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Forms - Create a New Form for Users (Add a New List)

Forms - Create a New Form for Users (Add a New List)

 Overview

Forms help capture important data on your ShareVision site, users can fill out the Form and all responses will be saved to a List. Gathering information through a Form allows users to see important information about individuals and reduce the chance of error. It also captures data that can be reported on later. 



Additional Option for Creating a New Form

In addition to using the Add a New List option which is described in this knowledge base article, your ShareVision site includes a template that you can use to create a new list. The Add New ShareVision Basic Form template, the following will be automatically created on the list:

  • Date - Date and Time column with today's date as the default value

  • Individual - Lookup column

  • Program or Residence - Lookup column

  • Staff Person - Person or Group group column

  • View - Single line of text column

  • Content Types enabled on the list with one Content Type: Item

Requirements/Dependencies 

Before working with Forms on your ShareVision site, you will need to

  • Login with ShareVision Administrator permissions 

  • Have developed a plan for the information that you'd like to collect on your ShareVision site. 



How to Access

  1. Login to ShareVision with a user account that has Site Administrator permissions. 

  2. Select the gear in the upper right hand corner and then select Site Administration:




  3. When prompted, enter your ShareVision Administrator username and password and select Sign In.




  4. In Site Administration, select Add a New List in the List and Libraries section:





Create a List

The List will be where all of the collected data from the completed Forms will collect. Columns in a List are the fields that appear on the form that users will need to fill in. 

  1. Name the List and provide a description if one is needed

  2. Click Create

Add Existing Columns

  1. Click List Settings 

  2. To add Column to this list that already exist on your site, click Add from existing site columns




    All available columns will appear in the box on the left. Click a column to highlight it and then press Add to move the column into the Columns to Add box. When you have selected all of the existing columns you'd like to add to the list, click Okay





Create Column

Click Create Column

  1. Enter the Column Name 

  2. Select a Column Type - this will determine how information will be collected for the column 

  3. Add a Description (optional)

  4. Choose if the column answer is required

  5. Choose if the form should Enforce Unique Values. Enforcing unique values would prevent any two responses from having the same value in this field.

  6. Set a Maximum Number of Characters (if applicable)

  7. Enter a Default Value for the column (if applicable)

  8. Click OK to save the Column





The

Order Columns

Once the List has all necessary columns, the order of these columns can be re-arranged so they appear in the appropriate order when someone completes the form. To change the order in which the columns appear, select Column Ordering

  1. All Columns will appear and can be assigned a number from the top. Once satisfied with the order, press OK

  2. Sometimes, a form will be required with slight differences in the fields that need to be filled in. For instance, a Form for a Residence may include fields that are relevant for a Residence but not for a Program.

  3. Enabling Content Types on a List will allow you to create a different versions a Form connected to the same List. To learn more about setting up Content Types, check out the Content Types Knowledge Base Article.