Administration - HR - Forms - Create new form with basic question types
Modules > Administration > HR & Performance Management > Surveys And Forms
A new option, Surveys And Forms, allows a user to create forms that can be sent to staff members for various purposes. For example:
- Staff surveys
- Feedback on staff policy changes
- Ideas for school events
- Gathering information for new user defined fields in school records
Select the Surveys And Forms option to display the Surveys & Forms page.
The panel contains a table with the following potential columns (this will vary according to the individual form created):
- Name
- No of Questions
- No of Recipients
- No of Submissions
- Active/Inactive
- Created By
- Created Date
- Actions: Edit (pen icon), Delete (bin icon), Monitoring (bar chart icon), and Preview (play icon).
To create a new form, click New at the top right of the panel to open the Edit a Form popup. The popup has three tabs: Form Details, Form Contents, and Manage Recipients (described in 'Send out forms to recipients and manage recipient list').
Form Details
This tab allows a user to create the details of a form and contains the following fields:
- Name - enter a name for the form. This is a required field.
- Description - an optional field to add more information about the form.
- Attachment - an optional field that allows up to ten attachments to be added to the form. Use this option to also remove attachments from the form.
- Created by - displays the last name, first name, and staff code of the user who created the form. Cannot be edited.
- Created date - the date the form was created. Cannot be edited.
- Active - a checkbox to indicate whether the form is currently active. Unchecked by default.
- Anonymise Responses - if selected, this option anonymises the names of any respondents to the form.
- Expiry date - an option to set a date after which the form will not longer be active.
Form Contents.
This tab allows a user to create and edit the content of a form. The left side of the popup displays a list of any existing questions that have already been created. Click on a question to display its details on the right of the popup. Click on the bin icon to delete a question. A confirmation message is displayed. Click either Proceed or Cancel to delete or save that question.
To reorder a list of questions, select a question and use the up/down arrow keys to move it within the list.
How to create questions
The right side of the popup allows a user to create questions for a form from the question creation panel on the right.
Three fields are common to all question types:
- Question Type - select Multiple Choice, Multiple Answers, or Single Answer from the dropdown list (see below for more details about each option).
- Question Title - enter a title for the question.
- More information - allows additional details about the question to be added.
For all question types, there is a checkbox, Required. This is unchecked by default. If checked, this question in the form must be answered.
Multiple Choice
Allows a user to enter one answer to a question. By default, two multiple choice answer options are always available (Choice 1 and Choice 2). The following options are also available:
- Add Choice - allows a user to add further multiple choice answer options for a question. Answer options can be deleted, but there must always be a minimum of two answer options (with a maximum of 20 options). To delete a choice, click the bin icon on the right.
- Resources - allows a user to add a maximum of 10 attachments to the form.
- Add a link - allows a user to add a maximum of 10 links to websites or other resources (type or paste the link in the box, and then click the Add button).
Multiple Answers
Allows a user to enter multiple answer options for a question. By default, two multiple answer options are always available (Choice 1 and Choice 2). The following options are also available:
- Add Choice - allows a user to add further multiple answer options for a question. This option is similar to 'Multiple Choice', but allows a respondent to choose multiple answers to a question, instead of just one. Answer options can be deleted, but there must always be a minimum of two answer options. To delete a choice, click the bin icon on the right.
- Resources - allows a user to add a maximum of 10 attachments to the form.
- Add a link - allows a user to add a maximum of 10 links to websites or other resources (type or paste the link in the box, and then click the Add button).
Allows a respondent to enter a text answer to a question. The following options are also available:
- Resources - allows a user to add a maximum of 10 attachments to the form.
- Add a link - allows a user to add a maximum of 10 links to websites or other resources.
When a question has been created, click Add Question to Form to add the question to the form. The question is displayed in the list on the left of the popup. Select any question and the click the Preview button to display a preview of that question.
To edit a question, select a question on the left of the panel to display the question on the right of popup with Update or Cancel buttons. Edit the question, and then click Update to save any changes that are made, or Cancel to discard any changes and revert to a blank question creation form on the right of the popup.
Click Close to exit the popup and return to the Surveys & Forms page where the created form is displayed in a list.