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Table of Contents
Panel
titleEnabling SSO Prefill on a form

All users are encouraged to activate Single Sign-On (SSO) Prefill for forms they intend to share publicly. For detailed guidance on this process, please consult the following instructions at: SSO Prefill Setup Guide.

Getting Started

1. Request a User License for JotForm Application

If you are a faculty or staff member and are interested in obtaining a license for the JotForm application for your office, please follow the instructions below to fill out the license request/interest form and initiate the process. Licenses are offered on an individual basis & enable you to create forms, workflows and other solutions within JotForm.

End Users of a specific JotForm based solution do not require a license.

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titleGuidelines for License Request:

  • To access the License request form user will need to log in using Single Sign-On.

  • Once SSO authentication is completed, the following form fields will automatically be populated:

    1. NetID

    2. Email

    3. Name(Chosen First Name and Last Name)

    4. Division

    5. Department Number

    6. Department Name

  • Fill out the following fields by:

    1. Detailing your intended utilization of JotForm along with the workflows you envision.

    2. Indicating the purpose or Intended Use of JotForm.

    3. Indicating the Intended Audience.

  • Verify the correctness of the data entered.

  • Upon completing and submitting the form, ITS will communicate approval status and further instructions on how to proceed.

3. Electronic Signature Usage Guidelines

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titleElectronic Signature Usage Review and Approval Process:

In accordance with New York State’s Electronic Signatures and Records Act (ESRA), the use of Jotform’s Electronic Signatures solution requires a prior review and approval by the Office of Enterprise Risk Management & Compliance. Departments interested in utilizing that function must complete the Electronic Signature Business Analysis and Risk Assessment form to start the required review and approval process. For further questions, please contact the Office of Enterprise Risk Management & Compliance at riskmanagment@albany.edu 

Additional Notes:

  • Please ensure that all information provided in the form is accurate and up-to-date.

  • Submission of a license request does not guarantee approval. Approval is subject to review and availability.

  • Licenses are typically provided based on the university's licensing agreement and available resources

  • Unused licenses (ie. no login activity) will be returned to the available license pool for reuse.

  • For any questions or concerns related to the evaluation and processing of license requests for the JotForm application, please feel free to submit an ITS Support Ticket.

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2. Accessing JotForm:

This guide is designed to assist users in accessing JotForm, along with key considerations to be aware of.

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titleGuideline for Access to JotForm:

Login to JotForm:

  • Upon approval of your license request, user may access JotForm platform.

Use University Credentials:

  • Log in using Single Sign-On.

Navigate JotForm Dashboard:

  • Once logged in, you will be directed to the JotForm dashboard. From here, you can create, edit, and manage your forms and workflows.

4. Additional Information and Resources

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titleThings to Know Beforehand:

Before you begin using JotForm, here are some important considerations:

  • Data Privacy:

  • Training and Resources:

    • If you are new to JotForm, consider attending JotForm training sessions to familiarize yourself with its features and functionalities. Familiarize yourself with the support resources available, such as user guides and help articles, to assist with form development.

  • Form Design:

  • Data Security:

    • Take measures to secure data collected through JotForm and restrict access to authorized personnel. 

  • Compliance:

  • Data Management:

  • Support:

By following these instructions and keeping these considerations in mind, you can effectively request and access JotForm licenses for your university-related tasks and contribute to streamlined data collection and workflow processes.