Terms and Definitions
This section is a list of commonly used words and their definitions as they relate to the NextGen Dynamic Forms Web Solution. It serves as a quick reference for new users to become familiar with the system, while also providing clarification for experienced users. Each definition explains how the term applies specifically within Dynamic Forms to help you better understand roles, features, and processes as you build, manage, or complete forms.
Terms and Definitions
Activation / Deactivation – Activation makes a form live and available for participants to complete. Deactivation removes access so no new participants can start the form (in-progress forms remain accessible depending on settings).
Administrator – A user with permissions that allow them to access and manage the administrative features of Dynamic Forms, including viewing and managing form submissions for their organization.
Application Programming Interface (API) – A set of functions or tools that allow Dynamic Forms to communicate with other systems, databases, or applications (such as Banner, which stores student data).
Authentication – The process of verifying a user’s identity before granting access to Dynamic Forms. For example, Yale users log in with their NetID and password through CAS (Central Authentication System).
Banner – Yale’s Student Information System (SIS) and database that stores and manages student data.
Central Authentication System (CAS) – Yale’s secure login system that requires a NetID and password to access internal resources like Dynamic Forms.
Co-signer – A person who is asked to complete and submit their section of a form after the Form Owner has submitted theirs.
Confidential Fields – Special form fields that can only be seen by the form participant(s) they are assigned to. These fields are hidden from other participants and from most administrative users.
Designer – A user with permissions to build and edit forms within Dynamic Forms.
Draft Form – A form that has been started but not yet submitted. Drafts can often be saved and returned to later if that feature is enabled.
Dynamic Forms – The online platform used to create, manage, and submit interactive forms.
Dynamic Forms Exchange (DFE) – A process that checks the Pending Work Queue for new form submissions and copies them into a Shared Folder or AppXtender profile, depending on configuration.
E-Signature (E-sign) – The electronic signature a participant applies to a form, verifying their identity and agreement with the form’s contents.
External URL – A web address that allows applicants without a Yale NetID and password (e.g., external users) to access a form.
Filters – Tools that allow users to quickly locate and organize forms by criteria such as organization, status, folder, or favorites.
Form Participant – Any person completing or accessing a form for submission.
Form Owner (Owner) – The person who initiates or starts a form.
Form Submission – A completed form that has been submitted by the participant and is now available for administrators to view, process, or route.
Full Form Admin – A type of access level that allows a user to view and process form submissions, as well as manage forms in progress, for their assigned organization(s).
In Progress – A status meaning a form has been started but not yet fully submitted. It may be waiting for additional sections to be completed or for a payment to be made.
My Forms / Portal – A central location where participants can access forms they are currently working on, view submitted forms, and review their form history.
NetID – A unique username assigned to Yale community members. It is required, along with a password, to log into most Yale systems, including Dynamic Forms.
NextGen – The vendor that owns and manages the Dynamic Forms platform (NextGen Web Solutions).
Organization – Also referred to as an “environment.” Each department or office receives its own Organization, which includes both a Sandbox (test environment) and a Production environment (live, activated forms).
Participant Routing / Workflow – The sequence of steps and people (participants, co-signers, approvers) a form moves through before final completion.
Production – The live environment where forms are published, activated, and made available to users.
Return for Revision – A workflow action that sends a form back to the participant for corrections or additional information.
Sandbox – A test environment where forms are built and tested before being moved to Production. API service calls here align with Banner’s test environment (BAN2).
Shared Folder – A storage location where form submissions are automatically saved or exported for record-keeping or integration.
SSO Message – A notification or alert related to Single Sign-On (SSO), informing users about login status, authentication issues, or access requirements.
Single Sign-On Uniform Resource Locator (SSO URL) – The internal web address that requires a user to log in using Yale’s Central Authentication System (CAS) with their NetID and password.
Submission Type – Defines how a form will be submitted, such as requiring an e-signature or not requiring one.
Test Environment – Another way to say “Sandbox,” where forms and workflows can be safely built and tested without impacting real data.
User Roles – The different types of access a user can be assigned in Dynamic Forms (e.g., Administrator, Designer).
Validation – Rules applied to form fields to make sure the information entered is correct. For example, requiring that an email address be entered in the correct format.
View Only Form Admin – A type of access level that allows a user to view form submissions for the organization(s) assigned to them but does not allow editing or processing.
Work Queues – The queues tied to each form, where users can view and manage forms in progress, submissions, or those that have been returned for revision.
Questions? Contact Dynamic Forms ITS Team by emailing DynamicForms.ITS@yale.edu