Admission Portal 3 Web Form Elements

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 NameAccessible in Form: SectionsNotes/Details
AddressInquiry:
  • Both Inquiry Types: 
    • Inquiry - Parents & Address section
    • Inquiry - Secondary Address section
Portal:
  • Household Address form: Household section

*Candidate will reside in the primary household.
*Displays values with "Display" flag checked in the Countries query.

Multi-field element
Fields:
  • address 1
  • address 2
  • address 3
  • subdivision
  • city
  • county
  • state/province
  • postal code
  • country
Candidate Parent RelationshipInquiry:
  • Both Inquiry Types: 
    • Inquiry - Parents & Address section
    • Inquiry - Secondary Parent Info section
*In the portal, relationships are managed using the Relationship element.

Multi-field element w/ options
Fields:
  • parent 1 relationship
  • parent 2 relationship
Options:
CitizenshipInquiry:
  • Both Inquiry Types: 
    • Inquiry - Candidate section
    • Inquiry - Parents & Address section
    • Inquiry - Secondary Parent Info section
Portal:
  • Candidate Citizenship form: Citizenship section
  • Parent Citizenship form: Citizenship section

*Displays values with "Display" flag checked in the Countries query.

Multi-field element
Fields:
  • country
  • primary code
  • passport number
  • passport issue date
  • passport expiration date
Date of BirthInquiry:
  • Both Inquiry Types: 
    • Inquiry - Candidate section
    • Inquiry - Parents & Address section
    • Inquiry - Secondary Parent Info section
Portal:
  • New Registrant form: Registrant section
  • Parent form: Parent section

EthnicityInquiry:
  • Both Inquiry Types: 
    • Inquiry - Candidate section
    • Inquiry - Parents & Address section
    • Inquiry - Secondary Parent Info section
Portal:
  • New Registrant form: Registrant section
  • Parent form: Parent section
*Displays values from the Ethnicity value list.
GenderInquiry:
  • Both Inquiry Types: 
    • Inquiry - Candidate section
    • Inquiry - Parents & Address section
    • Inquiry - Secondary Parent Info section
Portal:
  • New Registrant form: Registrant section
  • Parent form: Parent section
*Displays values from the Gender value list.
LanguagePortal:
  • Candidate Language form: Language section
  • Parent Language form: Language section
*Displays values with "Display" flag checked in the Language list.

Multi-field element
Fields:
  • language
  • primary code
  • years
  • spoken at home
  • reading proficiency
  • writing proficiency
  • speaking proficiency
  • listening proficiency
  • notes
Marital StatusInquiry:
  • Both Inquiry Types: 
    • Inquiry - Parents & Address section
    • Inquiry - Secondary Parent Info section
Portal:
  • Parent form: Parent section

NameInquiry:
  • Both Inquiry Types: 
    • Inquiry - Candidate section
    • Inquiry - Parents & Address section
    • Inquiry - Secondary Parent Info section
Portal:
  • New Registrant form: Registrant section
  • Parent form: Parent section
  • Relatives form: Relative section

Multi-field element
Fields:
  • name prefix
  • first name
  • middle name
  • last name
  • name suffix
  • nick name
  • maiden name

Place of BirthInquiry:
  • Both Inquiry Types: 
    • Inquiry - Candidate section
    • Inquiry - Parents & Address section
    • Inquiry - Secondary Parent Info section
Portal:
  • New Registrant form: Registrant section
  • Parent form: Parent section

Pronoun OverrideInquiry:
  • Both Inquiry Types: 
    • Inquiry - Candidate section
    • Inquiry - Parents & Address section
    • Inquiry - Secondary Parent Info section
Portal:
  • New Registrant form: Registrant section
  • Parent form: Parent section
*Displays values from the Pronoun value list.
Race MultipleInquiry:
  • Both Inquiry Types: 
    • Inquiry - Candidate section
    • Inquiry - Parents & Address section
    • Inquiry - Secondary Parent Info section
Portal:
  • New Registrant form: Registrant section
  • Parent form: Parent section
*Displays values from the Person Race value list.
*Allows for multi-select.
RelationshipPortal:
  • New Registrant form: Relationships section
  • Parent form: Relationships section
  • Relatives form: Relationships section
*Relationship values must be marked as "Standard Display" in the HPU Contact Relationships query in order to show up in the dropdown for this element.

Inquiry/Application-Specific Elements

Element NameAccessible in Form: SectionsNotes/Details
AccomplishmentPortal:
  • Accomplishment form: Accomplishment section

*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:
  • interest
  • proficiency
  • years experience
  • awards
Configuration:
  • interest category filter (references person interest category IDs;  "0" value = "show all"; set "group by category" = true when combined with "0" category filter to group interests by category)
  • interest group by category
  • proficiency category filter (references person interest proficiency category IDs;  "0" value = "show all"; set "group by category" = true when combined with "0" category filter to group interests by category)
  • proficiency group by category
Awareness ReasonInquiry:
  • Both Inquiry Types: 
    • Inquiry - Additional Info section

*Displays values from the Awareness Reasons value list.
Campus Applying ForInquiry:
  • Both Inquiry Types: 
    • Inquiry - Candidate section
Portal:
  • New Registrant form: Registrant section
  • New Registration form: Registration section
  • Application Change form: Application Change section
*Updates to this field are managed using the Application Change portal form.
Current GradeInquiry:
  • Both Inquiry Types: 
    • Inquiry - Candidate section
Portal:
  • New Registrant form: Registrant section
*This element uses a collection (Collection Type: Grade Level) to manage the list of available values.
Current SchoolPortal:
  • Current School form: School section
*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:
  • Moves the organization card from the current school checklist item to the prior school checklist item.
  • Marks the current school checklist item incomplete.
  • Marks the prior school checklist item complete (if incomplete at the time of transaction).
  • Allows the current school form to be submitted again.
  • Values for the "end date" field are not populated as part of this action and can be added via the prior school form.
*Displays values with "Display" flag checked in the Countries query; Displays values with "Display" flag checked in the Language list.

Multi-field element
Fields:
  • organization name
  • vertical market
  • address 1
  • address 2
  • address 3
  • city
  • state/province
  • postal code
  • country
  • phone 1
  • website 1
  • start date
  • language of instruction
  • make prior school
Feeder SchoolInquiry:
  • Both Inquiry Types: 
    • Inquiry - Candidate section
Portal:
  • New Registrant form: Registrant section
  • Current School form: School section
  • Prior School form: School section
*This element uses a collection (Collection Type: Organization Membership) to manage the list of available values.
Grade Applying ForInquiry:
  • Both Inquiry Types: 
    • Inquiry - Candidate section
Portal:
  • New Registrant form: Registrant section
  • New Registration form: Registration section
  • Application Change form: Application Change section
*Updates to this field are managed using the Application Change portal form.

Single-field element w/ configuration
Configuration:
  • group by category (true/false)
Interests MultipleInquiry:
  • Interests Inquiry type
    • Interests section
Portal:
  • Interests form: Interests section
Single-field element w/ configuration
Configuration:
  • category filter (references person interest category IDs;  "0" value = "show all"; set "group by category" = true when combined with "0" category filter to group interests by category)
  • group by category (true/false)
Prior SchoolPortal:
  • Prior School form: School section

*See notes on the Current School element.
Requesting Financial AidInquiry:
  • Both Inquiry Types: 
    • Inquiry - Candidate section
Portal:
  • New Registrant form: Registrant section
  • New Registration form: Registration section
  • Application Change form: Application Change section
*Updates to this field are managed using the Application Change portal form.

Resident Status Applying ForInquiry:
  • Both Inquiry Types: 
    • Inquiry - Candidate section
Portal:
  • New Registrant form: Registrant section
  • New Registration form: Registration section
  • Application Change form: Application Change section
*Updates to this field are managed using the Application Change portal form.

Student Group Applying ForInquiry:
  • Both Inquiry Types: 
    • Inquiry - Candidate section
Portal:
  • New Registrant form: Registrant section
  • New Registration form: Registration section
  • Application Change form: Application Change section
*Updates to this field are managed using the Application Change portal form.

Year Applying ForInquiry:
  • Both Inquiry Types: 
    • Inquiry - Candidate section
Portal:
  • New Registrant form: Registrant section
  • New Registration form: Registration section
  • Application Change form: Application Change section
*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 NameAccessible in Form: SectionsNotes/Details
EmailInquiry:
  • Both Inquiry Types: 
    • Inquiry - Candidate section
    • Inquiry - Parents & Address section
    • Inquiry - Secondary Parent Info section
Portal:
  • New Registrant form: Registrant section
  • Parent form: Parent section
*Inquiry forms contain special validation code that prevents the form from being submitted if the same email address is provided for multiple people. 
Mobile PhoneInquiry:
  • Both Inquiry Types: 
    • Inquiry - Candidate section
    • Inquiry - Parents & Address section
    • Inquiry - Secondary Parent Info section
Portal:
  • New Registrant form: Registrant section
  • Parent form: Parent section

Work PhoneInquiry:
  • Both Inquiry Types: 
    • Inquiry - Parents & Address section
    • Inquiry - Secondary Parent Info section
Portal:
  • Parent form: Parent section

Parent Educational History Elements

Element NameAccessible in Form: SectionsNotes/Details
Alumni StatusInquiry:
  • Both Inquiry Types: 
    • Inquiry - Parents & Address section
    • Inquiry - Secondary Parent Info section
Portal:
  • Parent form: Alumni Status section
  • Relatives form: Alumni Status section

Education: College/UniversityPortal:
  • Education form: Education section
*This element will create a new organization record in the database.

Multi-field element
Fields:
  • organization name
  • degree
  • major
  • notes
  • degree year
Graduation YearInquiry:
  • Both Inquiry Types: 
    • Inquiry - Parents & Address section
    • Inquiry - Secondary Parent Info section
Portal:
  • Parent form: Alumni Status section
  • Relatives form: Alumni Status section

Parent Employment Information Elements

Element NameAccessible in Form: SectionsNotes/Details
AddressPortal:
  • Employer form: Employer section
Multi-field element
Fields:
  • address 1
  • address 2
  • address 3
  • subdivision
  • city
  • county
  • state/province
  • postal code
  • country
Faculty/StaffPortal:
  • Parent form: Faculty/Staff section
Multi-field element
Fields:
  • employment status
  • employment relationship
Job TitlePortal:
  • Employer form: Employer section

Organization NamePortal:
  • Employer form: Employer section

Organization PhonePortal:
  • Employer form: Employer section

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 NameAccessible in Form: SectionsNotes/Details
Create Portal Account?Inquiry:
  • Both Inquiry Types: 
    • Inquiry - Candidate section
    • Inquiry - Parents & Address section
    • Inquiry - Secondary Parent Info section
Portal:
  • New Registrant form: Registrant section
  • Parent form: Parent section
*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 CheckboxInquiry:
  • Both Inquiry Types: 
    • Data Consent Policy section
Special element w/ configuration
Configuration:
Profile CodesInquiry:
  • Both Inquiry Types: 
    • Inquiry - Candidate section
    • Inquiry - Parents & Address section
    • Inquiry - Secondary Parent Info section
Portal:
  • Parent form: Parent section
  • School Forms: Profile Codes section
Special element w/ options and configuration
Options:
  • Add line item records using the "Add Record..." button; each line item should correspond to a single profile code. 
    • Value = profile code ID tied to a user selection
    • Description = what the user sees/selects
    • Sort Key = the order in which selections are presented to the user
Configuration:
  • select multiple (true/false; true will display checkboxes to the user, false will display radio buttons)
Section DisplayInquiry:
  • Both Inquiry Types: 
    • All sections
Portal:
  • Application Change form: Generic section
  • Current School form: Generic section
  • Prior School form: Generic section
  • School Forms: Generic section
*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:
  • Add line item records using the "Add Record..." button; each line item represents a path for the user. 
    • Value = data keypath for the section a user should see rendered upon selecting this option
    • Description = what the user sees/selects
    • Sort Key = the order in which selections are presented to the user
Single Profile CodeInquiry:
  • Both Inquiry Types: 
    • Inquiry - Candidate section
    • Inquiry - Parents & Address section
    • Inquiry - Secondary Parent Info section
Portal:
  • Parent form: Parent section
  • School Forms: Profile Codes section
*Typically used for boolean-type questions where one answer will apply the profile code and the other will not.

Special element w/ options
Options:
  • Add line item records using the "Add Record..." button; one line item should correspond to a single profile code. 
    • Value = profile code ID tied to a user selection
    • Description = what the user sees/selects
    • Sort Key = the order in which selections are presented to the user


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 NameNotes/Details
CheckboxesUse 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 PickerDisplays a visual date picker. Help text displays in gray text below the description.
DropdownCreates a dropdown box with choices. Add choices via the "Add Record..." button.
HeaderDisplays a header on the form. Help text does not display
NumberA number must be entered.
ParagraphDisplays paragraph text. Use to display information. Help text displays under the description.
Radio ButtonsUse 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.
TextareaMultiline entry. Help text displays in gray text underneath the description
TextboxSingle line entry. Help text displays in gray text underneath the description
ToggleChoose "yes" or "no" (no additional options). Help text displays in gray text below the description.