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Creating and Configuring a Public Form

Updated

Public forms allow you to collect data from external or internal users via a publicly accessible link. Examples include registration forms, subscription forms, or intake forms. This article explains how to create and configure a public form.

Requirements

  • You need administrative rights to create and manage forms.

Open the Forms Overview

Go to Administration > Forms to open the forms overview. Here you will see a list of all available forms. A green icon next to the name indicates that the form is published.

Create a New Form

  1. Click the New button at the bottom right of the overview.
  2. Enter the name of the form.
  3. The form will be added to the list.

Configure Form Settings

Select a form in the overview and open the settings to configure the following options:

Field Description
Name The name of the form (required).
Code A unique code through which the form is accessible via the public link (required).
Favicon An optional favicon displayed in the browser tab of the public form.
Language The default language of the form.
Allow Overwriting Allowing overwriting means that an existing user may fill out the form again with the same data (e.g., the same email address) to update their own account. If this option is disabled, the user will receive the message "User already exists" and cannot submit the form again. Note: accounts with administrative rights can never be overwritten.
Automatic Login When enabled, users are logged in automatically based on a login macro.
Login Macro The macro used for automatic login, for example {email} or {firstName}{lastName}{birthDate}.
Login in Lowercase When enabled, the login name is always converted to lowercase.

Manage IP Allowlist

The IP allowlist is set per form via the settings of the respective form.

  1. Open the forms overview via Administration > Forms.
  2. Select the form for which you want to set the IP allowlist.
  3. Click Settings to open the form settings.
  4. Enter the IP addresses allowed to access the published form under "Allowed IP addresses".
  5. Save the settings.

Note: The IP allowlist applies only to the respective form. Each public form has its own IP allowlist.

Edit Form in the Editor

  1. Select the form in the overview.
  2. Click Edit to open the form editor.
  3. In the editor you can:
    • Add fields by dragging widgets from the toolbar onto the canvas.
    • Configure steps to divide the form into multiple pages.
    • Adjust field settings, such as labels, required status, and visibility conditions.
    • View a preview of the form via the preview mode.

If you leave the editor with unsaved changes, a confirmation window will appear. Choose Save to keep your changes or Don’t Save to discard them.

Validation and Automatic Repair

The editor automatically validates the form for common configuration errors. When validation errors are detected, the Repair button appears in the validation bar. Click this button to fix all repairable errors at once.

After applying, an overview of all performed repair actions appears. For each action, you can individually undo or redo the repair. Using Undo All will revert all changes to the original state.

The following errors are automatically repaired:

Error Repair Action
Missing control widget (submit button) Adds a control widget to the form.
Missing required field (e.g., name or email) Adds the corresponding widget to the first step.
Required field not marked as required Sets the field as required.
Field is hidden in all languages Makes the field visible.
Field is inactive in all languages Activates the field.

Available Field Types

Field Type Description
Text Field A single or multiple line text field.
Email A field for entering an email address.
Full Name Fields for first name, middle name, and last name.
Department A dropdown list with departments from the portal.
Position A dropdown list with positions from the portal.
Date of Birth A date field for the date of birth.
Gender A dropdown list for selecting gender.
Language A dropdown list with available languages.
Address Fields for entering address details.
Dropdown List A customizable dropdown list with your own options.
Checkbox A field with one or more checkboxes.
Header A header to separate sections.
Text A text block for instructions or explanations.
Video An embedded video.
E-learning A link to an e-learning module.

Publish Form

  1. Select the form in the overview.
  2. Click Publish to make the form available via the public link.
  3. After publication, the form is accessible via the URL: https://{portal-url}/scripts/external/public.aspx#/public/{code}

Note: A published form is immediately accessible to anyone with the link. Check the content and settings before publishing the form.

Other Actions

Action Description
View Open the published form in a new tab.
Duplicate Create a copy of the form including all fields and settings.
Unpublish Make the form inaccessible via the public link.
Delete Permanently delete the form.

Frequently Asked Questions

Can I edit a form after it has been published?

Yes, you can edit a published form at any time. Changes are applied immediately. Please note that users filling out the form at that time will see the updated version.

How do I restrict access to a public form?

You can set an IP allowlist via Settings > Allowlist in the forms module. This restricts public forms to be accessible only from the specified IP addresses.

Can I offer a form in multiple languages?

Yes, you can configure the language settings of the form. The available languages depend on the languages configured in the portal.

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