they will only have the name of the form in the email subject line. I recommend that you map the email subject line to one of your form fields that would be more unique and informative -- such as the user's name or their email address.
In this tab, you will get a notification that the form has been created and is ready to be deployed.
Copy the TerminalFour tag to your clipboard and save your form. You will need to paste this tag into a "Form" content item in order to add your form to the webpage.
- After copying the form T4 tag in the previous step, navigate to the section where you’d like the form to be located and open the content tab.
- Select "Create Content."
- From the content type list, select "Form."
- Give the content item a name and then paste in the T4 tag into the content item, and then select "Save and Approve."
In order to edit an existing form, you must have a "power user" user type and be added to the "form managers" permissions group. To be given access to forms, contact email@example.com.
Forms are edited within TerminalFour's Form Builder tool, not within the Site Structure. So to edit an existing form, start by going to your Dashboard menu, and under the "Engage" menu, select "Forms & Transactions."
Once Form Builder opens, you'll see a screen that looks like this:
Please note: it may take several minutes to load the list of existing forms.
Once the list of existing forms has loaded, you can use the Filter field to search for an existing form to edit. When you find the form you wish to edit, you can either click on the name of the form, or you can click Actions > Edit to edit the form.
When your form loads, it will open on the "general" tab. Here you can change the name of the form or the form description.
If you want to edit the form fields, click over to the "Fields" tab.
Here you can change the questions/edit an existing field by selecting the small blue Edit link on the right above each form field, or you can add a few form field by clicking one of the green standard input fields.
New fields will be added to the bottom of the form. But you can click and drag fields to a different place on the form.
Once you are done making changes to your form, be sure to select the blue "Save changes" button at the bottom right of the screen.
- If you want to change where form submissions are stored, where users are redirected on successful or unsuccessful submission attempts, you can make those changes under the "Submissions" tab.
- If you want to change what email addresses receive an emailed copy of each form submission, you can make those changes under the "Emails" tab.
If your form has been configured correctly when it was initially created, form submissions will be emailed to a specified email address, and each submission will be saved as a new content item in the Submissions folder created during step 1 in your Site Structure.
But you are also able to download your form submissions in bulk in a spreadsheet (CSV file type) from within Form Builder.
When you open Form Builder from the Dashboard's Engage menu, and you search for your form, you can select Actions > View Submissions.
When the page loads, you will see the submission report for your form.
The first step is to select the date range. You can use the buttons to see form submissions from the last day, last week, or last 30 days, or you can select the custom button and use a date picker to specify a beginning and end date.
The form submission report will show you how many form submissions were received during that date range, and you will also see a chart showing how many submissions were received and when throughout that date range.
Under the Submissions heading, all of the individual submissions that were received during that date range will be listed.
When you have selected the date range, you can select the blue "Download as CSV" button.
Depending on how many submissions you have received, it may take a few minutes to download, but after you have hit the button, a spreadsheet showing all of the form submissions during your selected date range will download onto your computer.
You can open the CSV file in Excel or other spreadsheet software program. Each question (or field) on your form will show as a column in the spreadsheet, and each submission received will be listed in a new row.