Webform

 

The Webform page can be used to create a fillable form page on your GW Drupal website.

Webform Page Access

Access to the Webform page is restricted to users with Content Supervisor and Site Administrator accounts in GW Drupal websites. As such, the results are only available to users with the aforementioned permission levels unless they have been exported into a CSV or Microsoft Excel file.

Available fields & features

  • Radio buttons, dropdowns, checkboxes, and picklists
  • User file uploads
  • Form field encryption
    • Never use GW Drupal Webform pages to collect financial information, social security numbers or GWIDs
  • Multi-page forms
  • Email notifications
  • Form field validation rules
  • Custom confirmation page
  • ...and more

Creating a Webform Page

 

  1. Hover over My Workbench > Create Content
  2. Click on Webform
    • A blank content entry page will load
  3. Give your Webform page a title, and provide Body copy if necessary (optional field)
  4. Click the Save button
  5. Click on the Webform tab to begin configuring your form fields as necessary
    • After adding a form field, a configuration page will load to configure settings like the format of a Date select field, the multiple options for a Select Options field, whether a field is required or has a character limit, etc...
    • After saving your form field settings, it is immediately live on the form

Form Fields

  • Date: allows users to enter or select a date, can display as a popup calendar or text field
  • Email: displays as a simple text field, but validates for email format
  • Fieldset: creates a collapsible section to nest other form fields within
  • File: allows a file to be uploaded to the submission
  • Grid: presents a matrix of questions & answers with radio buttons
    • ex: a matrix asking "On a scale of 1 to 5"
  • Hidden: a field not visible to the public user, but which can be included in the submission for the form admin
  • Markup: allows form admins the use of a full WYSIWYG text editor in the middle of the form to present additional, formatted text
  • Number: presents as a simple text field, but only accepts numerical values
  • Page break: creates a multi-page form
  • Select options: displays radio buttons, checkboxes, dropdown selections or a multi-select picklist
    • Options are entered in the 
  • Text area: displays a plain text box a user can enter text into
  • Text Field: a single fillable line
  • Time: allows users to enter or select a time value; supports 12 and 24 hours formats as well as incremental values
    • ex: 15 minutes, 30 minutes, etc...

By default, submissions are logged in your GW Drupal website, however, you can create email notifications that get sent out whenever a submission is logged. At a minimum, we recommend setting up two email notifications:

  • A confirmation to the form submitter
  • A notification to the GW staff member responsible for following up

Configuring Webform Email Notifications

  1. Indicate what email address will be notified
    • Use the Custom field to enter a fixed email address(es) in the text field, which works best for sending a notification to the GW staff member(s) who should be aware of and/or follow up on the submission.
    • Use the Component field to dynamically look for an email address entered on your form. This works best for sending confirmation emails to form submitters.
       
  2. Set up the email header
    • Each section of the header can be set up with fixed, customized or dynamic information:
      • Default: will pull information from your GW Drupal website and will typically be impersonal and somewhat vague in description
      • Custom: slightly more personalized, this allows the form creator to enter custom information and to also take advantage of form field tokens
      • Component: most personalized, this dynamically pulls information that has been entered into the form

For the internal email notification, we recommend:

  • A custom Email Subject line
  • A dynamic Email From Address, using the Component option to pull the form submitter's email address from the form
  • A dynamic Email From Name, using the Component option to pull the form submitter's name from the form

For the form submitter's email confirmation, we recommend:

  • A custom Email Subject line; ex: "Confirmation: Your submission to [name of form] has been received"
  • A custom Email From Address, using an organizational GW email address, if possible
  • A custom Email From Name, using your organization's name
     
  1. Configure the Email Template
    • This is the information that will be sent in the email. By default, it uses tokens to dynamically pull information from the form submission into the email.

Tokens

Tokens are used to dynamically populate information with the unique responses from form submitters. A table of all available tokens is visible within the collapsed Tokens section beneath the Email Template.

Animated GIF that expands the Tokens section of the Webform email admin

Tokens require the use of the token key - which is fixed by the system - and the form field key - which is created when the form fields are created - in order to work.

Confirmation Page

Webform pages offer several options for confirmation messages, including a bare-bones default confirmation page. However, we recommend creating a General Content page to redirect to as the confirmation page, as the default page does not include the Brand and Hero on the page.

If no custom confirmation page has been created, the default confirmation page will load upon form submission, thanking the user for completing the form and linking back to the form.

Form Status

Webform pages are managed in two parts:

  • the page elements (title and body text)
  • the form fields

The benefit of this infrastructure is that it's possible to hide the form fields without unpublishing the page altogether. For instance, if a form is temporary or seasonal, the fields can be hidden when submissions are not being accepted. If and when submissions are being accepted again, the form fields can be made public again.

Managing forms in this way prevents websites from website visitors with the form link from encountering a 404 Page Not Found error message from trying to access webform pages that have been deleted or unpublished when submissions are no longer being accepted.

To set the form status to open or close, simply toggle the status option as necessary.

Screenshot of the form status admin options to set the status of the form to Open or Closed

 

Screenshot of the Webform CT tabs for View Published, New Draft, Moderate, Webform, Results, Revisions and Panelizer. As well as the buttons for form componenets, Emails, form settings and form validations.

Validation rules allow you to set additional restrictions or requirements on specific form fields. For instance, while the Email form field automatically validates for proper email formatting, content owners can add an additional validation rule to restrict the field to @gwu.edu email addresses.

There are quite a few validation rules, but most only work on a handful of form field types. For instance, the Numeric values rule, which "verifies that user-entered values are numeric, with the option to specify min and/or max values" only works on the hidden, number, and text field form fields. It will not work on any other form field type.

Viewing Results

The Results tab displays all of the form submissions to date in several formats:

  • The Submissions view is the default view and, admittedly, is not very useful as it displays the system information for each logged result.
  • The Analysis view displays each question/form field, the number of times a response was submitted and the average for all responses.
  • The Table view displays each submitter's response to each question/form field in a table format.

Exporting Results

Webform results can be exported into a CSV or Microsoft Excel file from the Download section. The export can be customized to only export specific fields and within specific date ranges.

For instance, if you have previously exported the results, you can choose to only export the newest submissions. Or, if you only need certain information from the form, you can choose to only download the responses to that/those form field(s).

Clearing Results

Finally, the Clear button provides the option to delete all results. You will be prompted to confirm that you want to delete all results, and if you affirm that decision, it cannot be reverted. So delete with caution.

Also, please note that you cannot use this option to delete specific results or a portion of the results. All results will be deleted. Individual results can be deleted from the Submissions button or by viewing individual responses and clicking the delete button therein.

Sample Editorial Theme Webform Page Sample Classic Theme Webform Page

Advanced Configurations & Validations

 

 

In addition to basic form functions, the Webform page also offers some advanced configuration and validation options.

A recorded webinar on how to use these validations is available for review.