Form Management

The form builder lets admissions staff create and manage dynamic application forms. These forms are presented to applicants during the application process and can be customized per program and academic level.

Form Template List

Navigate to Administration > System Configuration > Form Builder to see all form templates. (This was Admissions > Form Builder until August 2026.)

Searching and Sorting

• Use the search box above the table to filter templates by code, name, or description
• Click any sortable column header to change the sort order
• The table paginates at 10 rows per page, with options for 10, 20, or 50 rows

Template List Columns

Column	Description
Code	Unique template code (e.g., UG_APPLICATION)
Name	Display name of the form
Level	Academic level: Undergraduate, Graduate, or Both
Wizard	Check mark if the form uses multi-page wizard mode
Sections	Number of sections in the form
Version	Version number with a star icon for the current version
Status	Draft (yellow), Active (green), or Archived (gray)
Actions	Action buttons for managing the template

Template Actions

Each template row has the following action buttons:

Button	Description
Edit Form (pencil icon)	Opens the form builder detail view to edit sections and fields
Edit Properties (gear icon)	Opens a dialog to edit the template's metadata (name, code, status, level)
Duplicate (copy icon)	Creates a copy of the template (not available for archived templates)
Publish (check icon)	Publishes a draft template, making it active and marking previous versions as inactive (only available for Draft status)
Archive (inbox icon)	Archives the template, hiding it from default views (not available for already-archived templates)
Delete (trash icon)	Deletes the template permanently (only available when the template has no sections)

Creating a New Form Template

1. Click the New Form button at the top of the template list
2. Fill in the template properties in the dialog:

Field	Required	Description
Template Code	Yes	A unique identifier code (e.g., UG_APPLICATION_2026)
Status	Yes	Defaults to Draft; select from available statuses
Form Name	Yes	A descriptive name for the form
Description	No	Optional longer description
Academic Level	No	Undergraduate, Graduate, or Both (default)
Multi-page wizard	No	Check to display the form as a step-by-step wizard rather than a single page
Current version	No	Check to mark this as the current active version of its template code

3. Click Create to save the new template

Editing Template Properties

Click the Edit Properties (gear) button on any template to modify its metadata. The same fields from the create dialog are available. Click Save to apply changes.

Duplicating a Template

The duplicate feature creates a copy of an existing template, including all its sections and fields.

1. Click the Duplicate (copy) button on the template you want to copy
2. In the duplicate dialog, you have two options:

Option A: Create a New Version

Leave "Create as entirely new template" unchecked. This creates the next version of the same template code. The new version number is automatically incremented.

Optionally enter a new name, or leave it blank to keep the same name.

Option B: Create an Entirely New Template

Check "Create as entirely new template" and provide:

• A new template code (required, must be unique)
• A new name (optional)

This creates an independent template with version 1, separate from the original.

3. Click Create New Version or Create New Template to complete the duplication
4. You are automatically navigated to the new template's detail page

Building a Form: Sections and Fields

After creating a template, click Edit Form (pencil) to open the form builder detail view. This is where you design the actual form structure.

Form Builder Layout

The form builder has two main areas:

• Left sidebar -- A reference palette showing all available field types
• Main canvas -- The form template header, followed by sections and their fields

Managing Sections

Sections are the top-level grouping for form fields. Each section appears as a collapsible panel.

Adding a Section

1. Click Add Section at the top of the canvas
2. Fill in the section properties:

Field	Required	Description
Section Code	Yes	Unique code within this template
Title	Yes	Display title shown to applicants
Description	No	Explanatory text shown below the title
Help Text	No	Additional guidance for applicants
Sort Order	No	Controls the display order (auto-calculated)
Active	No	Whether the section is visible on the form

3. Click Create or Save

Editing a Section

Click the pencil button in the section header to edit its properties.

Deleting a Section

Click the trash button in the section header. A section can only be deleted if it contains no fields. Remove all fields first if needed.

Reordering Sections

Drag sections by the grip handle (three horizontal bars icon) on the left side of each section header. Drop the section at its new position. Sort orders are automatically updated.

Managing Fields

Fields are the individual form inputs within a section.

Adding a Field

1. Click the + button in the section header where you want to add the field
2. Fill in the field properties:

Field	Required	Description
Field Code	Yes	Unique code within the section
Label	Yes	Display label shown to applicants
Field Type	Yes	The type of input (see table below)
Requirement Type	No	Required, Optional, or Hidden
Placeholder	No	Placeholder text inside the input
Help Text	No	Guidance text shown near the field
Visible for Level	No	Restrict visibility to Undergraduate or Graduate only
Sort Order	No	Controls display order within the section
Active	No	Whether the field is visible on the form

3. Click Create or Save

Available Field Types

Field Type	Description
Short Text	Single-line text input
Long Text	Multi-line textarea
Email	Email address input
Phone	Phone number input
Number	Numeric input
Date	Date picker
Date Range	Start and end date pickers
Dropdown	Single-select dropdown (requires static options)
Multi-Select	Multiple-choice selection (requires static options)
Checkbox	Single checkbox (true/false)
Yes/No Toggle	Toggle switch
File Upload	File upload input
Lookup Select	Dropdown populated from a system lookup table (requires selecting a lookup type)
Address Block	Composite address fields (street, city, state, zip, country)
Name Block	Composite name fields (first, middle, last, suffix)

Dropdown and Multi-Select Options

When the field type is Dropdown or Multi-Select, you must provide static options. Enter one option per line in the format:

value:label

For example:

US:United States
CA:Canada
MX:Mexico

Lookup Select Fields

When the field type is Lookup Select, you must select a lookup type code from the dropdown. The field will be populated at runtime with values from the corresponding system lookup table.

Requirement Types

Type	Badge Color	Meaning
Required	Red	The applicant must fill in this field to submit
Optional	Blue	The applicant may leave this field blank
Hidden	Gray	The field is not shown to the applicant

Editing a Field

Click the pencil button on the field row to edit its properties.

Deleting a Field

Click the trash button on the field row. A confirmation prompt appears before the field is deleted.

Reordering Fields

Drag fields by the grip handle on the left side of each field row. Drop at the new position within the same section. Sort orders update automatically.

Publishing a Form

When a form template is ready for use:

1. Go to the form template list
2. Find the template in Draft status
3. Click the Publish (check) button
4. Confirm the action

Publishing a template:

• Changes its status from Draft to Active
• Marks any previous versions of the same template code as inactive
• Makes the form available for use in applications

Archiving a Form

To retire a form without deleting it:

1. Click the Archive (inbox) button on the template
2. Confirm the action

Archived templates are hidden from default views but remain in the system for historical reference.

Linking Forms to Programs

Form templates can be linked to specific academic programs through the program-form-template association. When a form is linked to a program, applicants applying to that program will see the linked form during their application process. The application detail page's Form tab displays the applicant's responses to the linked form.