The Dynamic Forms Creation
Process
Introduction:
Dynamic Forms by NextGen Web
Solutions is a cloud-based platform that transforms traditional paper forms
into electronic versions for educational institutions. It allows users to
create and manage forms with ease, supports multiple electronic signatures, and
integrates with school information systems to streamline data entry and
uploads. The solution is ideal for managing complex administrative workflows
like financial aid verification and admissions, enhancing efficiency and
accessibility with features that support 24/7 availability for form completion
and e-commerce transactions.
Form Creation:
To create a new dynamic form,
follow the multi-step process below:
Phase I: Initiation and
Documentation Creation:
1. Submit a Dynamic
Forms - Help Desk Ticket requesting a new dynamic form.
a. This will prompt a
member of the Dynamic Forms team at Rio Salado College to reach out and
schedule a meeting with you. During this meeting the team will go over the
form templates and additional considerations regarding your specific form
request.
2. Download a copy of
the Dynamic Forms Workflow Diagram Template and document how you would like the
form to flow between participants from start to finish.
a. Do not worry about
getting this document to a 100% solution. The Dynamic Forms team will meet with
you and help refine the document.
3. Download a copy of
the Dynamic Form Mock Up Template and build out an initial draft of how you
would like your e-form laid out.
a. Do not worry about
getting this document to a 100% solution. The Dynamic Forms team will meet with
you and help refine the document.
4. Download a copy of
the Dynamic Forms Messaging Documentation Template and design the automated
email messages that will go out to participants as they interact with the
dynamic form.
a. In the Messaging
Documentation Template you may note that there are some “dynamic short codes”
being used, generally these are used to enter names of the participants or
other information into emails. Don’t worry about using the right short code,
just describe which data you would like to dynamic place in the email message
and the Dynamic Forms team will ensure that the right short code is used.
b. Do not worry about
getting this document to a 100% solution. The Dynamic Forms team will meet with
you and help refine the document.
5. The Dynamic Forms
Team will schedule a meeting to review the form documentation with you.
a. Once this meeting
concludes, the Dynamic Forms team will make any final adjustments to the
documentation and submit the documents to NextGen for development.
b. Please note that
the development time for each form is heavily dependent on form complexity and
the work that the developers at NextGen already have in the pipeline. A good
rule of thumb is to plan for 10-15 business days for development from the day
that we submit documentation to NextGen.
Phase II: Form Review and
Revision:
1. Once NextGen has
finished creating the form, the Dynamic Forms Team will send you the URL to
access the form and schedule a time to meet to go over the form.
a. Please review the
form prior to the meeting and create a punch list of required edits.
b. During the meeting
the team will run through the form to ensure that all required functionality is
present.
2. The Dynamic Forms
Team will submit the punch list of any required changes to NextGen for rework.
a. Once NextGen has
completed the requested changes they will send notification via Email.
3. Review the form to
confirm quality and acceptance.
Phase III: Form Publishing &
Continued Support:
1. Now that you have
accepted the form, it is ready to publish. Please determine how you would like
users to access this form.
a. Form links hosted
on a SharePoint Page are coordinated via Help Desk Ticket.
b. Form links hosted
on the external website (riosalado.edu) are coordinated through IA via a Wrike
request.
i. Please note that all Wrike
requests require the form URL to be a BitLy link. The Dynamic Forms team can
help coordinate the creation of a BitLy link for your new form.
2. If your form needs
updates or changes at any point, please feel free to submit another Dynamic
Forms – Help Desk Ticket with your updated documentation and the Dynamic Forms
Team will coordinate the requested changes.
Additional Considerations:
1. There is always a
cost associated with the creation of a new Dynamic Form and modifications to
existing forms. The IS team maintains billable credits with Dynamic Forms in
order to support ongoing maintenance of forms that currently deployed across
Rio Salado College. IS budgets 1-3 credits to create and/or modify an existing
form. Should the cost exceed the budgeted IS credits, you will need to cover
the additional expense using an alternative funding source.
a. Please determine
the funding source for your form request prior to submitting the initial help
desk ticket for form creation.
b. Generally, the cost
of creating a new form range from $150 - $450. In rare instances forms can
exceed these estimates when they utilize complex workflows, have a large number
of form participants, or leverage API to prefill fields.
2. There are several
methods to automate the extraction of form data from Dynamic Forms to store in
external databases. If this is something that your team will need to utilize,
please notify the Dynamic Forms Team so that we can coordinate with the
appropriate RSC personnel.
a. Please note that
data extraction/automation will always extend the timeline for the form
creation process.
If you require additional
assistance, please coordinate with the Dynamic Forms team member that is
helping you with your request.
For technical issues, please
contact the Technology Helpdesk at: Phone: 480-517-8600
Email:
technology.helpdesk@riosalado.edu
Help Desk Request