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Western Kentucky University

OU Campus - Self-Help

Form Asset Overview

Managed Form Assets allow users to easily create and manage forms, surveys, and polls in the OU Campus system.

Creating a Form Asset

Within assets is the ability to create a Managed Form Asset. Within the asset creation screen a user accesses multiple elements to include on the form. Users can also choose to have the results of form submissions emailed to one or multiple recipients. Once the Managed Form Asset has been created, users can insert the form onto a page via the WYSIWYG. To create a new Managed Form Asset:

  1. Navigate to the Assets list view by selecting Content > Assets from the global navigation bar.
  2. Click the New button and choose Form from the drop-down. This opens the Managed Form creation screen.
  3. Add form elements and fill out all necessary fields.
  4. When complete, click Create to commit the settings and save the asset.

In addition to the defined elements and advanced options, forms can be extended to include reCAPTCHA and polls, which return data to the visitor.

After the creation of the new form, the settings can be changed and form elements can be added, deleted, or modified. Keep in mind that once an asset has been inserted on a page, visitors may complete the form. Adding additional elements means that data may be incomplete.

The New LDP Form creation screen displays the following elements:

  • Menu: Allows users to quickly navigate to a specific section on the form creation page.
  • Elements Toolbar: Contains multiple drag and drop form elements for use in the creation process.
  • Asset Info Panel: Allows users to modify the asset's basic metadata information.
  • Access Settings: Allows administrators and users to define asset permission levels.
  • Elements: Displays a preview of all currently included form elements.
  • Email Messages Panel: Allows users to include an optional email message after the user has completed the form.
  • Form Settings Panel: Allows users to modify the system messages that are displayed upon a failed or successful form completion.

Asset Info Panel

Users control an asset's basic metadata properties using the Asset Info panel which displays the following elements:

  • Asset Name: Name the asset. A descriptive, friendly name should be used that helps user select the appropriate asset to use.
  • Description: Provide a brief description regarding the asset's intended purpose, usage, or content to help users select the correct asset, and to help organize and manage assets.
  • Tags: Add tags to categorize the asset. These are used to help manage assets by being able to filter or search by a tag, or a combination of tags.
  • Lock To Site: When checked, the asset will not be available for use outside of the site it is created in.  PLEASE NOTE: checking this box does NOT prevent other users from editing your asset.  You should always change the access group to your site's group name.

Asset Info Panel

Access Settings Panel

Users control an asset's permission level using the Access Settings panel which displays the following elements:

  • Access Group: Defines the group that has access to edit this asset.  ALWAYS SET THIS!!
  • Readers: Defines the group that has the ability to use the asset.

Asset Access Settings Panel

Elements Panel

Users customize their forms using the Elements panel. All form elements can be added from the Elements toolbar by clicking the Add icon or simply by dragging and dropping the element into the Elements panel. There are six different elements available for form customization. To learn more about these elements and their individual functionality:  Form Elements

Elements Panel

Email Messages Panel

Users create an email message to have the form submission results emailed to one or more recipients. The number of recipients can be modified by clicking the Add button to include additional users or the X Icon in the corner of each recipient's panel to remove them.

  • To: Allows users to define a recipient for the email to be sent to. More than one email recipient can be added by separating each with a semicolon (;)
  • From: Allows users to define who the message is originally from.
  • Subject: Allows users to create a subject line for the email.
  • Body: Users include an optional message to be sent with the email.

Email Messages Panel

Form Settings Panel

Form Settings allows users to create custom system messages that display upon a failed or successful form submission in the OU Campus system. The following elements are displayed in Form Settings:

  • Success Message: The message that displays to users after they have successfully completed a form submission.
  • Failure Message: The message that displays when there is an error with form submission. A list of issues that are preventing the page from being submitted is also included in the message. 
  • Saved Results: By default, this option is selected. When this option is selected, all form submissions are saved to the form submission archives.

Form Settings Panel

Viewing Form Submissions

When users complete a form created with the Managed Forms Asset, the results or their form submission are sent to the form submission archive. Administrators can view these results on the form submission screen. To learn more about viewing form submissions:  Form Submissions

Note: documents in Portable Document Format (PDF) require Adobe Acrobat Reader 5.0 or higher to view,
download Adobe Acrobat Reader.

Note: documents in Excel format (XLS) require Microsoft Viewer,
download excel.

Note: documents in Word format (DOC) require Microsoft Viewer,
download word.

Note: documents in Powerpoint format (PPT) require Microsoft Viewer,
download powerpoint.

Note: documents in Quicktime Movie format [MOV] require Apple Quicktime,
download quicktime.

 Last Modified 9/10/14