Admission Portal 3 Web Forms

Overview

New web forms allow you a high degree of control over the information that end users are able to submit in the admissions process. They function similarly to the household profile update (HPU) feature. Forms become accessible to candidates/parents by associating them with checklist items. Access forms via tabs on the registration season type (RST) record:

  • Inquiry Forms: Build and access your inquiry forms. Read more about inquiry forms.
  • Parent & Address Forms: Access the six system forms for collecting information about candidates' parents.
  • Candidate Changes Forms: Access system forms for adding and updating candidates.
  • System Forms: Access the six system forms for collecting information about candidates. 
  • School Forms: Access forms you have created to collect customized information. 

The Recommendation Forms tab contains teacher recommendations you have configured. They use an integration with Google Forms and are not Veracross web forms. 

The Form Record

Edit the options for the form:

  • Status: use for internal workflows (drafts are visible to end users).
  • Submission Strategy: Choose how you will accept new and edited submissions.
  • Labels tab: Update labels that users see in the portal.
  • Submissions tabs: View submissions for this form. See below for how to process.

Submission Strategies

You can define how and when data are committed to the database via form submission strategy. There are four options:

  • Immediate: Immediately add the information with no review.
  • Requires Review: Stage the data when the user submits it. Data can be reviewed before committing ("processing") or rejecting.
  • Review for New Records; Immediate Update: Review new records, but immediately accept updates.
  • Immediate for New Records; Review Update: Immediately add new records, but require review for updating information.

If you have selected anything other than "Immediate" as a submission strategy, pending submissions will appear on the Processing Pending tab of the form record and also on the various "pending" queries on the Candidate Changes homepage. When they are processed, they will move to the Processing Complete, and view all submissions on the All Submissions tab.

Review and Process Submissions

The point of staging data — both new records and updates — is to give you the opportunity to review them before committing the data to your database. You can find pending submissions on the various "Pending" queries on the Candidate Changes homepage and also on the "Processing Pending" tab of individual forms.

Several links are provided to help you review information before processing:

  • View Submission URL: View the completed form.
  • Record Detail: If the data has been processed, this will link to the primary record for which the web form submission created. In the screenshot above, the submission is linking to the Organization Membership detail screen.
  • Web Form Submission ID: Click to view information about the web form session, including the data that were submitted and tabs to show related and duplicate submissions.

To commit a submission's data: Update the Processing Status to "Process Now" and Click Update.

System Forms and School Forms

System forms can read/write to the database. You can configure but not compose them. School forms generally do not write information to the database but you can create and configure them with their own fields. 

System Forms: Parent & Address, Candidate Changes

Parent and Address forms: Find them on the RST record > Parent & Address tab > Forms.

Example Updates

Example: Minor Update on the Address Form

On a household address form element, let's say you want to hide the address_3 field and change the "State" label to "Province." Here it is in Axiom:

Admissions RST > Parent & Address Forms tab > Household Address form > Address section > Address element

And here is what it looks like in the portal:

In Axiom, set:

  • address_3 to N/A insert and update status
  • change the label of state_province to "Province"

Example: Add a Header, Toggle, Checkboxes, etc.

Let's say we want to add some new questions to a school form. School forms, you will recall, are where you can add whatever questions you'd like. Let's do the following:

  • Add a Header "Yes/No Questions"
  • Add "Toggle" for "Do you like Demos?"
  • Add "Checkboxes" for "What browsers do you use?"
    • Choices: Chrome, Safari, IE, Other

Here are the three new elements to add in this example.  
Get there via RST record > School Forms > Additional Questions > Testing Various Element Types (will vary in your database)

To add these new elements, click Add Record... for each one with the element types of Header, Toggle, and Checkboxes. 

Here is what the results look like in the portal: