Webform settings

Webform settings include setting the confirmation message, adding emails or handlers to receive web form submissions, who has access to the webform, etc.

Getting there

From the administration bar, select Workbench, and then select My Dashboard.
Navigate to the Forms list.
Locate the form you want to configure and select the drop-down menu under the Operations column.
Select Settings.

Editing and saving settings

Select the desired sub-tab.
Make the desired changes.
Select Save.

When making changes, you must work one sub-tab at a time. Changes will be lost if you switch to another sub-tab without saving.

General sub-tab

The General sub-tab is where the form editor can change the title and description of a form, archive the form, prevent the form from keeping a record of submissions, and more.

Archiving the webform

Checking the “archive this webform” option makes the webform closed to new submissions, and not available to be added to new webform blocks. Use with caution - it also removes it from all listing pages, so it can only be viewed by form editors who have kept a record of the URL. In most cases, the form should be closed instead.

Disabling saving of submissions

Checking the “disable saving of submissions” option stops the system from storing the results. This can be used when there is no value in storing the results. Results can still be sent by email, and/or processed by a remote post or MailChimp handler.

Form sub-tab

The Form sub-tab is where the form editor can open/close forms, include a progress bar, and enable a preview of their form results before submitting.

Opening or closing a web form

See How-to open/close a web form for more details.

Editing progress bar settings

Under form wizard settings, several options are available:

Show wizard progress bar: The progress bar is visible by default, but can be disabled by unchecking this option. When enabled, it appears at the top of each page in the form, except for the first page. Each page of the form corresponds to a bar and label on the progress bar. Any bar corresponding to a page before the current one will be filled in green.

Link to previous pages in progress bar: Previous pages will be linked in the progress bar.
Show wizard progress pages: The current page and total remaining pages will be displayed.
Show wizard progress percentage: The percentage of completed pages will be displayed.
Link to previous pages in preview: Only available when 'Enable preview page' is enabled. The preview page will include 'Edit' buttons for each previous page.
Update wizard progress bar's pages based on conditions: The wizard's progress bar's pages will be hidden or shown based on each page's conditional logic.
Labels: The labels on the progress bar can also be customized or users can use their default settings.

Edit form preview settings

The settings under form preview settings determine if the preview page is disabled, optional, or required.

Submission sub-tab

This section will be expanded at a later date.

The submission sub-tab is where the form editor is able to limit the number of submissions a user can complete. There are submission messages that can be customized depending on the user's situation, form example if the submission breaks.

Confirmation sub-tab

The confirmation sub-tab allows you to set a confirmation message the user will see on their screen once the form has been submitted.

Creating a confirmation message

Select the Confirmation type.
Navigate to Confirmation settings.
If applicable, enter a Confirmation title.
Enter the Confirmation message.
Select Save.

Note: You can test the web form to see how the confirmation message displays for users once the form is submitted.

Emails/Handlers sub-tab

The emails/handlers sub-tab allows certain actions to be performed when the form is submitted, such as sending email notifications.

How to configure email options

See How to configure web form email options for more details.

Other options

This section will be expanded at a later date.

Access sub-tab

The access tab allows you to set permissions to determine who has access to a form, with the exception of users with the form editor role, who will always have full access to the form regardless of the settings.

In most cases, you are only concerned with who can view and submit the form (“create submissions”). The other actions on this tab only allow you to add specific users in addition to those that would have access automatically.

Controlling who can view and submit forms

There are several different options, each described below. It is not possible to combine options.

Everyone

The form does not require login to access, and can be used by all users, regardless of login status.

Users who are logged in

The form requires login to access, and can be used by all logged in users.

Users specified by Active Directory groups

The form requires login to access, but can only be used by users who meet the group requirements.

To only allow submission by specific groups, add the group names to the “limit” section, one per line, and leave the “prevent” section blank (anyone not a member of at least one of the groups is automatically prevented from having access.

To allow submission by anyone except specific groups, add the group names to the “prevent” section, one per line, and leave the “allow” section blank (anyone who is not a member of any of the groups is automatically allowed access).

By entering groups in both the “allow” and “prevent” sections, you are saying that you want to limit access to users who are in at least one of the allowed groups, unless they are in one of the prevented groups.

Active Directory groups may sometimes be referred to by a number of other names, including but not limited to “ADFS groups”, “security groups”, or “Nexus groups”. The WCMS gets its group information from the campus’s ADFS implementation.

Some commonly used groups:

IdM-HR-employee (anyone who is employed by the University)
IdM-HR-faculty (any faculty)
IdM-HR-retiree (any retiree)
IdM-alumni (any alumni)
IdM-SA-student (any registered student)

There is not a group that specifically identifies non-faculty staff. To limit form access to just staff, set the “limit” section to IdM-HR-employee and the “prevent” section to IdM-HR-faculty.

Users specified below

The form requires login to access, and can only be used by specified users.

Users must be added to the site to be given access. When entering multiple users, separate each with a comma.

Users who are logged out (for anonymous submission)

The form requires that users be logged out to access, and cannot be used by logged in users.

WCMS Knowledge Base