Form Builder Tool Overview

Information

The Oregon.gov version 4.x form building tool is offered as a free option to collect non Personally Identifiable Information (PII) from web site visitors for any number of agency, board or commission purposes.  It is important to realize that ALL form builder field submissions are transmitted via plain text in emails and have non encrypted attachments containing the submitted information as well.  

NO SENSITIVE PII SHOULD EVER BE COLLECTED IN A FORM BUILDER FORM

Here are some articles about Personally Identifiable Information

• The Oregon Statewide Information Security Plan
• The U.S. Department of Labor article about protecting PII
• The U.S. General Services Administration Rules and Policies on PII

Reviewing these resources will provide a good idea of what PII is and how to protect it.

If a need arises for the collection of PII, please contact the Oregon E-Government Service Desk to begin the discussion of potential solutions.

Overview Video

Form Management

The form management feature is reached from the site settings page.  Gear Cog -> Site Settings -> Manage forms.

On the form management page will be an icon for each form that is available to the site collection.  From this page, the forms may be edited, duplicated or deleted.  New forms may also be created.

Coming Soon - form entries may be accessed.

Form Management Details

Form Building

When a new form is required or an old form must be updated, the interface is a simple click and pick and drag and drop arrangement.  Pages may be added to forms (multiple pages) Rows may be added to pages, columns added to rows and fields added to columns.  Columns allow the form fields to be arranged horizontally as well as vertically on the page.

It is also possible to set certain fields so that they only appear if certain conditions are met in other fields.

Form Building Details

Form Settings

Settings include such things as the name of the form to custom messaging to viewers that have successfully filled out the form.

Form Settings Details

Form Viewer Web Part

The Form Viewer is the vehicle through which forms in a site are presented to visitors on a web page.  A form viewer web part has access to any form in the site collection.

Form Viewer Details

Remember to only ask for the information needed for the purpose of the form.  Less is better and more can be intrusive.