Available Features

Dynamic Forms is an easy to use, user intuitive technology that does not require any technical skills to create a sophisticated, interactive paperless form.

They offer the ability to customize, design and publish professional looking forms without the need for programing language. Below are some of the features and functionalities available within Dynamic Forms.

At the Form Level

Form Options – Certain settings can be configured at the Form level which means it applies to the entire form.

• E-Signature Requirements – ability to enable e-signatures on a form
  • Prevent Duplicate submissions – ability to prevent an applicant from submitting a duplicate form submission.
    • Can set a time limit on how long before a duplicate submission can be accepted.
  • Warn the User of Duplicate submissions – ability to warn applicant before a duplicate submission is submitted.
    • Can set a time limit on how long a duplicate submission causes a warning to user.
• Confirmation Emails – ability to send a confirmation email after applicant submits form.
  • Custom Confirmation Emails – ability to customize the confirmation email sent to applicants after submitting form
• Allow Drafts to be Saved – ability to enable drafts to be saved while an applicant is filling out a form so applicant can log in at a later time to complete the rest of the form.
• Show form Timer – ability to display a timer that shows the applicant how long they have been filling out the form.
• Use Automatic Activation/Deactivation – ability to set the Date and Time for automatic activation and deactivation of the form.   

Administrative Notifications – Settings can be configured at the Form level which notifies administrative resources of new form submissions.

• Notification Frequency – identify how often Administrative resources should be notified of new form submissions.
• Email Recipient(s) – identify the emails of Administrative resources that should be notified of new form submissions.
• Custom Email – ability to create a custom email that is used to notify Administrative resources of new form submissions.

Custom Text – ability to customize the text displayed to applicants

• Inactive Text – customize the text displayed to applicants when the form is Inactive and not accessible due to system or software reasons.
• Confirmation Text - customize the text displayed to applicants after they have submitted the form.

Emails – ability to send emails to form participants. Default or custom emails can be used.

Participants – ability to identify multiple participants for a single form, meaning the form will be completed by more than one person and will be automatically routed to the next participant once the prior participant submits their section of form.

• Conditional Rules can be applied to the participants to identify who the next participant the form should be routed to.

Workflow –  ability to identify the workflow of the form and how the form is routed through multiple participants based on specific conditions identified within the workflow.

• Conditional Rules can be applied at the workflow level and at the participant level.

Email API – ability to notify resources outside of the forms workflow to inform them of each forms progress as each participant completes their section and the form is passed to the next participant.

Banner integrations – ability to update Banner tables based on data entered within form. Ie. if Form is approved, automatically update Banner tables using data provided or entered within form.

At the Form Items Level

Here is some high-level information around the features available within Dynamic Forms. For more detailed information and how to configure these settings, please see Form Item Configurations.

Form Items - Items that can be included on a Dynamic Form with settings that can be configured to meet your form needs. Form Items can be found when designing a form under the “Add Item” tab.

• Table – used to control layout and automatic spacing between form items regardless of screen size
• Text & HTML – ability to display formatted text; ability to modify text using HTML
• Image – ability to display an image
• File Upload – ability for applicant to upload a file within the form
• Signature – ability to require a Signature with or without an autofill timestamp

Form Items for Responses – Types of items used to capture an applicant’s responses or answers.

• Short Answer – used to capture a response less than 250 characters
• Long Answer – used to capture a response up to 10,000 characters
• Date Picker – pop-up calendar control that makes it easier to select a single date value
• Choice List – select a single value from a list of values
• Check Box – select all applicable values by checking off selection(s)
• Radio Buttons – select one option from list of values

Configuration settings for Form Items – Most form items allow you to configure detailed settings. These settings include:

• Name – Technical identifier tied to the form
• Label – Text displayed on form
• Width – ability to control the width of form item response box
• Height – ability to control the height of form item response box
• Required – ability to require a form item be completed prior to submitting form
• Hide Label – ability to hide label so it does not display on form
• Field Type - used to identify a specific formatted response/answer for Short Answer form items only. Below are the options:
  • Generic Answer
  • Letters Only (A-Z)
  • Letters Only (A-Z) – spaces allowed
  • Numbers Only (0-9)
  • Date MM/DD/YYYY
  • Phone Number (###)###-####
  • SSN ###-##-####
  • Email Address
  • Dollars & Cents $###,###.##
  • Dollars & Cents (Long) $###,###,###.##
  • Dollars (no Cents) $###,###
  • Prefill – based on User Profile or API
• Minimum Length – used to require at least a minimum response to be entered by Applicant.
• Maximum Length – used to identify the maximum response to be entered by Applicant.
• Label Position – used to identify the location of the Label in relation to the Response box; ie. Left, Right, Top, Bottom.
• Custom CSS classes -
• *Calculated Field – used to do calculations within a form based on form data or responses entered by Applicant or it can be used to display previously entered form item responses on another area within the form.
• Items Value and Descriptions – used to identify the list of response values applicable to a Drop Down List or Radio Buttons.
  • Default – ability to default to a specific value if no selection is made.
  • Manual vs API – ability to manually enter the list of values or prepopulate the list of values using an API service call.

Prefill fields – ability to prefill fields based on User Profile or API

• User Profile – ability to prefill fields based on basic user profile information such as first name, last name, NetID, preferred name, email address, etc.
• API – ability to prefill fields based on data available within Banner, our student database. (Or any other database)

API (Application Program Interface) – ability to do validations based on data entered within form and/or data available within Banner.

Rules – ability to create conditional rules that perform validations against Form Items using IF/THEN logic to either SHOW or HIDE Form Items as a result.

Calculated Fields - ability to apply calculations using responses collected within the form or static values. Dates or numeric values can be used within the calculated fields. 

Numeric Example: Display Total Expense =  {Expense1} + {Expense2} + {Expense3}

Date Example: Display Age = [Current Date] - {DateOfBirth}

Repeat a Response collected within the Form - ability to display a response already entered by the form participant. It will prefill the field value copied from a prior response entered by the form participant. 

Example: A participant has completed their Financial Aid Application and on the last page is a summary of their responses. This features allows you to display (or repeat) responses, already given by the participant, in a different area of the form.

Retention of Form Submissions

All form submissions will be displayed and accessable within the Dynamic Forms work queues for the first 365 days. Afterwards they are automatically moved to the “Warehouse” where they can be accessed and are kept for a minimum of 7 years. 

If you require that your form submissions are kept longer, we suggest having them copied to Yales internal drives using Storage@Yale. 

Questions? Contact Dynamic Forms ITS Team by emailing DynamicForms.ITS@yale.edu