User Guideline & Best Practices

• Review JotForm Form and Workflow Creation Policies and Procedures to ensure compliance with guidelines and maintain a consistent development process.

User Guide:

• Ensure thorough familiarity with JotForm through comprehensive user guide. Understanding the platform's features and capabilities is vital for effective form and workflow development. You can find JotForm user guide resources accessible here.

Webinars and Events

• JotForm regularly hosts webinars and events aimed at helping users make the most of their form-building and data-collection capabilities. These sessions offer valuable insights, tips, and opportunities to connect with the JotForm community.

JotForm Youtube Channel:

• By visiting JotForm's YouTube Channel you'll have access to plenty of training materials that can enhance your form-building and data-collection skills. 

• 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.

• JotForm provides a wide range of custom templates that can be used to streamline the form creation process and tailor forms to specific needs. These templates are designed to save you time and effort while ensuring a professional and polished look for your forms.

• Review common use cases and existing workflows for guidance and to identify potential overlaps or areas where solutions may already exist. This minimizes duplication of effort and ensures efficient development.

The Community User Group will serve as a self-help resource and forum for JotForm Form Creators. It's important to note that this group will not be managed by ITS in any capacity. Users are encouraged to discuss:

• What projects each department is working on – this can help mitigate the risk of redundant work.

• What projects departments are planning soon – this can also help mitigate redundancy as well as help stop development of solutions that already exist in the ITS Application Portfolio.

• What tips, tricks, and best practices the developers have discovered in their use of the platform.

• Development issues and how similar issues may have been solved by other developers.

To join the user group please click here.

• If you encounter any challenges or have questions about JotForm, reach out to the JotForm Support Team.

Each department will be responsible for managing group membership and/or permissions:

• All Licensed users have the ability to create teams in JotForm.
  
  

• Create a collaborative team workspace for tasks like form editing: Please note that only licensed users can join your team. Licenses are in limited supply, and ITS advises requesting licenses only for team members who play a crucial role in your workflow or form creation.

Ensure that forms are accessible to all users, including those with disabilities.

Adhere to university policies and data protection regulations when collecting and managing data. Please refer to Institutional Review Board and FERPA.

Create and maintain documentation and training materials specific to departmental forms.

• All forms that are considered public (accessible to users outside of the university), should be carefully reviewed to understand the type of information collected via the form. If a form is collecting any Personal Identifiable Information (PII), form admins should follow this tutorial to hide fields that collect PII.

• This precaution protects your users and their information after submission. Hiding these fields will not affect how the form or its submission table is used or accessed.

• Forms that are found not following this standard will be reviewed by ITS and the form administrator will be asked to make the recommended adjustments.