New Customer Information

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.

Guidelines for License Request:

Initiate a request by submitting a JotForm License Request Form

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

Electronic 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.

Guideline 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

Things to Know Beforehand:

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

Data Privacy:

- Be aware of the university's data privacy policies when collecting and handling data through JotForm.

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:

- Ensure that your forms are user-friendly, accessible, and aligned with the university's branding guidelines.

Data Security:

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

Compliance:

- Adhere to university-specific policies and guidelines.

Data Management:

- Data collection, Data Storage and Document Storage security should always be considered in accordance with The Universities Information Security Standards.

Support:

- If you encounter any challenges or have questions about JotForm, you may reach out to the JotForm Support Team, search through Jotfom library of answered support questions in the Help Center or get in touch with JotForm Campus Community User Group.

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.