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Overview
Web form elements are the building blocks of forms, representing the questions you wish to ask form submitters and the related data points you want to gather. Fields (database fields) are tied to elements, elements exist within sections, sections exist within forms.
All form elements have a description that appears in the portal (though where it appears varies based on the type) and an insert and update status.
- Insert Status: Options available for this element when a new record is being inserted ("added") into the database.
- Update Status: Options available for this element when a record is being updated in the database. Update Status does not impact Inquiry forms, as they are not accessible to form submitters after initial submission.
Options for both insert and update status are:
- Hidden: Hides the web form element from the form submitter (helpful to temporarily "turn off" an element or to keep hidden while you are working on it)
- Hidden with Preset Value: Hides the web form element from the form submitter while predetermining an answer on their behalf (commonly used with the Create Portal Account? element to predefine a "yes" response without requiring the user to see/interact with the element)
- Read Only: Displays existing values but does not allow the form submitter to edit (used as an update status to prevent a user from editing their initial response)
- Optional: Not required for initial form submission
- Updatable, Optional: Editable during form update but not required
- Required: Required for initial form submission
- Updatable, Required: Editable during form update and required
NOTE: Insert and Update statuses should generally match, e.g. Insert Status = Required, Update Status = Updatable, Required. Elements with an Update Status of Updatable, Optional will allow the form submitter to submit with a blank answer when updating a form, so it is advisable to avoid using the Insert Status = Required, Update Status = Updatable, Optional pairing.
Types of Web Form Elements: Single-field and Multi-field
Single-field elements write to a single field; some have configuration available. Multi-field elements (sometimes referred to as Compound elements) write to more than one field; some have the ability to add options to choose from.
Single-field Element
An example of a single-field element.
Single-field elements are simple; all configuration is available in the header record. The Description field appears as the label on the form as it appears on the form and the Help Text appears underneath the form element.
Single-field Element with Configuration
An example of a single-field element with configuration. In this instance, Axiom users can configure interest values to be grouped and/or filtered by category.
Some single-field elements can be configured. Available configuration options depends on the element.
Multi-field Elements
An example of a multi-field element; the element can write to several fields, each with its own insert and update statuses.
On a multi-field element, general element information is controlled in the header record at the top.
- The insert and update statuses are controlled on the fields, not the header record.
- Text entered in the Help Text field shows up in light gray text above the field array.
- You cannot add or remove fields (note that there is no "Add Record..." button).
An example of how field-specific configuration shows up on the portal side. Note how the maiden name field is "missing" from the form when it is rendered in the portal because its insert status is "Hidden".
Multi-field Elements with Options
An example of the options in a multi-field element with options. Note that you can add and remove choices.
Multi-field elements with options have more than one field but also have options that the form submitter can select. Add (via the Add Record... button) and remove (via the red X) options as needed; field values will depend on the specific form element.
System Elements
System elements can only be used on System Forms and are connected to specific fields in the database. Submissions can be queried and reported on. Database fields not tied to a system element cannot be written to/updated using web forms.
Demographic Elements
| Element Name | Accessible in Form: Sections | Notes/Details |
|---|---|---|
| Address | Inquiry:
| *Candidate will reside in the primary household. *Displays values with "Display" flag checked in the Countries query. Multi-field element Fields:
|
| Parent Relationships Repeatable | Inquiry:
| *In the portal, relationships are managed using the Relationship element. *Displays values from a relationship type collection. |
| Citizenship | Inquiry:
| *Displays values with "Display" flag checked in the Countries query. Multi-field element Fields:
|
| Date of Birth | Inquiry:
| |
| Ethnicity | Inquiry:
| *Displays values from the Ethnicity value list. |
| Gender | Inquiry:
| *Displays values from the Gender value list. |
| Language | Portal:
| *Displays values with "Display" flag checked in the Language list. Multi-field element Fields:
|
| Marital Status | Inquiry:
| |
| Name | Inquiry:
| Multi-field element Fields:
|
| Place of Birth | Inquiry:
| |
| Pronoun Override | Inquiry:
| *Displays values from the Pronoun value list. |
| Race Multiple | Inquiry:
| *Displays values from the Person Race value list. *Allows for multi-select. |
| Relationship | Portal:
| *Displays values from a relationship type collection. |
Inquiry/Application-Specific Elements
| Element Name | Accessible in Form: Sections | Notes/Details |
|---|---|---|
| Accomplishment | Portal:
| *Separate from the Interests Multiple element, this element allows for the collection of multiple data points for a single interest. Multi-field element w/ configuration Fields:
|
| Awareness Reason | Inquiry:
| *Displays values from the Awareness Reasons value list. |
| Campus Applying For | Inquiry:
| *Updates to this field are managed using the Application Change portal form. |
| Current Grade | Inquiry:
| *This element uses a collection (Collection Type: Grade Level) to manage the list of available values. |
| Current School | Portal:
| *This element is used in conjunction with a section display element on the Current School portal form. Within the context of that form, users are presented with the choice to select an existing feeder school or create a new organization record. This element will create a new organization record in the database. *Fields tied to the organization record should never be updatable by portal users - changes to the organization record will affect all organization members. The "language of instruction" & "start date" fields are the exceptions to this rule and should be marked updatable - they live on the person organization record and will only affect the candidate associated with the form submission. *The "make prior school" field allows users to make the existing current school a prior school. This action does the following:
Multi-field element Fields:
|
| Feeder School | Inquiry:
| *This element uses a collection (Collection Type: Organization Membership) to manage the list of available values. |
| Grade Applying For | Inquiry:
| *Updates to this field are managed using the Application Change portal form. Single-field element w/ configuration Configuration:
|
| Interests Multiple | Inquiry:
| Single-field element w/ configuration Configuration:
|
| Prior School | Portal:
| *See notes on the Current School element. |
| Requesting Financial Aid | Inquiry:
| *Updates to this field are managed using the Application Change portal form. |
| Resident Status Applying For | Inquiry:
| *Updates to this field are managed using the Application Change portal form. |
| Student Group Applying For | Inquiry:
| *Updates to this field are managed using the Application Change portal form. |
| Year Applying For | Inquiry:
| *Updates to this field are managed using the Application Change portal form. *In order for a specific year value to be selectable, a corresponding registration season record must exist, i.e. candidates are not able to inquire/apply for years for which a checklist does not exist. Additionally, the "Open for Inquiries?" flag must be checked on the corresponding registration season for that year value to appear in the list. |
Communication Method Elements
| Element Name | Accessible in Form: Sections | Notes/Details |
|---|---|---|
Inquiry:
| *Inquiry forms contain special validation code that prevents the form from being submitted if the same email address is provided for multiple people. | |
| Mobile Phone | Inquiry:
| |
| Work Phone | Inquiry:
|
Parent Educational History Elements
| Element Name | Accessible in Form: Sections | Notes/Details |
|---|---|---|
| Alumni Status | Inquiry:
| |
| Education: College/University | Portal:
| *This element will create a new organization record in the database. Multi-field element Fields:
|
| Graduation Year | Inquiry:
|
Parent Employment Information Elements
| Element Name | Accessible in Form: Sections | Notes/Details |
|---|---|---|
| Address | Portal:
| Multi-field element Fields:
|
| Faculty/Staff | Portal:
| Multi-field element Fields:
|
| Job Title | Portal:
| |
| Organization Name | Portal:
| |
| Organization Phone | Portal:
|
Special Functionality Elements
There are a number of elements with specific purposes beyond simply populating a field in the database. Of these special functionality elements, Profile Codes & Section Display can be used on School Forms.
| Element Name | Accessible in Form: Sections | Notes/Details |
|---|---|---|
| Create Portal Account? | Inquiry:
| *This element is used to generate user accounts and trigger welcome emails. *Frequently used with a preset (Insert/Update Status = Hidden with Preset Value) to generate user accounts without the need for user interaction. |
| Data Consent Policy Checkbox | Inquiry:
| Special element w/ configuration Configuration:
|
| Profile Codes | Inquiry:
| Special element w/ options and configuration Options:
|
| Section Display | Inquiry:
| *This element is used to display a hidden section based on a user response, e.g. an "Add a second parent?" question at the end of the Inquiry - Parents & Address section that triggers the display of the Inquiry - Secondary Parent Info section when a user selects "Yes". *This element is used in conjunction with the Display value for a section (found on the top-level form record where sections are listed) and the Data Keypath value for the section (can be pulled into the Web Form Section query template - the query displayed on the aforementioned top-level form record) Special element w/ options Options:
|
| Single Profile Code | Inquiry:
| *Typically used for boolean-type questions where one answer will apply the profile code and the other will not. Special element w/ options Options:
|
General (Non-System) Elements
General (non-system) elements cannot write to or update specific fields in the database. These elements represent the types of questions/structural elements that can be used on School Forms. Submissions are stored on webform submissions, not in database fields. Responses to "school questions" using these elements can be queried using the Submission Data function field.
| Element Name | Notes/Details |
|---|---|
| Checkboxes | Use when one or more options can be selected. Add choices via "Add Record..." Sort key controls display order. The "Description" field displays on the actual form. |
| Date Picker | Displays a visual date picker. Help text displays in gray text below the description. |
| Dropdown | Creates a dropdown box with choices. Add choices via the "Add Record..." button. |
| Header | Displays a header on the form. Help text does not display |
| Number | A number must be entered. |
| Paragraph | Displays paragraph text. Use to display information. Help text displays under the description. |
| Radio Buttons | Use when only one option should be selected. Add options via "Add Record..." Sort key controls display order. The "Description" field displays on the actual form. |
| Textarea | Multiline entry. Help text displays in gray text underneath the description |
| Textbox | Single line entry. Help text displays in gray text underneath the description |
| Toggle | Choose "yes" or "no" (no additional options). Help text displays in gray text below the description. |