Webtools How-to Guide

Misc. editors: Webform Basics

How to...

• create a registration form (with or without payment requirement)
• create an RSVP form (with or without payment requirement)
• create a grant application form

How to create a registration form (with or without payment requirement)

There are two ways to create a Webform on Webtools: (1) You can either click Add under the Webform Editor title, or (2) you can click the Webform Editor link in the Webform module box and click Add New Webform. On the Add New Form page, you will initially see two sections: Basic Information and Email Messages. Other sections appear when you select the form type.

In Type, select Registration. This will bring up two template options specific to registration forms: Long Registration and Quick Registration. Select the template that closest matches your needs. You will find instant previews as you click each template type.

To modify, add or remove form fields, please contact the IST group. It should be noted that possible fields include:

• text box;
• dropdown;
• checkbox list;
• radio button list;
• file upload.

All these fields can be mandatory and/or conditional.

There are a few required fields in the Basic Information section. These are indicated with asterisks and must be filled out. Anything else you see on the page is optional.

You should first enter a Title and select your Unit/Center/Program. Please note that the Close Date is the date the form stops being available to the public, however, all the data from the webform will still be available to the center/program staff via Webtools. Finally, Website Theme is the look and feel of the webform. Regardless of the center/program, you can choose the way your webform will look.

You also have the option to add Instructions that will appear on top of the webform. In the next section, Webform Options, by using the related checkboxes, you can choose that the user will be able to review their answers before submitting the webform, to save an incomplete submission to finish it later, or to edit their submission.

If you would like the registration to be invite only, select Yes on the Make Application Invite Only field. Please contact the IST group for more information on this. If you would like the webform to require Shibboleth authentication, select Yes on Require UCLA Credentials, and UCLA Logon page will appear before the webform. If you are planning on using the check-in system and you would like the users to receive a barcode in the submission email, choose Yes on Barcode for Participants option. For more information on the check-in system, contact the IST group.

The third section, On-Screen Messages, displays the messages that the users see based on the status of the webform. For example, whether the webform is Not Open Yet, has Just Closed, or right after a successful submission (Submit Confirmation). Example messages are provided in the text boxes.

If you would like to create a registration form that requires payment upon submission, you should select Registration w/ pay under the top field, Type. In addition to the above sections, you will see an additional Payment Information section at the bottom of the page.

All fields are mandatory here. Currently, the only supported payment provider is CASHNet. The information for all the fields should be provided to you by your fund manager. If you do not know the required information, please contact your fund manager or the IST group.

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How to create an RSVP form (with or without payment)

There are two ways to create a Webform on Webtools: (1) You can either click Add under the Webform Editor title, or (2) you can click the Webform Editor link in the Webform module box and click Add New Webform. On the Add New Form page, you will initially see two sections: Basic Information and Email Messages. Other sections appear when you select the form type.

In Type, select RSVP. This will bring up four template options specific to RSVP forms: Basic RSVP, Email List, Long RSVP, and Quick RSVP. You will find instant previews as you click each template type. Select the template that closest matches your needs and contact the IST group to modify, add or remove fields (see the above note in orange).

There are a few required fields in the Basic Information section. These are indicated with asterisks and must be filled out. Anything else you see on the page is optional.

You should first enter a Title and select your Unit/Center/Program. Please note that the Close Date is the date the webform stops being available to the public, however, all the data from the webform will still be available to the center/program staff via Webtools. Finally, Website Theme is the look and feel of the webform. Regardless of the center/program, you can choose the way your form will look. Finally, in the Basic Information section, you will be asked to enter the maximum number of seats allowed per RSVP, and the maximum event capacity, which are mandatory fields. Keep in mind that the system will automatically calculate the number of seats reserved and will not allow someone to RSVP if the max event capacity has been reached.

As an option, you can add Instructions that will appear on top of the webform. In the next section, Webform Options, you can choose whether the user will be able to review their answers before submitting. If you would like the rsvp to be invite only, select Yes on the Make Application Invite Only field. Please contact the IST group for more information on this. If you would like the webform to require Shibboleth authentication, select Yes on Require UCLA Credentials, and UCLA Logon page will appear before the form. If you are planning on using the check-in system and you would like the users to receive a barcode in the submission email, choose Yes on Barcode for Participants option. For more information on the check-in system, contact the IST group any time.

The third section, On-Screen Messages, displays the messages that the users see based on the status of the webform. For example whether the webform is Not Open Yet, whether the webform has Just Closed, or right after a successful submission, Submit Confirmation. You should create messages about the seats per RSVP and event capacity as well. Example messages are provided in the text boxes.

If you would like to create a rsvp form that requires payment upon submission, you should select RSVP w/ pay under the top field, Type. In addition to the above sections, you will see an additional Payment Information section at the bottom of the page.

All fields are mandatory here. Currently, the only supported payment provider is CASHNet. The information for all the fields should be provided to you by your fund manager. If you do not know the required information, please contact your fund manager or the IST group.

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How to create a grant application form

There are two ways to create a Webform on Webtools: (1) You can either click Add under the Webform Editor title, or (2) you can click the Webform Editor link in the Webform module box and click Add New Webform. On the Add New Form page, you will initially see two sections: Basic Information and Email Messages. Other sections appear when you select the form type.

In Type, select Grant Application. This will bring the one template that is currently available: Basic Grant. When you click this button, you will find a preview of the template. Contact the IST group to modify, add or remove fields (see the above note in orange).

There are a few required fields in the Basic Information section, which are indicated with asterisks and must be filled out. Anything else you see on the page is optional.

You should first enter a Title and select your Unit/Center/Program. Please note that the Close Date is the date the webform stops being available to the public, however, all the data from the webform will still be available to the center/program staff via Webtools. Finally, Website Theme is the look and feel of the webform. Regardless of the center/program, you can choose the way your form will look.

You have the option to add Instructions that will appear on top of the webform. For grant applications, users can Review before Submission and Users can edit Submission. However, in the second section, Webform Options, you can choose to give the user the ability to save their incomplete submission by checking the Save incomplete Submission box.

You also have the option to add a Language Evaluator, number of References (up to 3), and whether or not to Make Evaluations Private. Please note that making the evaluations private refers to the evaluations of the submissions, not the language evaluators' or references' evaluations of the applicants. If you would like the grant application to be invite only, select Yes on the Make Application Invite Only field. Please contact the IST group for more information on this. If you would like the webform to require Shibboleth authentication, select Yes on Require UCLA Credentials, and UCLA Logon page will appear before the webform.

The third section, On-Screen Messages, displays the messages that the users see based on the status of the webform. For example whether the webform is Not Open Yet, whether the form has Just Closed, or right after a successful submission (Submit Confirmation). You should create confirmation messages for Language Evaluators and References as well. Example messages are provided in the text boxes.

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