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Managing Curriculum Forms

Overview

Forms allow for administrators to define what information must be collected in a valid proposal. The most common proposals include New Course Forms, Edit Course Forms, and Edit Program Forms. Coursedog provides a configurable, digital form builder that allows users to define what information must be collected within a form.


Forms consist of questions from either the corresponding template (i.e. the course template for a course form) and custom questions. 

Custom questions on forms are assumed to be fields that only exist on the form. Any data captured in a form custom field that is not associated with the template will NOT be passed into the resulting object once a request associated with the form is approved. 

For example, if you have created a "New Course Form" with the custom question "Why do you want to create a new course?". 

The data captured in the "Why do you want to create a new course" will be captured in all requests when a user submits a request using the "New Course Form". However, if the request is approved, the data from this question will not be part of the corresponding course that gets added to the curriculum inventory.


Accessing Forms

  • To access the Forms Dashboard, select "Forms" on the left navigation.
  • You will be taken to the Forms dashboard where you can see all of the existing forms or create new forms.



Viewing Forms

By clicking on an existing form or selecting "+Add Form," you will see that a form is simply a template of cards and fields that manifests into an interactive form when a user goes to complete the specified action, such as proposing edits to a course.






Previewing Forms

At any time while editing your form, you can select "Preview" in the upper right corner to interact with an example of what the form would look like. 



Publishing Forms

  • At the top right of each form, there is a "published" toggle. This toggle controls whether or not a form appears when a user selects "propose changes" in the course or program inventory. Note, the form will still appear to users if the form is used in form routing.
  • The "published" toggle should be used to control whether or not forms are visible to end users who are submitting proposals. When you do not wish for them to use a form to submit a proposal, you should turn the "published" toggle off. 
  • When new forms are created, the toggle will default to "false."



Filter for Published and Unpublished Forms

The user can filter for published and unpublished forms within the forms dashboard. 




Cards
  • Forms are made up of cards. Cards hold specific data fields and questions. Some cards, such as Requisites, have extended functionality and cannot be customized. 
  • To create a new card, click the "+" button on the top right of an existing card.


Field Types

The course template can have two types of fields: 


Custom Fields
Custom fields allow users to add fields necessary for internal processes. These fields, including "Owners Select," do not have any extended functionality. 


Our WYSIWYG field enables the user to input and format their content. User can add tables, images, headings, hyperlinks, page links, and program links.Our file field enables users to upload files as part of their proposal. 


Course/Program Template Fields
Course and Program Template fields c
ontain specific fields in the SIS, contain fields that allow for extended functionality in other areas of the Curriculum product, and contain fields defined within the course template. This includes custom fields defined within the course and program template, even after the form is created.


Field Values

Each field has three values:


Question Title
Question title is the question that will be displayed to the end user.

Question Description
Question description displays as help text to the end user. It will only appear if the end user hovers above the "?" symbol.


Question Extended Description

  • Enables the user to edit text in a WYSIWYG modal. This is useful for including tablets, hyperlinks, or extended formatted descriptions for end users to use when answering questions. 
  • The below image captures the extended description; it appears to the right of the "purposes and goals" question. 
  • To add a field, simply drag it from the Question Bank into the template. 
  • Currently all form changes are immediately reflected in active proposals (i.e. if fields are added they will be reflected in proposals in-flight).


Field Settings

  • Each field has its own settings. You can access these settings by simply selecting the field from within the form template. 
  • You will see the Question Settings appear on the left side of the screen. From here you can edit specific settings. 
  • Role-Based Access Control (RBAC) is available for individual fields for both the Course/Program template as well as all curriculum forms.






When "Editable" is disabled, the associated Role will be able to fill out the form or edit the field on the course/program template:



Field Settings - Default Values 

  • Default values can be set up for fields, either using custom default values (input by users) or from a source (dynamically fetched from another data source).
  • The department field can be dynamically defined as follows: 
    • User Primary Department defaults the department field to the user's primary department. 
    • User Departments defaults the department field to all the user's associated departments. 


Field Settings - Min and Max Number of Characters

The minimum and maximum number of characters in a response to a form question can be specified in the field settings. 




If a user attempts to answer the question under or above the character count thresholds, an error message will appear specifying the error. NOTE: the user may have to click into the input box and out for the validation message to appear. 





Field Settings - PDF Output

Each field has the below "PDF Visibility" settings that default to: TOC & Content. That means the field will show up in the ToC and in the content of the PDF. To hide content from the PDF, click "hidden." 





Field Settings - Actions

For each question, a user can create a list of Actions which are comprised of conditional statements that can be used to update the value or configuration of another field. 

The below example shows an action that updates a field's settings based on a specific condition. 



  • Users are able to define actions that configure the value of a field to be the same value as another field. This can be done within actions by setting a "then" condition of "update the field's value" to the question ID of the field you want to copy from. 


Field Settings - Disable Copying 

  • Users are able to pre-populate proposals based on data found in existing proposals or existing courses, programs or document types.
  • To define which fields are allowed to be copied via the pre-populate process, there is now a "Disable Copying" setting for each input. 
  • This can be found in the Course and Program template as well as all Curriculum forms. 
  • Signature questions are hardcoded to never allow copying. 



Workflows

Downstream Workflow Actions

When creating request actions in curriculum forms, users can now pull from data in the workflow to set specific actions. The most common use case is to set a field as "required" on a certain workflow step. 


In the below example, the user has configured the action as follows: If the workflow step name is "Step 1," then make the field required. 




Testing Actions for Workflow Steps

Preview the form against a specific workflow step so you can see how the form changes at different steps. In the below example, we are previewing the form in "Step 1," which shows that the "Name" field is now required due to the action.





Attaching Workflows to Forms

  • When a form is submitted, it goes through an approval workflow to be approved. You can select which workflow from the form editor in the top right. 
  • To learn how to build workflows, check out this article.




Archiving Forms  

Best practice is to archive forms (deleting the form will impact in-flight proposals). To archive: 

  1. Rename the form to indicate that the form is inactive.
  2. Remove that form from Form Routing.




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