To create your own form,  your need to do a little bit of planning. Your form is divided into different logical sections (modules) and you need to decided who is allowed to do what with the different sections of your form.

 

Let us consider the following example: We are going to create a simple job application form for a new intern at the office. The form will contain the following sections:

  • General section containing contact and personal information of the applicant.
  • Experience section containing a table view where the applicant can enter their relevant work experience.
  • Education section where the applicant can enter their education information.
  • Admin section where the back office can update the status of the application.

The first 3 sections must be available without login so that applicant can fill in the application form online. The admin section is only accessible to the back office for processing.

 

In order to be able to set up the example above, we need to prepare a basic structure:

We will create a department called “Back Office” and make sure that our Boost user is a member of this department. For more information see the article on Departments. There must also be a public department (see the same article for how to configure this).

We must make sure that the Boost user also has admin rights to be able to create and manage the form. To get admin rights, see the article on Managing Users.

  1. Now, log in and switch to admin user if you are not in Admin mode already.
  2. Click the Add Form button
  3. Enter a name for the form: “Job Application”
  4. You can choose to add a message – this is handy for public forms where you want to give a brief description/introduction to the person filling in the form.
  5. In the department rights section, check the following rights for the Back Office department:
    • Add
    • Edit
    • View
    • Report
    • Download
    • Workflow Assignable
  6. For the Public Department, only check the ‘Add’ rights.
  7. If you want to arrange your documents into Categories, you can select a category here. For more information in this regard, read the relevant article on Categories.
  8. You may also upload a logo for the form. If you do not, the default logo will be used. If you uploaded a company logo to your account, this will be used automatically, otherwise the Boost logo is the default.
  9. Now click the “ok” button and in the form editor screen that is displayed, click the green “Save” button.
  10. Next we will create the 4 categories mentioned above.
    1. Click the “+ Module” button.
    2. Enter the module name: “general” in this case.
    3. Make sure that both the Public and Back Office departments have the rights to Edit by checking the relevant “Edit” checkboxes.
    4. Click the Add button and then the green “Save” button.
    5. Repeat steps 1 to 4 for the “Experience” and “Education” sections but also set the “Table” checkbox.
    6. Repeat Steps 1 to 4 for the “Admin” section, but make sure that the Public department does not have any Edit or View rights for this section.
  11. Next we will fill in the fields for the general section:
    1. On the right side of the screen you will see a list of form elements that you can use. Scroll to the bottom and click on the Text Input and drag it to the right. Drop it in the General section.
    2. Enter a name for the field. Use “Name” in this case. Check the “Required” box (this makes the field mandatory so that the form cannot be submitted without filling in a name) and click the save button.
    3. Now you can add some more fields for information that you require:
      1. Use “Date Input” for date of birth.
      2. Use “Email” for the applicant’s email address.
      3. Use “Phone” for telephone.
      4. Use “Text Area” for address.
      5. Add another “Text Area” for Motivation.
      6. Make sure to save your work frequently. Whenever the “save” button at the top of the form is green, it means that there are unsaved changes on the form.
    4. We will now do the same for the Experience and Education sections with one simple exception: These sections are made up of a table view where the applicant can enter multiple education and experience details.
      1. For experience, we want to know: Start Date(Date Input), End Date(Date Input), Company(Text Input), Role(Text Input), Description(Text Area), and Activities(Text Area).
      2. Save and repeat for the Education section but use the fields: Start Date(Date Input), End Date(Date Input), Institution(Text Input), Certification (Text Input), and Additional Information (Text Area)
    5. We are almost done. The final part of the form is the Admin section. This is used by the Back Office to manage the status and workflow of all job applications:
      1. We want to be able to divide the various job applications that we have received into the following:
        • New (Unprocessed)
        • Rejected
        • Invited for interview
        • Rejected after interview
        • Job offered
        • Job accepted
      2. To do this, drag the “Dropdown” type into the Admin section.
      3. Call this field “Status” and enter the list of statuses above.
      4. Make sure to set the field to Required and Searchable (Searchable is necessary to build workflow reports for the form).
      5. Make sure to provide a default value (use “New”) for the “Status” field.
      6. We also want to store some internal notes about the applicant so we will add a Text Area for “Notes”.
      7. Save your work.
      8. Now, let’s test our form: Go to the top of the form and press the Link button (the fourth button from the left under the form name).
      9. You should see a window containing a url. Copy the URL and paste it into a new browser window. You should see a blank version of your form showing the 3 public sections and a captcha. The captcha is an additional security measure to prevent automated web scripts from submitting false application forms.
      10. To check whether the form that you have created, meets all your needs (before sending it out to public users), you can now fill in the form and submit it as a test.