Eastern Michigan University

Building a Single Participant Form - Quick Reference Guide (QRG)

Create a New Form

NextGen Dynamic Forms is easy enough to use that anyone can build a simple, single participant form. 

Login to the NextGen Dynamic Forms and then visit the Adding or Building a Form page for more information on creating a new form.
  1. Log in to NextGen Dynamic Forms using your NetID credentials.
    If you have access to multiple organizations the Organization field is displayed; else skip to step 3.
  2. Select the desired organization from Organization field and click the GO button.
    A list of forms associated with the Organization is displayed.
  3. Verify the "Start with an empty form template" in the Start from a Template field.
  4. Click the Add New Form Template button.
    The Add New Form Template window is displayed.
  5. Type the desired form name in the New Form Template Name field.
  6. Click the Add button.
    The Start Designing page is displayed.

Start Designing/Page ## Tab

Use the Start Designing tab to layout the form. When designing a form, you should follow certain standards: Keep it short, use a single column layout, group like information together, use language that is familiar to the submitter, provide clear instruction, only show what is necessary - when it is necessary, and provide short descriptive labels.

Login to the NextGen Dynamic Forms and then visit the How to Add a Form page for more information on how to start designing a form.
  1. From the Start Designing page, click the Start Designing/ Page ## button.
    The Add Items tab is displayed.
  2. Drag and drop items from the toolbar onto the Form Design space.
    The Form Design space will highlight to show you where you are dropping the item.
    Form Item List Usage
    • Table  - Control layout and spacting between items. For the purposes of alignment and rule definition, we recommend that you build your form using tables. We recommend that the width value be removed  to  allow the form to auto adjust to the  current screen size.
      Visit the Table page for more information.
    • Text & HTML  - Display formatted text. Typically used for the for title, message on the form, and field labels.
      Visit the  Text & HTML page  for more information.
    • Image  - Display an image. To avoid popup security messages, any images referred to in your form must be stored in a secure area.
      Visit the  Image page  for more information.
    • Short Answer  - Capture responses of less than 250 characters.
      Visit the  Short Answer page  for more information.
    • Long Answer  - Capture responses up to 10,000 characters.We recommend that the width and height values be removed  to  allow the form to auto adjust to the  current screen size.
      Visit the  Long Answer page  for more information.
    • Date Picker  - Capture responses from a pop-up calendar.
      Visit the  Date Picker page  for more information.
    • Choice List  - Capture a single value form a drop down list a values.
      Visit the  Choice page  for more information.
    • Check Box  - Capture multiple values from a list of values. We recommend placing the check box label to the right of the box.
      Visit the  Check Box page  for more information.
    • Radio Buttons  - Capture a single value from a list of values.
      Visit the  Radio Button page  for more information.
    • File Upload  - Facilitate upload of a single file that is a maximum size of 25 MB. Add additional File Upload items for each file you want the participant to upload.
      Visit the  File Upload page  for more information.
    • Signature (Widget)  - Capture a signature on the page of the form where the item resides.
      Visit the Building a Multiple Participant Form page for more information.
  3. Select the item you want to work with from the Form Design space and then use the attributes listed in the Edit Item tab to modify the item.

    Item Attributes
    Visit the Edit Item page for more information.
    • Name (Hidden) Must begin with a letter an cannot contain spaces or special charaters. We recommend using the item label and along with the item type for easy identification (e.g. ProcessorSignature, StudentNameText, PetitionReasonLong, StudentBioTable, etc.)
    • Label (Visible)Spaces and special characters are allowed. We recommend hiding the item label, due to misalignment. Instead, create a Text & HTML field for this purpose. Even if you hide the label, be sure to add appropriate text to the label that describes the item.
    • Required -  If marked, the submitter must provide a response before submitting the form. We recommend that most if not all fields requiring input be marked as required. If a field is not marked required, please carfully consider if it is necessary before including it on the form.
    • Width Defines the width of the item. We recommend that the width value be removed to allow the form to auto adjust to the current screen size.
    • Advanced - Define data formatting such as date, telephone, SSN, email address, currency, min/max values, mask values, and data calculations. It also defines prefilled API data. 

      Visit the Building a Multiple Participant Form page for more information on prefilled API data.

  4. Click the Save button.
    Note: If you leave a form and return later to edit the form, as long as there are no documents in any of the form queues, you can select Edit Form Template from the Actions drop-down menu. If there are documents in the queues, you can either delete the documents from the queues or visit the  Publish (Activate) a Form  section of this QRG for more information.

Name/Type Tab (None/Single Signature)

The Name/Type tab is where you name the form and define the workflow/signature requirements. The flow for a single signature form starts with the participant completing the form and then being presented with the signature page. The participant can 1) review the Consent and Disclosure Statement and 2a) Opt-in and electronically sign the form - or - 2b) Opt-out by printing and signing a hard copy (PDF) of the form.

Login to the NextGen Dynamic Forms and then visit the Form Name/Type page for more information on the Name/Type tab.
  1. Type the form name in the Name field.
  2. Type the form purpose in the Description field.
  3. Select the desired electronic signature type from the Esign Requirements field.
    Note: To create a single participant form, select "None" or "Single Signature":
    • None - Submitter is not required to log in.
    • Single Signature - Submitter is required to log in and sign the form prior to submission. When this option is selected, the following options are displayed:
      • Duplicate E-signature Check - This allows a submitter to submit a form more than once.
      • How often should reminder emails be sent to form participants - Select the frequency with which notifications are sent to participants when a form has been rejected back to them.
      • Custom opt-out notification - Notification that is displayed if the submitter opts-out of e-signing. Opting out of requires the submitter to print, manually sign, and then submit the form through alternate means of delivery.
    • Multiple Signature - Requires multiple signatures from multiple workflow participants. 
      Visit the Building a Multiple Participant Form page for more information.

      In addition to the options displayed when Single Signature is selected, the following options are displayed when Multiple Signature is selected:
      • Owner notification email option - Select the frequeny with which notifications are sent to the submitter.
  4. Apply any additional Name/Type tab settings as desired.
    Note: Here are the recommended Name/Type tab settings:
    • Send confirmation email? - Yes, send a custom confirmation email message.
      Visit the Custom Email Editor page for more information.
    • Allow Drafts to be Saved? - No.
    • Show form timer? - No.
    • User Recaptcha validation? - No.
    • Use Automatic Activation? - No.
    • Displays if a signature type is selected in the Esign Requirements field:
      • Show Welcome Screen? - No.
      • Prompt User Before Submitting Form? - Yes, when using a signature widget.
  5. Click the Save button.

Admin Notification Tab

The Admin Notification tab is used to determine how Admins (aka Processors) will be notified via email regarding any form submissions. The choices are either once every 24 hours in a digest format or each time a form is submitted. 

Login to the NextGen Dynamic Forms and then visit the Admin Notification page for more information on the Admin Notification tab.
  1. Select the notification frequency from the Notification Frequency field.
    Note: Here are the recommended Name/Type settings:
    • Every 24 hours - Sends an email message to the processor containing a digest of submitted forms for a 24 hour period.
    • Every form - Sends an email message to the processor each time a form is submitted.
  2. Type the Processor's email address(es) in the Notification email recipient(s) field.
  3. Select "Yes" in the Custom email field.
    Note: If "Yes" is selected, it enables the ability to create a customized email template that will be sent to the listed email addresses, with the ability to reference form field data. Login to the NextGen Dynamic Forms and then visit the Custom Email Editor page for more information.
  4. Click the Save button.

Custom Text Tab

Use the Custon Text tab to control on screen messages to the submitter when they attempt to visit an inactive form and/or once they submit a form.

Login to the NextGen Dynamic Forms and then visit the Custom Text page for more information on the Custom Text tab.
  1. Type a custom message that is send to submitters who attempt to access this form when it is not live, in the Inactive field.
  2. Type a custom message that is send to submitters once they submit the form, in Confirmation field.
  3. Click the Save button.

Publish (Activate) a Form

The Organization owner can activate a form. Once the form is activated, it can be published.

Login to the NextGen Dynamic Forms and then visit the Activating a Form page for more information on activating a form.
  1. Select Activate Form Template from the Actions drop-down menu.
    A green dot is displayed next to the form name.
  2. Select URL instructions from the Actions drop-down menu.
    The URL Instructions window is displayed.
  3. Select and use the keyboard to copy the form URL (aka web address) displayed in the URL Instructions window.
  4. Click the Close button.
    The URL Instructions  window is closed.
  5. Determine the desired login method (if any) to determine the URL type when refrencing the form in web navigation, web pages, and email communications.
    Note: A single sign-on/SSO URL (copy SSO URL here) is the URL prepended to a form URL so that the submitter is directed to the EMU NetID login page. Use this method when you want to capture directory information to display in the form. For this to work, the submitter must have EMU NetID credentials.

    When using the External URL (aka form URL), if login credentials are required, the submitter will be asked to fill out a profile and then be issued a NextGen credentials that they will use to log in to your form. Use this method when the submitter does not need to log in or when the submitter does not have EMU NetID credentials, but you want to capture their directory information to display in the form.

Edit a Form

The EMU implementation of NextGen Dynamic Forms does not allow live editing of forms. This means that the ability to edit a form is not available if there are documents in any of the form's queues.
Note: If you leave a form and return later to edit the form, as long as there are no documents in any of the form queues, you can select Edit Form Template from the Actions drop-down menu. If there are documents in the queues, you can either delete the documents from the queues or follow these instructions.
Login to the NextGen Dynamic Forms and then visit the Activating a Form page for more information on editing a form.
  1. Select Copy Form Template from the Actions drop-down menu of the desired form.
    The Start Designing page of the newly copied form is displayed.
  2. Make the necessary changes and save the new form.
  3. Select Deactivate Form Template from the Actions drop-down menu of the original form.
    A red dot is displayed next to the form name.
  4. Publish (Activate) the new form.
    See the Publish (Activate) a Form section above for additional information.
    Note: You will need to replace the URL of the old version of the form with the URL of the new version of the form on any web navigation, web pages, and email communication. You will also need to complete processing of any documents submitted using the old version of the form. Visit the  Publish (Activate) a Form  section of this QRG for more information.