The Submission Form Builder enables Administrators to configure which questions Users see when submitting new ideas. Below is everything you need to know to build a Submission Form.
Table of Contents
- Getting Started
- Setting the Question Order
- Adding Questions
- Editing Submission Form Questions
- Hiding Submission Form Questions
- Removing Questions
- Development Fields
Getting Started
Each Initiative has its own Submission Form Builder located within Site Setup > Ideas > Submission Form, which can be edited by selecting Launch Form Builder.
Admins will be brought to an edit form page, where questions can be added, edited, hidden, deleted, and reordered.
Administrators can edit or rearrange (but cannot delete) the default Submission Form fields. These fields include:
- Title (required)
- Image
- Description (required)
- Tags
- Category
- Attachments
At any time during your Submission Form building, Admins can select Go to Submission Form or Go to Site Setup at the top of the form builder.
Setting the Question Order
In the Submission form, the Administrator can drag and drop their questions in any order, holding the left grabber to drag and drop to a new position:
The order can also be set using the "Move to Top" and "Move to Bottom" options in the field dropdown.
The order in which you set your Submission Form Builder will be reflected on the Post Idea and View Idea pages.
Adding Questions
Administrators can create as many new Submission questions as needed. Select Add Field at the bottom-left of the form.
The types of customizable fields available are as follows:
- Checkbox
- Date: The date options allows for a calendar date selector on the submission form.
- Number: The number field only allows numerical input (-1, 1.2, 5). No other characters are allowed.
- Multiple Choice
- Dropdown
- Short and Long Answer: Admins can impose a word limit for submission answers.
- User Selection: Allows submitters to select another user
- Linked Submissions: Allows Admins and submitters to link related submissions to their idea
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Once added to the submission form, the Linked Submissions field will appear in the Post Idea page
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Submitters can search and link to other ideas they have edit access to (e.g. they’ve submitted or have action items for)
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Saving the idea as a draft will retain the selected ideas to link, but they will not be linked until the idea is submitted
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On submission, the idea will be linked to the selected ideas. They can then be edited from the Linked Submissions widget in View Idea 2.0 or View Idea 3.0
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Whiteboard: Allows Admins and submitters to link a Whiteboard to their Idea. Only one field of this type can be added, as only a single Whiteboard can be linked to an Idea record.
- Note: This field is only available to add if Whiteboards are enabled at the System level and View Idea 3.0 is enabled at the Site/Initiative level
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Instructional Text Block: Allows Admins to add instructions or link to outside resources
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The Truncate long text option allows Admins to control whether the instructional text appears in full or is shortened to save space:
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When adding a field, Admins can choose to make it required by clicking the Required checkbox for that field. Users will then be required to answer the question before their form can be successfully submitted.
Questions can also be set to Administrator Only (visible and editable only by Admins) or as a Dependent Question (will display based on answers to other questions in the form).
Answers can be reordered for multiple-choice submission form fields (e.g., checkbox, radio button, and dropdown). Drag and drop the answer to the appropriate order, and that order will be reflected in Post Idea 2.0 and when editing submissions. When editing an existing submission form, any previous answers for submissions will remain unaffected.
Editing Submission Form Questions
The Administrator can edit submission form questions on the submission form edit page. Select Edit to the right of the desired question.
Questions that have no associated submissions can be fully edited by the Administrator. If a Submission has already been created using the Submission Form, and an Administrator wants to modify a question, they will receive a warning message indicating their changes.
Hiding Submission Form Questions
Administrators also have the option of hiding Submission Form questions that are no longer relevant to their Initiative. To hide a Submission Form question, select Hide Field from the field dropdown menu:
Hidden submission form questions will be indicated with a (Hidden) label in the submission form builder. To make the field visible again, select Show Field from the field dropdown menu.
The Image, Attachments, Tags, and Categories fields can also be hidden.
Hidden questions will respect the following logic:
- Post Idea page: Hidden questions will not appear when posting a new submission.
- View Idea page: When viewing any submission in the Initiative, hidden submission form questions will not appear.
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For Dependent Questions: If a question is hidden, any other questions that are dependent on it will no longer be dependent
- Example: Question B is dependent on Question A. Question A is hidden; therefore, Question B will no longer be dependent on Question A and will appear on the form.
Removing Questions
Submission form questions can be deleted by the administrator only if there are no existing submissions with answers to that question. If so, when editing the submission form, Delete Field will be available in the field dropdown menu.
Admins will be presented with a pop-up to confirm deleting the submission form field:
Default fields and fields that have submissions with answer data cannot be deleted. In these cases, Admins can use the Hide Field option. Alternatively, if all associated submissions are deleted or moved to another Pipeline, then the field can be deleted.
Note: The Title and Description fields are integral to Submission and cannot be hidden or deleted.
Development Fields
Development fields are used with the Development tool. Administrators can set a submission form question as a development field by selecting Development Field.
Optional instruction text can be provided for Evaluators on development action items.
Administrators can also set the viewing permissions to control which users can view the development fields:
- Administrators, evaluators
- Administrators, evaluators, submitters
- Administrators, evaluators, all other users
The following question types are available for development fields:
- Multiple Choice
- Checkbox
- Short Answer
- Long Answer
- Dropdown
- Date
- Number
- User Selection
- Instructional Text Block
- Attachment
Additional Submission Options:
- To keep the Submit button always visible on the Submission form, enable the option for Post Idea 2.1 under Site Setup > Ideas >Ideas
- Admin can decide whether they want to redirect users to the Browse Board, Initiative Landing Page, or a custom URL after they submit an Idea under Site Setup > Ideas > Ideas
Hi Guys,
Is it possible to limit the word count on a long answer question?
Hi Greg,
Unfortunately, it's not possible to limit the number of characters in the long answer question.
Thank you,
Brightidea Support
Hi,
Is it possible to set the default checkbox from Rich Editor to Basic Editor on the Submission template? I can't find where this is defined.
Thanks.
Jason
Hi Jason,
Unfortunately, it's not possible to change the default in the software. However, it's possible to disable the rich text editor on extra submission form questions all together. Let me know if you'd like to proceed with that.
Thank you,
Brightidea Support
Where is the rich text edit radio button on the submission form. I have found it in some of the 'long answer' question types, but not in others. Is there a beta functionality, or something that needs to be enabled?
Hi Andrew,
That is actually a custom feature, not part of the out of the box product. It provides the ability for rich text on long submission form questions only. However, it's usually not enabled because of the fact that it is custom. There are no further options for this functionality at this time.
Thanks,
Brightidea Support
Can I delete a submission form and recreate a new one? Do I have to delete the existing idea first?
Hi Antoinette,
You will need to remove or move the ideas first and make sure the submission form questions are not in use. Afterwards, the submission form can be modified as needed.
Thank you,
Brightidea Support
I need to add dependent answers and have enabled that in the storm, there was a pre-existing submission form and an idea. I deleted the only existing idea and attempted to add a new question using the dependency, but that feature is not available. I assume I need to remove the submission form, however, there is not an option for it's removal or deletion.
Never mind & thanks... by editing existing questions I can utilize dependency. Still no obvious way to delete the form to start fresh.
Hi Antoinette,
That should work if there are no ideas in the WebStorm. There is no such thing as deleting an entire submission form, only adding/removing individual question/answers.
Thank you,
Brightidea Support
Can you save a submission form as a template that can be re-used in other Webstorms?
Hello Ron, could I translate 'Title' and 'Description' (idea submission form) and add a Tip for both?
Hi Rafaela,
On post idea 2.0, it's not possible to apply any translation currently as labels are not supported. For that type of customization, please utilize Post Idea 1.0.
Thank you,
Brightidea Support
Ron
How do I remove the 'attachments' option on the idea submission form?
Hi Sarah,
The Attachments field is a required field on the submission form. There isn't any option that removes it. However, it is possible to hide the field with custom CSS.
Best,
Daniel
Okay, thanks, Daniel!
So, I can HIDE 'attachment' and 'image' fields if I do not want them?
Hi Karen,
There is no functionality to disable attachments however the image field can be disabled with the option "Add Idea Image to Idea Submission Forms" in your WebStorm setup area.
Let me know if you have any other questions.
Thanks,
Brightidea Support
I see post from Daniel September 01, 2017 10:40 -- that said you can actually hide attachment via custom CSS. Is that not correct?
Hi Karen,
Yes, it's possible with custom CSS code, you'd need to target that element on the page and hide it with CSS. This would go into your WebStorm design section.
Best,
Brightidea Support
Hi Ron
I am reusing the default questions and editing the text to fit my topic. However, I am lost for solution on the Submitter question' answer. How can I remove or hide the "Anonymous Info banner"
Hi Ron
Can I move the order of Submitter to after category?
Hi Emma,
To answer your question, it's not possible to remove the Anonymous info banner, that is part of the page to inform the submitter.
Also, it's not possible to re-arrange any default submission form questions, only extra questions.
Best,
Brightidea Support
Hi Ron/ Team,
Is it possible for an Instructional Field text box on the submission form, to show on the final submissions? We have a legal disclaimer on the submission form builder, but it does not show on the final submission.
Thanks,
Moi
Hi Moi,
There is no such functionality in Brightidea at this time, it will need to be a standard submission form question if it needs to appear on the view submission page.
Best,
Brightidea Support
Hello Team,
what should we do if we want to select more than one option from the dropdown or multiple choice etc. in the submission form questions?
For Example, if there are five options available for a question and I want to select two or three options then what should I do? As of now, we are able to click on only one option.
Hi team,
is it possible to limit the length of submitted text by # of character, not by word? Given in Japanese the word is not written dividedly, a sentence may be counted as a word.
thanks in advance!