Note about Drupal webforms:

Due to campus IT security protocols and various content management issues, Drupal webforms are no longer recommended as a viable option. It is strongly recommended to review these options and transition your existing Drupal webforms to a more viable alternative. Depending on your need, there are a variety of approaches or options available.

Types of Forms

  • Contact Forms
  • Student Forms
  • General Webforms

Contact Forms

Contact forms are for enabling users to reach out to you for general inquiries.

For the Contact section of your university website, direct contact information is often the best approach. This information includes:

  • Unit primary phone number
  • Unit generic email address (e.g. advising@appstate.edu)
  • Unit physical address (if your users need to be able to find you on campus)
  • Unit mailing address (if you have users that need to be able to ship documents to you)
  • Link to the directory page (in case your user is looking to contact a specific member of your department)

Providing direct contact information gives your users transparency as to where their inquiry is going, and allows them to choose their preferred method of reaching out (phone vs. email). Even if you elect to only include an email address, this method allows users to track their sent messages and any responses from their inbox, whereas a form might not. Direct contact information is also preferable for faculty, staff, and administrators trying to reach your unit.

Depending on the complexity of your unit, or the types of communication you manage, you may include more than one channel of contact with corresponding information or opt to include a link to a Google Form. 

For example: If your department has multiple programs or a secondary generic email account for students with advising inquiries, you can also include direct contact information for those areas on your contact page, allowing users to identify and reach out to the area that best suits their needs.

Department of Rehabilitation Sciences Contact Page


Watauga Residential College Contact Page

If your unit gathers contact inquiries from users that require the inclusion of specific types of information (e.g. app state email address), you may opt to include a link to a Google Form on your contact page. As a best practice, Google Forms should be used in addition to high-level direct contact information.

Important Note

  • Google Forms associated with university websites should be created and managed using a generic university Google account. 
  • Google Forms can not accept attachments or uploads from non-app state email accounts.

Resources

See our knowledge base article on notification settings for more setup details.

For advanced functionality, see Google’s Forms documentation.

Example

Disco Student Learning Center Contact Page

Student Forms

Student webforms often found on university websites include:

  • Request change of major/minor/catalog year
  • Permit request form
  • Field experience forms
  • Program/event interest or registration forms
  • Other advising/registration-related forms
  • Application forms

Depending on the purpose of the form and/or the type of information being collected in the form, there are different options available.

Dynamic forms provide a simple way for non-technical users to take paper-based forms and quickly build accessible, interactive, electronic forms and collect data from on and off-campus users. Dynamic forms are a good alternative to Drupal webforms for process-based information, such as change of major/minor/catalog year.

Dynamic Forms is an internal, alternative to Docusign. You can link directly to the appropriate Dynamic forms from your website.

See more information on Dynamic Forms to determine if this solution meets your needs.

Examples

App State login is required to view the following:

Google Forms functions much like Drupal forms but with better security measures and additional formatting options.

  • Be formatted to ask similar questions/receive similar responses
  • Be anonymous or collect email addresses
  • Have conditionals based on your audience's responses
  • Allow for email receipt of submission
  • Accept attachments (only from App State emails though)

Important Note

Google Forms associated with university websites should be created and managed using a generic university Google account.

Resources

See our knowledge base article on notification settings for more setup details.

For advanced functionality, see Google’s Forms documentation.

Examples

Fillable PDFs can be used for application forms, surveys, invoices, contracts, or any document that requires user input with a consistent appearance.

See our self-help documentation on how to turn a regular PDF into a fillable PDF or learn how to create a fillable PDF from scratch.

Examples

General Webforms

General webforms are used for a wide variety of reasons, from student processes to event RSVPs. Depending on the type of information you are gathering, the level of security you need, and the way your unit manages information, there are various options available:

  • Dynamic Forms (Varied use)
  • Google Forms (Varied use)
  • Qualtrics (Surveys)
  • Cayuse (Research Proposals & Grants)
  • Jira Service Desk (Ticketing System)

Dynamic forms provide a simple way for non-technical users to take paper-based forms and quickly build accessible, interactive, electronic forms and collect data from on and off-campus users. Dynamic forms are a good alternative to Drupal webforms for process-based information, such as change of major/minor/catalog year.

Dynamic Forms is an internal, alternative to Docusign. You can link directly to the appropriate Dynamic forms from your website.

See more information on Dynamic Forms to determine if this solution meets your needs.

Examples

App State login is required to view the following:

Google forms are a very versatile option for collecting information on the web. Google forms are a good option for the following needs:

  • Inquiry forms
  • Process-related forms
  • Program or event interest or registration forms
  • Student feedback, polls, or surveys
  • Forms that can be copied and reused
  • Form development and management collaboration
  • Provides an easy way to view and track results in a spreadsheet
  • Form requires authentication (optional)
  • Form requires documents to be uploaded (optional)
  • Form can be easily shared across multiple communication channels

If the Document content type feature is not available on your Drupal site, please use the method for linking directly to the form.

Resources

See more information on Google Forms in our Knowledge Base. For advanced functionality, see Google’s Form documentation or reach out to the Help Desk at 828-262-6266 for assistance.

Examples

Qualtrics is an enterprise online survey software that empowers you to collect, analyze, and act on relevant data. Qualtrics is more appropriate for complex surveys and academic research, whereas Google Forms is easier for simple forms and questionnaires. Form fields in Qualtrics are highly customizable and able to work with complex logic if needed. 

Resources

See more information on Qualtrics and find on-demand, digital learning at Qualtrics XM Basecamp, including a beginner quick start guide.

Examples

Find template examples at https://www.qualtrics.com/marketplace/survey-template.

Cayuse is a research administration software used to manage the preparation and submission of proposals. This solution is limited to specific campus groups and a cost is associated with the use of this software.

See more information about Cayuse on the Office of Research website. 

Jira is used by the Appalachian Technology Service Desk (ATSD) as a portal to request assistance and manage the workflow of current and past service requests related to IT assistance and access to software and services on our campus.

Anyone with an appstate.edu account can access the Appalachian Technology Service Desk. 

Employees with a Jira Software license can create and resolve issues (e.g., tasks), query work, organize work under issue hierarchies (e.g., epics), and develop reports.

Submit a support request at tech.appstate.edu. See more information on Jira.

Examples

Learn More

LinkedIn Learning

Looking to learn more about how to build great forms and conduct surveys or polls? Want to learn more about creating accessible forms? 

Check out this collection of videos in LinkedIn Learning (App State login required), a free professional development resource for all faculty, staff, and students, and explore the catalog for more resources.

Office of Access and Equity

For accessibility resources, visit accessibility.appstate.edu.

Data Governance & Security

For information on secure file storage and sharing, visit Information Technology Services.